Kaizen #177: Duplicate Check Preferences API vs. Upsert API
Hello all!!!
Welcome back to another week of Kaizen. Last week, we discussed Optimizing the Use of Record ID Variables in Zoho CRM Queries.
This week, we will explore two important APIs for managing duplicate records in Zoho CRM - Duplicate Check Preferences API and Upsert Records API. While both of these APIs help manage duplicate records, they serve different purposes and are to be used in different scenarios.
This post covers:
- What is the Duplicate Check Preferences API?
- Use Case
- Duplicate Check Configurations
- Updating Duplicate Check Configuration
- How Duplicate Check Preferences Work During Record Creation/Update?
- What is the Upsert API?
- Use Case
- Differences between Duplicate Check Preferences API and Upsert API
What is the Duplicate Check Preferences API
The Duplicate Check Preferences API is a configuration API that allows you to set up criteria using unique fields to manage duplicates across Leads module including Converted Leads and Contacts
in Zoho CRM. Based on the given criteria, the system will restrict the creation or update of duplicate records. For example, if the Phone field is marked as unique and set for duplicate checks, the system will make sure that no two records have the same phone number during records creation or update.
in Zoho CRM. Based on the given criteria, the system will restrict the creation or update of duplicate records. For example, if the Phone field is marked as unique and set for duplicate checks, the system will make sure that no two records have the same phone number during records creation or update.
With the Duplicate Check Preferences API, you can define criteria to find duplicates, such as matching email addresses, phone numbers, or custom fields. During record creation or update, Zoho CRM checks the configured criteria against converted leads or contacts. If a match is found, it triggers a "DUPLICATE_DATA" error and blocks duplicates based on your configuration.
By default, the Insert Records API and Update Records API automatically check for this configuration. If a record matches the defined duplicate criteria, the system prevents its creation or update.
Use case
Zylker, a sales team managing customer contacts in Zoho CRM, often imports leads from various sources like website forms, events, and campaigns. However, the team noticed that many duplicate contacts are being created because the same phone number is associated with some of the contacts. This creates confusion and results in redundant work in their sales process.
By using the Duplicate Check Preferences API, Zylker can prevent the anymore duplicate contacts based on phone numbers (phone is used for an example).
Duplicate Check Configurations
In Zoho CRM, you can configure duplicate check preferences via API in two ways.
i. Configuration in Leads module
The system checks for duplicates on all the Leads using the specified unique fields. By selecting this option, the duplicates will be checked on all the Converted Leads (custom view) as well. This configuration is applicable across all the layouts.
The following is the configuration for duplicate check in the Leads module via API.
The following is the configuration for duplicate check in the Leads module via API.
Request Method: POST
Note:
- The "module" parameter is mandatory, and its supported value is Leads.
- The above URL applies to both Leads and Contacts module configurations.
- You must mark at least one field as mandatory. So, the system can check for duplicates based on the value in the unique field within the Leads module when creating a record.
Input JSON
{ "duplicate_check_preference": { "type": "converted_records", //Converted Leads custom view in Leads module } } |
Response
{ "duplicate_check_preference": { "code": "SUCCESS", "details": {}, "message": "Duplicate check enabled for converted_records successfully.", "status": "success" } } |
ii. Configuration in Contacts module
By selecting this option, the system will check for duplicates in the Contacts module using mapped fields.
Input JSON
{ "duplicate_check_preference": { "type": "mapped_module_records", "type_configurations": [ { "field_mappings": [ { "current_field": { "api_name": "Email", "id": "5725767000000002601" }, "mapped_field": { "api_name": "Email", "id": "5725767000000002503" } } ], "mapped_module": { "api_name": "Contacts", "id": "5725767000000002179" } } ] } } |
How Duplicate Check Preferences Work During Record Creation/Update
Consider Zylker has configured the Contacts module ("type":"mapped_module_records") to check duplicate contacts.
For example, a sales representative at Zylker attempts to add a contact from the Cold Call lead source. However, the same contact already exists in the Contacts module, either from the same or a different lead source.
