Kaizen 217 Actions APIs Tasks

Kaizen 217 Actions APIs Tasks



Welcome to another week of Kaizen!

In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard. In this post, we will discuss the Automation Tasks API.
Zylker's admin have set up the email notification that notifies the team for different triggers. Team is notified when a deal is lost. But then, what should be the course of action? Does someone know to follow up? Is the reason for the loss being logged? Often, notifications create awareness but not accountability. That is the significance of tasks. Including Task details to Zylker's dashboard ensure the right people receive the right instructions.

This update to the dashboard will allow system admins to:
  1. audit the existing tasks,
  2. create new tasks,
  3. update existing tasks, and
  4. clean up inactive and unwanted tasks.

STEP 1: Discover and audit existing tasks

To get details of existing tasks in the system and audit them the admins at Zylker use GET Automation Tasks API.

Request to fetch all automation tasks:
GET {api-domain}/crm/v8/settings/automation/tasks

Request to fetch a specific automation task:
GET {api-domain}/crm/v8/settings/automation/tasks/{task_ID}

Zylker's admin has created an automation task for investigating the reason behind a lost deal. Below output JSON shows the details of the automation task such as name, id. Note that whenever an automation task is created in the system a new task is created in the task module. 

{
    "tasks": [
        {
            "created_time": "2025-11-07T12:29:18+05:30",
            "lock_status": {
                "locked": false
            },
            "editable": true,
            "module": {
                "api_name": "Deals",
                "id": "5843104000000002181"
            },
            "related_module": null,
            "deletable": true,
            "source": "crm",
            "created_by": {
                "name": "Patricia Boyle",
                "id": "5843104000000424672"
            },
            "notify": false,
            "feature_type": "workflow",
            "field_mappings": [
                {
                    "display_value": "Investigate loss reason for ${Deals.Deal Name}",
                    "field": {
                        "api_name": "Subject",
                        "id": "5843104000000002271"
                    },
                    "type": "merge_field",
                    "value": "Investigate loss reason for ${!Deals.Deal_Name}"
                },
                {
                    "display_value": "Trigger Date plus 3 day(s)",
                    "field": {
                        "api_name": "Due_Date",
                        "id": "5843104000000002273"
                    },
                    "type": "execution_time",
                    "value": {
                        "period": "days",
                        "unit": "3",
                        "trigger_field": "${CURRENTTIME}",
                        "sign": "plus"
                    }
                },
                {
                    "display_value": "Patricia Boyle",
                    "field": {
                        "api_name": "Owner",
                        "id": "5843104000000002269"
                    },
                    "type": "static",
                    "value": {
                        "name": "Patricia Boyle",
                        "id": "5843104000000424672"
                    }
                },
                {
                    "display_value": "Not Started",
                    "field": {
                        "api_name": "Status",
                        "id": "5843104000000002279"
                    },
                    "type": "static",
                    "value": "Not Started"
                },
                {
                    "display_value": "Highest",
                    "field": {
                        "api_name": "Priority",
                        "id": "5843104000000002281"
                    },
                    "type": "static",
                    "value": "Highest"
                }
            ],
            "modified_time": "2025-11-07T12:29:18+05:30",
            "associated": true,
            "modified_by": {
                "name": "Patricia Boyle",
                "id": "5843104000000424672"
            },
            "name": "Investigate loss reason for ${Deals.Deal Name}",
            "id": "5843104000006662001"
        }
    ]
}

This task makes sure that the reason for loss is properly analyzed and logged. This ensures that the same mistakes are not repeated and corrective action can be taken.
 

STEP 2: Create new automation task

At any company, proactive engagement with customers is crucial for customer retention, especially when they are new. At Zylker, the management decided to check in with the customer after 30 days of onboarding. The admin created an Automation Task to engage with the customer using the Create Automation Task API. 

Request to create an automation task for a follow up task: 
POST {api-domain}/crm/v8/settings/automation/tasks

{
  "tasks": [
    {
      "module": {
        "api_name": "Accounts",
        "id": "5843104000000002177"
      },
      "feature_type": "workflow",
      "field_mappings": [
        {
          "field": {
            "api_name": "Subject",
            "id": "5843104000000002271"
          },
          "type": "static",
          "value": "Customer Success Check-in"
        },
        {
          "field": {
            "api_name": "Due_Date",
            "id": "5843104000000002273"
          },
          "type": "execution_time",
          "value": {
            "period": "days",
            "unit": "30",
            "trigger_field": "${!Accounts.Created_Time}",
            "sign": "plus"
          }
        },
        {
          "field": {
            "api_name": "Owner",
            "id": "5843104000000002269"
          },
          "type": "static",
          "value": {
            "name": "John Smith",
            "id": "5843104000000424688"
          }
        },
        {
          "field": {
            "api_name": "Status",
            "id": "5843104000000002279"
          },
          "type": "static",
          "value": "Not Started"
        },
        {
          "field": {
            "api_name": "Priority",
            "id": "5843104000000002281"
          },
          "type": "static",
          "value": "Highest"
        },
        {
          "field": {
            "api_name": "Description",
            "id": "5843104000000002291"
          },
          "type": "merge_field",
          "value": "30-day follow-up with ${!Accounts.Account_Name}.Check adoption metrics and gather feedback."
        }
      ],
      "name": "Customer Success Check-in"
    }
  ]
}

