Kaizen 228 - Process Large-Scale Migrated Data Using Catalyst Solutions

Kaizen 228 - Process Large-Scale Migrated Data Using Catalyst Solutions



Howdy, tech wizards!

This week’s Kaizen explores how Catalyst Solutions in the Zoho CRM Developer Hub help import large volumes of data into Zoho CRM while improving data quality and simplifying the migration process.

Why Catalyst Solutions?

Catalyst Solutions provide a library of independent, ready-to-use backend solutions called CodeLibs. The CRM Bulk Data Processor CodeLib helps handle complex data operations on large datasets. Following are the key benefits:
  1. Highly Scalable: Processes large datasets efficiently, supporting up to 200,000 records per API call.
  2. Automation Made Simple: Automate complex tasks like segmentation, data cleansing and lead scoring with minimal effort.  
  3. Effortless Integration: Comes with pre-configured Catalyst resources such as serverless functions and data stores that integrate directly with Zoho CRM.

Business Scenario

Zylker, a manufacturing company, migrated over 3 lakh Lead records into Zoho CRM from spreadsheets. 



Post-migration, the Lead data showed the following inconsistencies and challenges:
  1. Phone number field did not include country codes, or contained incorrect country codes. This inconsistency made it difficult for sales teams to contact Leads reliably.
  2. Identifying potential Leads for follow-up required manual effort and marketing team has to run generic campaigns without lead segmentation. 
Using workflows before record creation to fix phone numbers for this volume would result in 3 lakh individual workflow executions, which can slow imports and cause partial failures.

Solution Overview

Zylker can use the CRM Bulk Data Processor available in Catalyst Solutions to address these challenges at scale.

The solution works as follows:
  1. Lead records are fetched in bulk from Zoho CRM using the Bulk Read API.
  2. The fetched data is temporarily stored to evaluate the priority and quality of each record. Based on this evaluation, the records are also segmented accordingly.
  3. The Country field value is used to identify and append the correct country code to the phone number.
  4. The processed records are updated back into Zoho CRM using Bulk Write API.
All operations are executed using pre-configured Catalyst resources provided by the CodeLib. You can explore the Bulk Data Flow in Catalyst help page to understand how each resource participates in the processing pipeline.

Prerequisites

Before you begin, ensure the following:

1. Log into your Zoho CRM and navigate to Setup > Customization > Modules and Fields > Leads.

Create the following custom Single Line fields to map existing record data in Zoho CRM. 
  1. Last Activity Days
  2. Web Engagement Score
Refer to the Working with Custom Fields help page for detailed guide. 


2. Create the following custom Single Line fields to store the calculated values during bulk processing:
  1. Lead Score Value
  2. Lead Segment
  3. Sales Priority
  4. Data Quality Status
3. Go to Setup > Developer Hub > Catalyst Solutions > Zoho CRM Bulk Data Processor. 

4. Click Go to Catalyst and create a Catalyst account if required.



5. Refer to the Catalyst CLI Installation Guide and install it on your local system.

6. Create a new folder on your local system, which will act as a local project directory. Use the following command:

mkdir -p <folder_name>


7. Navigate to the project folder in your terminal and execute the following command: 

catalyst init

8. Follow the prompts to select and initialize your desired project from the Catalyst console. 

When prompted to choose a feature, press Enter and proceed without choosing any feature.


9. Run the following command to install the CRM Bulk Data Processor CodeLib.



Step 1: Create a Cron Job

1. Open the Catalyst Console and navigate to the same project in which you have installed the CRM Bulk Data Processor CodeLib.

2. Go to Cloud Scale > Triggers > Cron and click Create Cron.

3. Fill in the following details:
  1. Provide a Name and Description for the cron job. 
  2. Select Function and choose BulkJobScheduler from the dropdown in the Target Function field.
  3. Enter the following parameters and values:

    MODULES -> Leads
    FIELDS_TO_BE_PROCESSED -> Last_Name, Company, Mobile, Country, Designation, No_of_Employees, Web_Engagement_Score, Lead_Score_Value, Lead_Segment, Sales_Priority, Data_Quality_Status

    Use GET Modules Metadata API and GET Fields Metadata API to get the API names of the required module and fields.
     
  4. Choose the Schedule Type as One Time for our use case.
Refer to the Implementing Cron Jobs Help Guide for more details.

