Kaizen #177: Duplicate Check Preferences API vs. Upsert API

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.

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. 

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"
                }
            }
        ]
    }
}


The "Phone" field from both the Leads and Contacts modules is mapped to identify duplicate records.

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 Method: POST

Input JSON

{
    "data": [
        {
            "Company": "Villa Margarita",
            "Last_Name": "Dolan",
            "First_Name": "Brian",
            "Email": "brian@villa.com",
            "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.


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"
                }
            }
        ]
    }
}

You can also retrieve and delete duplicate configuration.

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. 

Leads

Email

Contacts

Email

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.


Request Method: POST

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"
        }
    ]
}


For more details on how the Upsert API works, refer to the Kaizen #56 - Upsert Records #API.

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!

Info




        • Recent Topics

        • square up and Zoho books

          Since we set up the app connection between square up and Zoho books we have realised that when the amounts are getting transferred Zoho is adding VAT again making the numbers 20% more than they should be. We have checked our settings and they VAT/ Tax

        • How to provide Access rights to specific Bank accounts

          We have several bank accounts. I want to provide certain members access to only 2-3 accounts. It appears that when I give permissions, they are for ALL bank accounts. How do I do that?

        • Errors Getting a Bank Transaction

          Using Postman(for testing), I am receiving errors when attempting to get a single bank transaction. I am able to receive the list of bank transactions with https://www.zohoapis.com/books/v3/banktransactions/?organization_id={org_id} but when I try to

        • Subscriptions Plans and CRM Products Integration?

          Is there any way to set up plans and pricing in Zoho Subscriptions and have those available as Products in the CRM? We are trying to set up the CRM and the Products seem to be more geared toward selling products that are not subscription based.  So if we sell annual or monthly contracts which are $10/seat/month, I can set this up as a plan in Subscriptions, but how can I set the same thing up in the CRM for the salespeople to sell/quote? What is the best practice for setting up the CRM Products to

        • Mapping Zoho Subscription Plans and Products to CRM and Books

          We have products that are one time products and subscription products.   1) We would like to have the ability to create an opportunity in CRM that includes both one-time charge products and subscription products.  Currently the only way of creating a subscription product is by defining a "Product->Plan" hierarchy in Zoho Subscription.  It appears that the only SYNC between Subscription and CRM is around contacts and the Product->Plan hierarchy doesn't sync to CRM, thus, you would need a duplicate

        • Zoho People Attendance Module - Split Shifts

          Hello, Our business employs a number of college students who often split their workdays between work hours and class schedules, resulting in split shifts. For example: Employee 1 works 9am to 11:30am and then leaves for class, returning to work at 3pm

        • Bulk update fields based on date

          Hi! I need all the quotes with "Quote Stage" set to "Next Year" to update to "Draft" every January 8 (every year). Can you help?

        • Target for a campaign

          Hi, Hope you can help me. I need to create a report (for a marketing campaign) that combines Deals and Contacts to export all the contacts with closed deals. I can easily do that, what I cannot do is to remove from the target the contacts that have more

        • Zoho Desk + Jira integration - Email notifications and comments posted by administrator instead of real user

          Dear All, I set up the integration under my admin account, and now when users leave comments in Jira (to created tickets in Zoho Desk), the email notifications show that the ‘Administrator’ left a comment, not a real user. The same happens in the ticket

        • Celebrating the power of visuals

          On World Photography Day, we would like to highlight the power of visuals in customer service. Visuals promote learning and understanding in less time. A photograph can rekindle a memory, convey more than words, and give a fresh perspective. How does

        • Customer address in Zoho Bookings

          Hello,  Is it possible to add customer address information to the Zoho bookings appointment screen? Or have it pull that information automatically from the CRM? We are wanting to use this as a field management software but it is difficult to pull the address from multiple sources when it would be ideal to have a clickable address on the appointment screen that opens up the user's maps.  It would also be advantageous for the "list view" to show appointment times instead of just duration and booking

        • Blocking / black listing customers

          Hi, We have a situation, we observed that certain customers are blocking multiple appointments with our advsiors but not showing up. Some of these are repeat offenders. This leads to those service hours getting blocked and not available for genuine customers.

        • Option to block bookings from specific email address or ip adresss in zoho booking

          Sometime few of our client keep booking irrelevant booking service just to resolve their queries and they keep booking it again and again whenever they have queries. Currently its disturbing our current communication process and hierarchy which we have

        • Feature Request: Email Templates for notifications accross all services

          Currently in Zoho Bookings, email notifications (such as booking confirmations, reminders, and cancellations) must be customized individually for each service. This becomes time-consuming and error-prone when managing multiple services that require consistent

        • Allow customers to choose meeting venue and meeting duration on booking page

          My business primarily involves one-to-one meetings with my clients. Given the hybrid-work world we now find ourselves in, these meetings can take several forms (which I think of as the meeting "venue"): In-person Zoom Phone call I currently handle these

        • Approval-based booking with Zoho Creator and Zoho Bookings

          Hi community members, We have developed a workaround for approval-based booking using Zoho Creator and Zoho Bookings! This provides a temporary solution as we work on the native feature, and it's useful for anyone needing an approval workflow when confirming

        • Member Accounts in Related List

          Hi Team, Currently, when a parent account is associated with an account in FSM, there is no related list displaying the associated member accounts under the parent account’s related list section. To view member accounts, I have to manually search using

        • how do i remove a specific Zoho Service from my account

          I no longer need Zoho CRM, ZRM Assist nor ZRM BugTracker. How do I remove them from the list of apps for my account?