Key fields 
  1. name : indicates the name of the automation task
  2. module: indicates the module for which the automation task is created
  3. field_mappings: consists of the field mappings of the fields to a record in tasks module. This consists of three main keys:
    1. field: indicates the API name and ID of the field  in the Tasks module records
    2. value: indicates the value of the field in the Tasks record
    3. type: denotes the type of value. The possible values for this field are merge_field, static, execution_time

For the field `Due_Date`, type is `execution_time` and value is `Account Created Time + 30 Days` as:

 "value": {
 "period": "days",
 "unit": "30",
 "trigger_field": "${!Accounts.Created_Time}",
 "sign": "plus"
 }

It forms the core of our solution to create a task 30 days after onboarding.

This ensures customer success team automatically follow up with new customers after their first month. It helps them to:
  1. measure product adoption,
  2. gather early feedback,
  3. identify potential issues, and
  4. strengthen customer relationships.

The task is automatically created, assigned, and scheduled without manual intervention.

STEP 3: Updating an automation task 

After using the customer success check-in for a while, the customer success gave their feedback to admin. They feel that the 30 day follow up is too soon and assigning the task as Highest priority is overwhelming. 
The admin updates the automation tasks to accommodate their feedback using the Update Automation Tasks API.

Request to update an automation task: 
PUT {api-domain}/crm/v8/settings/automation/tasks/5843104000006646001


{
  "tasks": [
    {
      "field_mappings": [
        {
          "field": {
            "api_name": "Due_Date",
            "id": "5843104000000002273"
          },
          "type": "execution_time",
          "value": {
            "period": "days",
            "unit": "60",//Changed from 30 to 60.
            "trigger_field": "${!Accounts.Created_Time}",
            "sign": "plus"
          }
        },
        {
          "field": {
            "api_name": "Priority",
            "id": "5843104000000002281"
          },
          "type": "static",
          "value": "High"///Changed from Highest to High.
        },
        {
          "field": {
            "api_name": "Description",
            "id": "5843104000000002291"
          },
          "type": "merge_field",
          "value": "60-day follow-up with ${!Accounts.Account_Name}.Check adoption metrics and gather feedback."// Description changed to account for the update to the task.
        }
      ]
    }
  ]
}


The admin has changed the execution time to `Account Created Time + 60 Days`, the priority from `Highest` to `High` and also the description to reflect the change in execution time.

STEP 4: Deleting tasks notifications 

Any unwanted or redundant task can be deleted using Delete Automation Tasks API.

Request to delete an automation tasks: 
DELETE {api-domain}/crm/v8/settings/automation/tasks/5843104000006678001
DELETE {api-domain}/crm/v8/settings/automation/tasks?ids=5843104000006646001,5843104000006646002

We hope that you find this post on Actions - Tasks APIs useful. If you have any feedback, please let us know in the comments, or reach out to us via support@zohocrm.com. 



      • Sticky Posts

      • 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.

      • Kaizen #226: Using ZRC in Client Script

        Hello everyone! Welcome to another week of Kaizen. In today's post, lets see what is ZRC (Zoho Request Client) and how we can use ZRC methods in Client Script to get inputs from a Salesperson and update the Lead status with a single button click. In this

      • Kaizen #222 - Client Script Support for Notes Related List

        Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore how

      • Kaizen #217 - Actions APIs : Tasks

        Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

      • Kaizen #216 - Actions APIs : Email Notifications

        Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are

        • Recent Topics

        • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

          Availability Update: 29 September 2025: It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition exclusively for IN DC users. 2 March 2026: Available to users in all DCs except US and EU DC. 24

        • Can we rely on order of returned ids when inserting multiple records?