Step 2: Configure Zoho CRM API Credentials 

1. Create a self-client application in Zoho's API Console.

2. Generate a Grant Token with the following scopes:
  1. ZohoFiles.files.ALL
  2. ZohoCRM.bulk.ALL
  3. ZohoCRM.modules.ALL
  4. ZohoCRM.settings.ALL
  5. ZohoCRM.org.ALL


3. Follow the OAuth Help Section for a step-by-step guide to generate Access and Refresh tokens for your Zoho CRM organization.


Store all the API credentials securely for later use.

4. To allow Catalyst to access Zoho CRM data, configure the stored API credentials as environment variables in the catalyst-config.json file within the BulkDataProcessor function.

For detailed guidance, refer to the Configure Function Components help guide in CRM Bulk Data Processor. 



Notes
These environment variables are used by Catalyst Connectors to create access tokens for establishing secure connection between Zoho CRM and Catalyst.

Step 3: Add Business Logic

1. Go to com.processor.record.ZCRMRecordsProcessorImpl.java file of the BulkDataProcessor in the functions directory.

2. Override the ZCRMRecordsProcessor method with the business logic.


The complete code sample for this use case is available on GitHub for reference.

Following is the major custom logic used here:

Notes
Use the GET Fields Metadata API to fetch the API names of the fields required throughout the custom logic.

Phone Number Normalization:

This can be implemented in two stages, Country standardization and Phone Number formatting. 

For country standardization, CountryStandardizerUtil maps different variations of the Country field in records to a single standardized country identifier. These variations may include, 
  1. Country Names (India, Unites States, United Kingdom)
  2. Abbreviations (Ind, IN, USA, US, UK)
  3. Calling Codes (+91, +1, +44)
With this, we can ensure different interpretations of the same country are interpreted consistently during the process. 


Once the country is standardized, Phone Numbers are formatted to E.164 format in the PhoneNormalizerUtil. 

It removes all non-numeric characters and converts the Phone input to E.164 format with the respective country codes. 

public class PhoneNormalizerUtil {
    private static final Pattern NON_DIGIT = Pattern.compile("[^0-9]");
    public static Optional<String> normalizeToE164(String rawPhone, String countryCode) {
        if (rawPhone == null || rawPhone.trim().isEmpty()) {
            return Optional.empty();
        }
        String digits = NON_DIGIT.matcher(rawPhone).replaceAll("");
        if (rawPhone.startsWith("+") && digits.length() >= 10) {
            return Optional.of("+" + digits);
        }
        switch (countryCode) {
            case "IN":
                return normalizeIndia(digits);
            case "US":
                return normalizeUS(digits);
            case "UK":
                return normalizeUK(digits);
            default:
                return Optional.empty();
        }
    }
    private static Optional<String> normalizeIndia(String digits) {
        if (digits.length() == 10) {
            return Optional.of("+91" + digits);
        }
        if (digits.startsWith("91") && digits.length() == 12) {
            return Optional.of("+" + digits);
        }
        return Optional.empty();
    }
    private static Optional<String> normalizeUS(String digits) {
        if (digits.length() == 10) {
            return Optional.of("+1" + digits);
        }
        if (digits.startsWith("1") && digits.length() == 11) {
            return Optional.of("+" + digits);
        }
        return Optional.empty();
    }
    private static Optional<String> normalizeUK(String digits) {
        if (digits.startsWith("44") && digits.length() == 12) {
            return Optional.of("+" + digits);
        }
        if (digits.length() == 10) {
            return Optional.of("+44" + digits);
        }
        return Optional.empty();
    }

}

Lead Priority and Segmentation

The lead priority is calculated using the Title, No of employees, Last Activity Days and Web Engagement Score fields in the record.  