Since the Contacts module is configured for duplicate check preferences, the system will check for duplicates in the Contacts module using mapped fields. During the record insertion action, the system verifies the Contacts module for any matching records based on these unique identifiers. Based on the result, it either creates the record or throws an error.
Use the Insert Records API to create records in a module.
Request URL: https://www.zohoapis.com/crm/v7/Contacts
Request Method: POST
Input JSON
{ "data": [ { "Company": "Villa Margarita", "Last_Name": "Dolan", "First_Name": "Brian", "Phone": "12345", "State": "Texas" } ] } |
Response
{ "data": [ { "code": "DUPLICATE_DATA", "details": { "api_name": "Email", "duplicate_record": { "Owner": { "name": "Patricia Boyle", "id": "5725767000000411001", "zuid": "808233918" }, "module": { "api_name": "Contacts", "id": "5725767000000002179" }, "id": "5725767000000774010" //The record that already exists in the Contacts module. }, "json_path": "$.data[0].Email", "more_records": false }, "message": "duplicate data", "status": "error" } ] } |
Duplicates are also checked during record updates. If a record is updated with a value that already exists in a unique field, the system indicates it as a duplicate and returns a "DUPLICATE_DATA" error.
Update Duplicate Check Configuration
To update the previously enabled Duplicate Check option configured in your account, use the Update Duplicate Check Option API.
Request Method: PUT
Input JSON
Input JSON
The Contacts ("type": "mapped_module_records") configuration is used in the below sample input.
{ "duplicate_check_preference": { "type": "mapped_module_records", "type_configurations": [ { "field_mappings": [ { "mapped_field": { "api_name": "Phone", //The previously configured Email field as a unique identifier in Contacts has now been replaced with the Phone field. "name": "Contacts", "id": "5725767000000411001" }, "current_field": { "api_name": "Phone", "name": "Leads", //The previously configured Email field as a unique identifier in Leads has now been replaced with the Phone field. "id": "5725767000005381030" } } ], "mapped_module": { "api_name": "Contacts", "name": "Contacts", "id": "5725767000000002179" } } ] } } |
What is the Upsert API?
The Upsert API is a combination of "update" and "insert".
How it works?
You provide a unique identifier (e.g., email, phone number, or a custom field) to check for existing records.
If a record with the same identifier exists, it updates that record.
If no matching record is found, it creates a new one.
Flow diagram
Use Case
Zylker, an e-commerce company, uses Zoho CRM to manage customer data. Customers sign up on Zylker’s online store, and their details are stored in the e-commerce platform like Shopify. Over time, customers may update their contact information, or new customers may sign up. To keep customer records in Zoho CRM accurate and avoid duplicates, Zylker uses the Upsert API to:
- Update existing customer records details if the given unique identifier, such as email or phone number, matches an existing record in Zoho CRM.
- Insert a new record if no match is found. This way, Zylker ensures that new customers are added efficiently.
There are two types of duplicate check fields:
i. System-defined duplicate check fields.
ii. User-defined duplicate check fields.
i. System-defined duplicate check fields
The table below lists the system-defined unique fields. When you create a record using the Upsert API, the system checks these fields for duplicate entries.
The table below lists the system-defined unique fields. When you create a record using the Upsert API, the system checks these fields for duplicate entries.
Leads | |
Contacts | |
Accounts | Account_Name |
Deals | Deal_Name |
Campaigns | Campaign_Name |
Cases | Subject |
Solutions | Solution_Title |
Products | Product_Name |
Vendors | Vendor_Name |
PriceBooks | Price_Book_Name |
Quotes | Subject |
SalesOrders | Subject |
PurchaseOrders | Subject |
Invoices | Subject |
Custom Module | Name |
ii. User-defined duplicate check fields
You can set a normal field as a duplicate check field by enabling "Do not allow duplicate values." Note that you can only set fields with the following field-types as unique— Single Line, Email, Phone, Number, Long Integer, and URL.
Sample Request: https://www.zohoapis.com/crm/v8/Leads/upsert
Request Method: POST
Sample Input JSON
Sample Input JSON
Here, "Email," a system-defined field, has been used as a duplicate check field.