          Hello! API https://www.zoho.com/crm/developer/docs/api/v8/insert-records.html does not mention that the response array will match the input array*, keeping this important information implicit and someone might have doubts to rely on it. (*the response

        • New UI for Writer - Disappointed

          I've been enjoying Zoho Writer as a new user for about 6 months, and I really like it. One of my favorite things about it is the menu bar, which you can hide or leave out while still seeing most of your page because it is off to the left. I think this

        • Ask the Experts 27: Onboarding and managing support reps

          Hello everyone, We are back with our Ask the Experts (ATE) series for 2026. This year, we bring experts to help you address customer support challenges using Zoho Desk. For our first ATE, we are getting into the human side of customer support. "Every

        • CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

          Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage files

        • Zoho CRM Community Digest - February 2026 | Part 2

          In this edition, we’re highlighting a few more product enhancements, along with some helpful community discussions that explore everyday CRM scenarios from automating reminders and managing lead outreach to making the most of APIs and client scripts.

        • Dont want to list inactive items.

          If an item is made inactive, there is no point in showing it in the item list. Please provide an option to hide all inactive items in 'Preferences'. 

        • Client Script event on any field of a Detail page

          Hi everyone! I'd like to trigger a Client Script when a user modifies a field - any field - from the Account Details page, how can I do this? I don't want to trigger it on a specific field, but on all of them. Thanks in advance!

        • Tip #66 - Exploring Technician Console: Network Statistics - 'Insider Insights'

          Hello Zoho Assist Community! Have you ever wondered why a remote session feels sluggish, or wanted to check whether connectivity issues are on your end or the customer's? That's exactly where the Network Statistics feature in Zoho Assist comes to the

        • Syncing zoho books into zoho crm

          I was wondering how I can use zoho books in crm as I have been using them separately and would like to sync the two. Is this possible and if so, how? Thanks

        • Introducing a smarter, faster, and more flexible charting experience

          Hello Zoho Sheet users, We're delighted to share the latest news about a major update to charts in Zoho Sheet! The new version supports dynamic data ranges, granular styling options, faster loading, and other interesting enhancements that allow you to

        • REFUND REQUEST FOR PLAN SUBSCRIPTION CANCELLED

          I have cancelled my Zoho Books subscription and would like to request a full refund for the subscription. Kindly process the refund at your earliest convenience.

        • Connecting Airwallex in Zoho Books

          I have a question. I’m trying to connect our Airwallex account to Zoho Books, but the integration does not seem to work. Could you please guide me on how to properly connect Airwallex? I need to see the expenses also, since it only shows the profits now

        • purchasing a pagkage

          goodmorning i want to pay for my monthly package but your app is sayinng i have insufficient funds yet i loaded money on my account yesterday though in our currency of ugx

        • Edit Receipt, how?

          Do you notice the big blank space in Receipt? I want to remove that. I know there is a template but that blank space, I can't seem to remove it. Please help. Thank you!

        • Can I export a TXF (TurboTax exchange format) file out of Zoho Books?

          Hello, I'm trying to do my US Small Business Taxes using Intuit's Turbo Tax. Can I export my expenses from Zoho Books to a TXF format file, so that it can then be imported into Turbo Tax? Thanks, Rajnesh

        • Tax inclusive and exclusive for Sales invoices

          Hello, where can I set my tax to be inclusive or exclusive for invoices in Zoho Books? There used to be a button for me to do that right above the products table. Can someone help me please? Thank you!

        • Unable to produce monthly P&L reports for previous years

          My company just migrated to Books this year. We have 5+ years financial data and need to generate a monthly P&L for 2019 and a monthly P&L YTD for 2020. The latter is easy, but I'm VERY surprised to learn that default reports in Zoho Books cannot create

        • ZOHO Reports are taking longer time to get refresh

          Hi Team, Since last few days, I'm facing issues in getting updated reports. For eg: right after making an expense entry or even posting a journal, it is taking longer then expected for the updated reports. Refer below: "You are viewing the report that

        • audio and video comments in tasks in zoho projects

          Hi, is it planned to have the ability to post audio and video comments? the whatsapp wechat format of communicating is a reality... tools like zoho project would facilitate a lot teamwork by facilitating the way in which we can give feedback in audio and video rather than only text. thx!

        • Questions Regarding Helpdesk & SalesIQ Customization and Email Setup

          Hello, I hope you’re doing well. I have a few questions regarding Helpdesk and SalesIQ: Can the emails sent to customers via helpdesk tickets be fully customized — including signature, subject line, and other elements? Also, is it possible to send these

        • Looking for Zoho + Twilio Automation Specialist (Duda Website Integration)

          Hi everyone, I’m looking for an experienced Zoho specialist to help build a mostly automated CRM and booking system for my service business. I already have a live website built on Duda.co and need help integrating my existing forms into Zoho CRM (no rebuild