Each field value contributes a predefined number of points:
  1. If the job title indicates a senior role such as CEO, CTO, Director, or VP, 25 points are added.
  2. If the company size is 200 employees or more, 20 points are added.
  3. If the Lead has been active within the last 7 days, 15 points are added.
  4. If the web engagement score is 70 or higher, 10 points are added.
The sum of all applicable factors is returned as an integer and based on this score the lead's priority and segmentation is assigned as follows:
  1. High (Hot): score ≥ 70
  2. Medium (Warm): score ≥ 40
  3. Low (Cold): score < 40
public static int calculateLeadScore(
            String jobTitle,
            Integer companySize,
            Integer lastActivityDays,
            Integer webEngagementScore) {
        int score = 0;
        // Decision Maker
        if (jobTitle != null) {
            String title = jobTitle.toLowerCase();
            if (title.contains("ceo") || title.contains("cto")
                    || title.contains("director") || title.contains("vp")) {
                score += 25;
            }
        }
        // Company Size
        if (companySize != null && companySize >= 200) {
            score += 20;
        }
        // Recency
        if (lastActivityDays != null && lastActivityDays <= 7) {
            score += 15;
        }
        // Engagement
        if (webEngagementScore != null && webEngagementScore >= 70) {
            score += 10;
        }
        return score;
    }
    public static String deriveSegment(int score) {
        if (score >= 70) return "Hot";
        if (score >= 40) return "Warm";
        return "Cold";
    }
    public static String derivePriority(String segment) {
        switch (segment) {
            case "Hot":
                return "High";
            case "Warm":
                return "Medium";
            default:
                return "Low";
        }
    }

Lead Quality:

Lead quality is evaluated based on the validity of the Mobile and Country fields in the records.
  1. Clean: Both field values are valid.
  2. Critical: Both field values are invalid.
  3. Needs Review: Only one of the field values is invalid.

Write Back to Records:

The processed data is written back to Zoho CRM as follows:
  1. Mobile: Formatted phone numbers.
  2. Lead Score: Total score calculated from all applicable fields.
  3. Lead Segment: Segment derived from the lead score.
  4. Sales Priority: Priority assigned based on the lead segment.
  5. Data Quality Status: Overall quality of the Lead record.
if (normalizedMobile.isPresent()) {
data.put("Mobile", normalizedMobile.get());
}
data.put("Lead_Score", leadScore);
data.put("Lead_Segment", leadSegment);
data.put("Sales_Priority", salesPriority);
data.put("Data_Quality_Status", dataQualityStatus);
}

Step 4: Deploy to Development

Run the following command to deploy your local customizations to the Development Environment of Catalyst.

catalyst deploy

Info
You can find the complete code sample on GitHub for reference.

Try it Out!

With the changes deployed to the Development environment, let us now test the solution.



We hope this Kaizen helps you import large volumes of data into Zoho CRM while improving data quality and lead intelligence using the CRM Bulk Data Processor.

Have questions or suggestions? Drop them in the comments or write to us at  support@zohocrm.com. 

We will circle back to you next Friday with another interesting topic. 

On to Better Building!

--------------------------------------------------------------------------------------------------------------------------

Idea
Previous Kaizen: Client Script Support for List Page (Canvas) | Kaizen Collection: Directory

--------------------------------------------------------------------------------------------------------------------------


      • 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

        • Check & Unchecked Task Segregation in Export

          It must have a feature to represent checked and unchecked tasks as [ ] and [✅] respectively when exporting it to Arratai or WhatsApp ; as Keep Notes by Google contains…

        • WorkDrive Download Issue

          My client has been sending me files via WorkDrive, which generally has worked fine. Recently files won't download at all. If you try and individually select and download a file, a popup will appear in the bottom right saying it's preparing and then it

        • Feature Request: Add Tax ID Display on Event Tickets

          Hello Backstage Team, I’ve had several clients bring up an issue regarding tax compliance when creating events. For tax purposes, they are required to show their Tax ID on the event tickets. Currently, this isn’t an option, so they have to manually generate

        • Resolution Time Report

          From data to decisions: A deep dive into ticketing system reports What are time-based reports? Time-based reports are valuable tools that help us understand how well things are going by breaking down key metrics over specific periods. By tracking, measuring,

        • Support Custom Background in Zoho Cliq Video Calls and Meetings

          Hello Zoho Cliq Team, We hope you are doing well. We would like to request an enhancement to the video background capabilities in Zoho Cliq, specifically the ability to upload and use custom backgrounds. Current Limitation At present, Zoho Cliq allows

        • Add RTL (Right-to-Left) Text Direction Button in Zoho Cliq

          Greetings Zoho Team, We would like to request the addition of an RTL (Right-to-Left) text direction button in Zoho Cliq, similar to what is already available in other Zoho apps like Zoho Desk. Currently, while using Zoho Cliq with the English interface,