{ "data": [ { "Email": "alice@mail.com", "First_Name": "Alice", "Last_Name": "Brown", "Phone": "+1-555-222-3333", "Order_Date": "2024-01-10", "Order_Value": "$175.00" }, { "Email": "pat@mail.com", "First_Name": "pat", "Last_Name": "Davis", "Phone": "+1-555-666-7777", "Order_Date": "2024-01-15", "Order_Value": "$300.00" } ], "duplicate_check_fields": [ "Email" //You can set the order in which the system checks for duplicate records by specifying the duplicate_check_field array in the input. ] } |
Response
{ "data": [ { "code": "SUCCESS", "duplicate_field": null, "action": "insert", "details": { "Modified_Time": "2025-02-08T09:43:08-08:00", "Modified_By": { "name": "Patricia Boyle", "id": "5725767000000411001" }, "Created_Time": "2025-02-08T09:43:08-08:00", "id": "5725767000005425036", "Created_By": { "name": "Patricia Boyle", "id": "5725767000000411001" } }, "message": "record added", "status": "success" }, { "code": "SUCCESS", "duplicate_field": "Email", "action": "update", "details": { "Modified_Time": "2025-02-08T09:43:08-08:00", "Modified_By": { "name": "Patricia Boyle", "id": "5725767000000411001" }, "Created_Time": "2025-02-08T08:52:22-08:00", "id": "5725767000005425002", "Created_By": { "name": "Patricia Boyle", "id": "5725767000000411001" } }, "message": "record updated", "status": "success" } ] } |
Differences between Duplicate Check Preferences API and Upsert API
Duplicate Check API | Upsert API |
Duplicate Check Preferences can be enabled only in the Leads module. | Supports all modules. |
Throws a "DUPLICATE_DATA" error if a duplicate is detected. | Updates the existing record with new field values if a match is found for the unique fields; otherwise, inserts a new record. |
Use the above Zoho CRM APIs which fit your use cases.
---------------------------------------------------------------------------------------------------------------------
We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com
Stay tuned for more insights in our upcoming Kaizen posts!
- More enhancements in the COQL API are now live in Zoho CRM API Version 7. Check out the V7 Changelog
for detailed information on these updates. ✨
- OAuth Scopes Page for Zoho CRM APIs. ✨
Topic Participants
Subramanian K
Andres
Jeganprabhu S
Sticky Posts
Kaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Kaizen #198: Using Client Script for Custom Validation in Blueprint
Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Celebrating 200 posts of Kaizen! Share your ideas for the milestone post
Hello Developers, We launched the Kaizen series in 2019 to share helpful content to support your Zoho CRM development journey. Staying true to its spirit—Kaizen Series: Continuous Improvement for Developer Experience—we've shared everything from FAQsKaizen #193: Creating different fields in Zoho CRM through API
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! Commands
Recent Topics
Whatsapp Limitation Questions
Good day, I would like to find out about the functionality or possibility of all the below points within the Zoho/WhatsApp integration. Will WhatsApp buttons ever be possible in the future? Will WhatsApp Re-directs to different users be possible basedCreate a draft in reply to an email via Emails API
Hi, I’d like to use the outgoing webhook to automatically create a draft reply to incoming mail. How can I use the Emails API to create a draft reply that is linked to an existing email thread? I couldn’t find the relevant method in the documentation.India Tech Support
Is there no phone tech support number for India? And no chat facility either?Billing Management: #1 Billing a Universal Business Routine
Hello, As the saying goes, "Do the hardest job first." We started with the complex subject of finance and revenue management, which is considered the backbone of any business. Now, let's shift our focus and take a deep dive into this Billing Management,Show/ hide specific field based on user
Can someone please help me with a client script to achieve the following? I've already tried a couple of different scripts I've found on here (updating to match my details etc...) but none of them seem to work. No errors flagged in the codes, it justWhat is a a valid JavaScript Domain URI when creating a client-based application using the Zoho API console?