        • Salesforceに添付ファイルを格納したい

          お世話になっております。 Salesforceに添付ファイルを格納したく、カスタムオブジェクトに連携し、 「ファイルのアップロード」項目を設けました。 実際、エラーもなく送信出来たのですが、実際生成されたカスタムオブジェクトのレコードを見ると、どこにも添付ファイルがありません。仕様として、この添付ファイルはSalesforceのどこに格納されるのでしょうか？ 今回作りたいフォームは、複数の書類を添付するため、Zohoformのファイルアップロード項目「本人確認書類」「源泉徴収票」などの項目を、Salesforce側にも設けた「本人確認書類」「源泉徴収票」という各項目にURLリンクとして紐づけたいと思っておりました。

        • Zoho CRM For Everyone UI Rollout Begins for All Users

          Hello Partners, We have started rolling out the new Zoho CRM For Everyone UI as the default experience for all users. This update is being released in three phases based on organization size and account type. We want to keep you informed of the rollout

        • Migrating all workflows to another Zoho account

          We are going to transfer into another company, and we are going to get new emails and new Zoho accounts. Is there a way to migrate (or save in some sort of external file) all presets and settings that we have on this account? That includes primarily workflows,

        • How to retreive the "To be received" value of an Item displayed in Zoho inventory.

          Hi everyone, We have our own Deluge code to generate a PO according to taget quantity and box quantity, pretty usefull and powerful! However, we want to reduce our quantity to order according to "To be received" variable. Seems like this might not even

        • Introducing Explainer Videos for Zoho Desk: Solve everyday challenges with simple configurations

          Dear everyone, We have created a set of short explainer videos that show how common support scenarios can be handled using simple configurations within the product. The solutions often lie in the plain sight, but go unnoticed. Through these videos we

        • Notifications Feeds unread count?

          How do I reset the unread count on feeds notifications?  I've opened every notification in the list.  And the count never goes to zero.

        • Simple reliable solution to convert MSG files for AOL Mail?

          A simple and reliable way to convert MSG files for AOL Mail is by using a professional tool MacGater Mac MSG Converter. This software allows users to quickly convert MSG files into formats compatible with AOL, such as MBOX or direct email migration. It

        • Zoho One Support is non existent...

          I've tried through Email, Chat, this community and finally through Phone. There is no way to receive an answer. Email = over a week and no answer Chat = not available Community = no answer at all Telephone = after clicking myself through the callcenter

        • Disable Zoho Contacts

          We don't want to use this app... How can we disable it?

        • Custom module - change from autonumber to name

          I fear I know the answer to this already, but thought I'd ask the question. I created a custom module and instead of having a name as being the primary field, I changed it to an auto-number. I didn't realise that all searches would only show this reference.

        • Edit a previous reconciliation

          I realized that during my March bank reconciliation, I chose the wrong check to reconcile (they were for the same amount on the same date, I just chose the wrong check to reconcile). So now, the incorrect check is showing as un-reconciled. Is there any way I can edit a previous reconciliation (this is 7 months ago) so I can adjust the check that was reconciled? The amounts are exactly the same and it won't change my ending balance.

        • How to add "All Open AND Overdue" back to the Home Page Task Component?

          Hi everyone, I’m looking for a way to restore the Tasks component dropdown list on the Zoho CRM Home Page. Since the recent update to the Task area in my Home Page Classic View, the dropdown options (e.g., My Next 7 Days + Overdue) are too restrictive

        • Dynamic Questions in Zoho Forms

          Is it possible to add dynamic questions (like displaying a user’s name) in Zoho Forms? I know this is possible in surveys, but can we implement similar functionality in Zoho Forms?

        • Introducing Zoho MCP for Bigin

          Hello Biginners! We're excited to introduce Zoho MCP for Bigin, a completely new way of interacting with Bigin data using AI. With Zoho MCP, you can securely connect your Bigin account with popular AI tools like Claude, Cursor, Windsurf, and VS Code,

        • associating products with accounts

          I have all my accounts and products in zoho now.  I need to generate a sales order for an account.  The product lookup feature on the sales order shows no products...how can I get them to appear. 

        • Three Zoho Billing Limitations Blocking Standard Subscription Operations

          After working through Zoho Billing support for over a year on these three issues without resolution, we wanted to flag them to the broader community. We are curious whether other businesses are running into the same walls. 1. Cannot Prepone (Move Earlier)

        • SAP Business One(B1) integration is now live in Zoho Flow

          We’re excited to share that SAP Business One (B1) is now available in Zoho Flow! This means you can now build workflows that connect SAP B1 with other apps and automate routine processes without relying on custom code. Note: SAP Business One integration

        • Built-in Date Functions in Zoho Analytics Query Tables

          I have a doubt about whether Zoho Analytics Query Tables provide built-in functions for start date, end date, and the current month

        • Next Page