        • Enable Backgrounds and Video Filters for 1:1 Cliq Calls Across All Zoho Entry

          Hello Zoho Cliq Team, We hope you are doing well. We would like to request an enhancement related specifically to 1:1 video calls in Zoho Cliq. Current Behavior Zoho Cliq currently provides background and video filter options in the following scenarios:

        • Proposal: Actionable API Error Messages to Reduce Support Ticket Volume

          I've encountered a long-standing frustration with how Zoho Creator's API communicates errors to developers, and I'm hoping the Zoho team can address this in a future update. This issue has persisted for over 9 years based on community discussions, and

        • Zoho Flow: Stripe a Zoho Marketing Automation

          Hola! Quiero hacer un flujo con Zoho Flow, para que cuando se haga un pago en Stripe, añada el lead en Zoho Marketing Automation. Lo he configurado, configurando el disparador como "Payment created" y mapeando el campo de Stripe "Receipt email address".

        • Not able to delete a QC nor able to revert or create a cycle of manufacturing for QC failed Jobs

          Not able to delete a QC nor able to revert or create a cycle of manufacturing for QC failed Jobs

        • Need Customer Item Inward Module along with QC

          Need Customer Item Inward Module along with QC 1. Using Transfer Orders hit the item balance sheet 2. Items without inventory it becomes difficult for tracking purpose. 3. Custom Modules become tedious to capture multiple items, item subforms are not

        • LESS_THAN_MIN_OCCURANCE - code 2945

          Hi I'm trying to post a customer record to creator API and getting this error message. So cryptic. Can someone please help? Thanks Varun

        • Zoho email

          I need a list of email addresses of all contacts on my zoho

        • Shift-Centric View for Assigning and Managing Shifts in Zoho People

          Hello Zoho People Product Team, Greetings and hope you are doing well. This feature request is related to Zoho People - please don't move it to zoho one! We would like to submit a feature request regarding the shift assignment and management view in Zoho

        • Zoho Sheet for Desktop

          Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?

        • Introducing parent-child ticketing in Zoho Desk [Early access]

          Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-child

        • cant upload images in signature- urgent help needed. ta!

          HI, I have been trying to insert the company logo in the signature. i have tried it several times since yesterday, the longest I waited was 1 hour and 12 minutes for the pop up window to upload a 180 KB .jpg file. what am i doing wrong.. an urgent reply

        • Add Ticket button in Home view

          When I go to the My Tickets or the Knowledge Base view in our Help Centre, the Add Ticket button is available, but not in the Home view. I would really like for it to be displayed in the Home view as well. Is this possible? Thanks.

        • Problem using Zoho Desk API

          Goodmorning, I am trying to use the Zoho Desk API to create a dashboard in Grafana, but I am having a problem. Following the instructions in the API documentation, I created the API Console application (server-based application). Then I created the string

        • Add zoho calendar to google calendar

          Hi I keep seeing instructions on how to sync Zoho CRM calendar with google calendar but no instructions on how to view Zoho calendar in my google calendar.

        • How to print a label from zoho creator app?

          Hello, I would like to print a label from zoho creator app record similar to attached one. Size 74mm x 102mm. I tried record template. It leaves plenty of space around the content and also I couldn't set the height of the page. So it is not printing properly. Could someone please direct me to right direction for this requirement?

        • City field suggestion in Zoho Books

          Hi team, We are using Customers module in Zoho Books. In the Address section, we want to understand whether the City field can show suggestions while typing using any API or built-in feature. For example, if a user types “Mum”, can the system suggest

        • Non-responsive views in Mobile Browser (iPad)

          Has anyone noticed that the creator applications when viewed in a mobile browser (iPad) lost its responsiveness? It now appears very small font size and need to zoom into to read contents. Obviously this make use by field staff quite difficult. This is not at all a good move, as lots of my users are depending on accessing the app in mobile devices (iPads), and very challenging and frustrating. 

        • How can I check all announce?

          Hiii, May I ask how can I check all the announce based on broadcast date instead of reply date based So that I will not will miss out any new function

        • How to apply customized Zoho Crm Home Page to all users?