No idea what this is. Can't see what it is explained anywhere.5名限定 課題解決型ワークショップイベント Zoho ワークアウト開催のお知らせ (9/25)
ユーザーの皆さま、こんにちは。Zoho ユーザーコミュニティチームの藤澤です。 9月開催のZoho ワークアウトについてお知らせします。 今回はZoomにて、オンライン開催します。 諸事情につき、今月の開催回は中止となりました。 次回は10/31（金）14時からの開催を予定しています。 ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは？ Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目的とした「Zoho ワークアウト」を開催します。 ZohoZoho Calendar not syncing correctly with personal Google Calendar
Coming to this forum as Zoho Calendar support team is not responding, any more. For the past 8 weeks, I have been having an issue with Zoho Calendar not syncing with my personal Google Calendar correctly. I subscribed to Zoho Calendar iCal in my personalIntroducing Assemblies and Kits in Zoho Inventory
Hello customers, We’re excited to share a major revamp to Zoho Inventory that brings both clarity and flexibility to your inventory management experience! Presenting Assemblies and Kits We’re thrilled to introduce Assemblies and Kits, which replaces theCustomer Parent Account or Sub-Customer Account
Some of clients as they have 50 to 300 branches, they required separate account statement with outlet name and number; which means we have to open new account for each branch individually. However, the main issue is that, when they make a payment, theyneed a packing list feature
In our business, goods listed on an invoice are packed in separate boxes and shipped off. for e.g. an invoice may have 10 items. each item could then be packed in different boxes depending on qty of each item. this packing list is as important as the invoice for purposes of shipping documents. Request you to add this feature asap.Workdrive 5.0 / API Documentation Workflows
Hi Zoho, When will the API documentation of the workflows be published? We are interested in using it to trigger manual workflows from an external application. Greetings, JustinHow to keep track of bags, cans, drums of inventory?
We buy and sell products that are packaged in bags 🛍️, cans🥫, drums🛢️, etc. with batch numbers. When we get a shipment of one of the products, how do we track we received (say) 10 cans each of 5L of a product and maybe we received 10 cans of anotherZoho Error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details
Hello There, l tried to verify my domain (florindagoreti.com.br) and its shows this error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details. Screenshot Given Below - please check what went wrong. ThanksHow many ZOHO-Sites does the ZOHO-One Suite allow for?
The free version of ZOHO-Sites allows for two sites, but it seems that the professional version (which is included in the ZOHO-One Suite) only allows for two websites. Is that correct? How many sites can I have within one ZOHO-One account?Webhook from Zobot to Zoho Flow fails
I'm trying to connect from zobot to zoho flow. When testing in zflow, I am receiving all entered data from the connector correctly. The SalesIQ connector's "outputreaction" is {} (is this normal or is there a problem?). But as soon as I try my chat botTransition from Sole Proprietorship to GmbH (Limited Liability Company) – Best Approach in Zoho Books / Zoho One
Hello everyone, I am currently operating under a Zoho One plan with a sole proprietorship in Switzerland. As of January 1st, 2026, I will be incorporating a new legal entity – a GmbH (Swiss equivalent of a Limited Liability Company). While the businessBest way to display complex Bookings Consultation Descriptions on Zoho Site?