        • I Want migarte all invoice details to zoho sheets

          I want to migrate all existing invoice details to Zoho Sheet, and automatically update the sheet whenever a new invoice is created.

        • were can i find my invoices i need this for my accountant

          were can i find my invoices i need this for my accountant, how can i get id direct to my email?

        • ONLY email field not populating Writer fillable document (randomly)

          I have a Zoho Writer fillable document that has pulled all my data from my Zoho Sheets file, EXCEPT the email column. It pulled every data before and after that column with no issues. Screenshots attached. It's not my first time using the app or the feature,

        • My number is marked as spam

          Hello Zoho Mail Support, My phone number was incorrectly flagged as “spam” during sign-up. This is my personal number, and I have not engaged in any spam activities. Kindly review and verify my account so I can proceed with my email setup. Thanks.

        • Personnalisation des paramètres dans Zoho Mail

          Pourquoi cela compte-t-il ? La personnalisation des paramètres dans Zoho Mail permet aux administrateurs de configurer l’environnement de messagerie en fonction des besoins spécifiques de leur organisation. Que ce soit pour alléger l’interface pour certaines

        • How To Save Data Into Zoho CRM Sandbox

          Hi Community, I want to save data into my zoho sandbox , for this I am using this api endpoint - https://www.zohoapis.com/crm/v8/Patients but I am getting this error - { "success": false, "message": "Zoho API request failed", "error": { "code": "INVALID_MODULE",

        • Automate pushing Zoho CRM backups into Zoho WorkDrive

          Through our Zoho One subscription we have both Zoho CRM and Zoho WorkDrive. We have regular backups setup in Zoho CRM. Once the backup is created, we are notified. Since we want to keep these backups for more than 7 days, we manually download them. They

        • Question about retrieving unsubscribed contacts (outside of lists) via API

          Hello, I am currently using Zoho Marketing Automation and would like to integrate it with our company’s core system. For this purpose, I am exploring the API options available to retrieve contact information. Specifically, I would like to know if there

        • Getting “mandatory field missing: Service_Line_Items” When Creating Work Order via Zoho Flow Deluge

          Hi Team, I’m trying to create a Work Order in Zoho FSM with only a Service Line Item (no Parts). However, I keep getting this error: Work Order Response: {"code":"MANDATORY_NOT_FOUND","details":{"api_name":"Service_Line_Items"},"message":"required field

        • How to customize the colors of the Client Portal login screen and add the company logo?

          As title, how to customize the colors of the Client Portal login screen and add the company logo?

        • Daily updates/fixes and how to see what was changed?

          When I receive the notification that zoho was updated and I need to refresh it. How can I see what was changed or fixed? Sometimes they change things that effect my books and I need to know what they did. For example over this past weekend something was

        • Upcoming Change: Snowflake Username/Password Authentication Deprecation – Action Required

          Hello Users, Snowflake has officially announced that username and password-based authentication will be deprecated by November 2025. You can find the official announcement [here]. If you're using a Snowflake connection in Zoho Analytics to import data,

        • Why should I choose Zoho Inventory vs Odoo?

          Hello there! I have used Zoho in different companies I've worked in, and I have a positive perception of it. I am starting a new import business for pipes, tubes, fittings, valves, elbows, etc., which all have serial numbers, cast numbers, etc., so I

        • Product Updates in Zoho Workplace applications | July 2025

          Hello Workplace Community, Let’s take a look at the new features and enhancements that went live across all Workplace applications this July. Zoho Mail Import bookmarks from Pocket Worried about losing your Pocket bookmarks? Don't worry we have got you.

        • PLEASE FIX YOR BUGS

          PICTURES ARE BEING REJECTED DESPITE THEM FOLLOWING THE GUIDELINES ON DIMENTIONS.

        • Kaizen# 204 - Answering Your Questions | Perform Field Updates before Blueprint transition via Client Script

          Hello everyone! Welcome back to another exciting Kaizen post. One of the questions we received through your Kaizen feedback was: “How can I update fields before Blueprint transition and how to prevent a transition based on a condition using Client Script?”

        • Create online meetings for Booking Pages with Zoho Meetings and Zoom

          Greetings, We hope you're all doing well. We're excited to share some recent enhancements to Bigin's Booking Pages. As you know, Booking Pages let you create public pages to share your availability so that your customers can easily book time slots with

        • Filters in audit logs

          Greetings, I hope all of you are doing well. We're happy to announce a few recent enhancements we've made to Bigin. We'll go over each one in detail. Previously, there were no filters available to narrow down data in audit logs. Now, we've introduced

        • Enhanced help options in Bigin

          Greetings, We're excited to introduce a new enhancement to Bigin's Help section: a comprehensive Help Options panel that brings together all your support resources in a single, well-organized space. Previously, the Need Help? menu provided only a limited

        • Zoho FSM API Developer Needed

          Hi, I’m looking for a developer with experience using Zoho FSM APIs. Scope: Connect WordPress website booking form to Zoho FSM Check availability (date, time, region) Create Work Orders + Service Appointments automatically Notify both customer and scheduler

        • Revenue Management: #4 What if there are uncertainties in project or service delivery?

          Our previous post taught us how Zoho Billing makes life easy for businesses with its automated revenue recognition rule. However, certain businesses have more challenges that an automated system cannot handle, and there are certain situations where automated

        • This mobile number has been marked spam. Please contact support-as@zohocorp.com

          Bom dia, estou tentando colocar o número 11 94287-6695 e esta com erro "This mobile number has been marked spam. Please contact support-as@zohocorp.com" pode me ajudar, por favor?

        • Next Page