          I have tried to study manuals and play with Zoho CRM but haven't found a way how to apply customized Zoho CRM Home Page as a (default) home page for other CRM users.. How that can be done, if possible? - kipi Moderation Update: Currently, each user has

        • CRM limit reached: only 2 subforms can be created

          we recently stumbled upon a limit of 2 subforms per module. while we found a workaround on this occasion, only 2 subforms can be quite limiting in an enterprise setting. @Anonymous User I've read about imminent increase of other components (e.

        • What are the create bill API line item requiered fields

          While the following documentation says that the line items array is requiered it doesn't say what if any files are requiered in the array. Does anyone know? API documentation: https://www.zoho.com/inventory/api/v1/bills/#create-a-bill I'm trying to add

        • Let us view and export the full price books data from CRM

          I quote out of CRM, some of my clients have specialised pricing for specific products - therefore we use Price Books to manage these special prices. I can only see the breakdown of the products listed in the price book and the specialised pricing for

        • Function #53: Transaction Level Profitability for Invoices

          Hello everyone, and welcome back to our series! We have previously provided custom functions for calculating the profitability of a quote and a sales order. There may be instances where the invoice may differ from its corresponding quote or sales order.

        • This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details

          Hello, Just signed up to ZOHO on a friend's recommendation. Got the TXT part (verified my domain), but whenever I try to add ANY user, I get the error: This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details I have emailed as well and writing here as well because when I searched, I saw many people faced the same issue and instead of email, they got a faster response here. My domain is: raisingreaderspk . com Hope this can be resolved.  Thank you

        • Cannot connect to imap.zoho.eu on iOS26

          Hey, I recently migrated to another iPhone and since then use iOS26. Every since then, I was not able to connect to "imap.zoho.eu" from Apple Mail. I tried deleting the account and adding it again, did not work. I tried creating an app password, didn't

        • Personalize your booking pages with Custom CSS

          Greetings from the Zoho Bookings team! We’re introducing Custom CSS for Zoho Bookings, designed to give you complete control over the look and feel of your booking pages. With this new feature, you can upload your own CSS file to customize colors, fonts,

        • Marketer's Space: Plan smarter with Zoho Campaigns' Calendar

          Hello Marketers, Welcome to another post! Today, we'll talk about a discreet yet significant feature that's neatly tucked inside Zoho Campaigns: the calendar. It might look like an optional but somewhat unnecessary feature that you can use occasionally,

        • User

          If user is already part of manage engine endpoint central , what hapens when i try to add them to another Zoho org / directory? Are these users added as external users?

        • Create static subforms in Zoho CRM: streamline data entry with pre-defined values

          Last modified on (9 July, 2025): This feature was available in early access and is currently being rolled out to customers in phases. Currently available for users in the the AU, CA, and SA DCs. It will be enabled for the remaining DCs in the next couple

        • Outlook - Zoho CRM Calendar Integration

          I'm facing an issue integrating Outlook with Zoho CRM. Has anyone successfully connected their Outlook to Zoho, and are all your meetings and emails being captured correctly in the CRM? Any insights or troubleshooting tips would be appreciated

        • 【Zoho CRM】ポータル機能のアップデート

          ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 今回は「Zoho CRM アップデート情報」の中から、ポータル機能のアップデートをご紹介します。 ポータル管理の新機能「自動招待」により、Zoho CRMからポータルへの招待を自動化できるようになりました。これまで必要だった、ユーザーごとの手動設定は不要になります。設定した条件に基づいて、対象ユーザーに自動で招待が送信されます。 ポータルの新機能 条件に基づく自動招待：指定した条件を満たすユーザーに、自動で招待を送信 招待設定：招待メールの言語を選択し、言語ごとに条件を設定可能

        • Contact data removes Account data when creating a quote

          Hi, Our customer has address fields in their quote layout which should be the address of the Account. They prefill the information, adding the account name - the address data is populated as per what is in the account - great. However when they then add

        • I need to know the IP address of ZOHO CRM.

          The link below is the IP address for Analytics, do you have CRM's? IP address for Analytics I would like to know the IP address of ZOHO CRM to allow communication as the API server I am developing is also run from CRM. Moderation Update: The post below

        • Email was sent out without our permission

          Hi there, One customer just reached out to us about this email that we were not aware was being sent to our customers. Can you please check on your end?

        • Next Page