I am a new user so apologies if this has been asked before. I couldn't find any answers in the forum. We offer 18 complex Consultations to our subscribers. Our current platform lets me put detail on these Consultations thoroughly (200-300 words) duringDKIM cannot be enabled for the domain as no verified default selector present
Hi Support Team, For Domain DKIM record trying to enable status. but showing error "DKIM cannot be enabled for the domain as no verified default selector present" So, please resolve the issue. Thank you.Issue Connecting My Domain to Zoho Sites Despite Purchasing It from Zoho
Hello, I am facing an issue connecting my domain to my website on Zoho Sites. Details of the issue: I purchased the domain directly from Zoho. I am already using the same domain successfully with Zoho Mail. However, when I try to assign this domain toInsert auto number from main form into subform rows
Hello. I'm trying to take from my main form "order number" which i have setup as an auto generated number into every line created in my subform. So when a row is created in my subform i want the "order number " from the main form to be inserted automatically.Dark Mode - Font Colors Don't Work
When editing a document in Dark Mode and selecting font colors, they don't show up on screen. Viewing/editing the same document in Light Mode shows them just fine.Integrate Bunq with ZOHO Bookes
We are new users of ZOHO Books, and our bank (BUNQ, in the Netherlands) isn't listed on the bank integrations. Is there a way to handle this?Access Denied
I am iOS Developer and updating our clients project and shifted ZohoDeskPortalCore SDKs from cocoapods to SPM and changed few lines of code but now i am get access denied, the help center app is unavailable. please contact administrator.Using Zoho Desk to support ISMS process
Hi, I am evaluating using Zoho Desk for security incident management. This seems to be aligned with Zoho Desk purpose as its just another type of incident. However in security incident management, ideally I can link incidents (tickets) with a risk fromBin Locations
Dear all, I am wondering if someone has the ability to develop the bin locations option for zoho inventory (integrated with zoho books) Regards, RyanTaxJar vs Avalara
Hi, I'm evaluating adoption of a sales-tax service for US based business. Anyone else have experience with TaxJar and Zoho Books? I am a Zoho One subscriber so anticipate needing to use Flow to make this work. It seems like Avalara are simply too expensiveHow to check Leads with no Task (open activity)
Hi everyone, I was wondering if there’s a way to view leads that don’t have any tasks assigned or open activities linked to them.What can we do on our end to improve the Answer bot answers?
Hi, I'm using the Answer bot card in the Codeless bot builder. I've input several questions and their answers in the FAQ section to feed the Answer bot. The text is all in French, as this is the language our customers communicate in. I've tried testingTaxes for EU B2B Transactions
Currently, ZC doesn't seem to have a procedure for validating VAT numbers of businesses purchasing in another EU state, and removing local VAT is valid. This is essential for all inter EU B2B trade.How to upload file to Connect using API?
Hi there. I looked at the API documentation and nowhere did it mention how to use the API method to upload a file even though it is mentioned that it is possible to be done so. Please help.Items Landed Cost and Profit?
Hello, we recently went live with Zoho Inventory, and I have a question about the Landed Cost feature. The FAQ reads: "Tracking the landed cost helps determine the overall cost incurred in procuring the product. This, in turn, helps you to decide theGroup Tax in Service Line Items
Hi FSM Team! I noticed that when you update a tax in the service line item the group tax is not showing up as an option. Let me know what can be done thank you!FSM Improvement Idea - Show an Import button when there is no data
I am setting up FSM for a client and I noticed that there is no option to import data, see screenshot below. Even when you click Create Contact there is only an option to Import from Zoho Invoice. It is only after you add at lease 1 record that the ImportZoho FSM API Delete Record
Hi FSM Team, It would be great if you could delete a record via API. Thank you,OAUTH_SCOPE_MISMATCH Error for Marketing Automation APIs with CRM Plus Account
I'm trying to integrate Marketing Automation journey triggering via API but getting OAUTH_SCOPE_MISMATCH errors. I need clarification on API access for CRM Plus users.Access token generate from the refresh token not working for API
Dear Sir/Madam, When I use my refresh token to obtain new access_token, that token return INVALID_TOKEN when the same API is called. I made sure that my api site is correct and match the auth web site. However the original access_token work fine.Function #4: Schedule Customer Statements
Regularly sending statements to customers is an imperative part of many business processes as it helps foster strong customer relationships and provides timely guidance on payments. While you can generate the statement of accounts and have it sent overLimiting search or dependencies with an asterisk "*".
I have a form with several dependency fields with options still developing for each field. Since these options were developing and not yet ready to be a selection in the field, I placed a filter for the dropdown field. In this filter, I selected fieldsCross Data Center Support for 1:1 Chats with External Users
Hello Zoho Cliq Team, We hope you're doing well. We appreciate the recent enhancement that enables cross data center collaboration in external channels, which has already improved communication across distributed teams. However, we’ve noticed that thisNext Page