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

    • 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

    • How to disable the edit option in subform

      How to disable the edit option in subform

    • Move record from one custom module to another custom module

      Is it possible to create a button or custom field that will transfer a record from one custom module to another? I already have the 'Leads' module used for the Sr. Sales department, once the deal is closed they convert it to the 'Accounts' module. I would like to create a 'Convert' button for a custom module ('Locations') for the department that finds locations for each account. Once the location is secured, I want to move the record to another custom module called 'Secured Locations'. It's basically

    • Notes Not Saving

      Hello,  My notes are continuously not saving.  I make sure to save them, I know the process to save them.  It is not operator error.  I go back into a Leads profile a while later and do not see the previous notes that I have made.  I then have to go back and do unnecessary research that would have been in the notes in the first place.  Not a good experience and it is frustrating.  Slows me down and makes me do unnecessary work.  Please resolve.   As a quick heads up, deleting cookies is not a fix

    • Prefill form with CRM/Campaigns

      I created a form in zForms and created prefill fields. I added this to the CRM and selected the fields so when sending from the CRM, the form works great. However, I want to use the same form in Campaigns and I want it to pull the data from CRM (which

    • Triggering a campaign automation from a Form

      I used Forms to create a lead form that is accessed by a button on my website. The field information flows into the CRM. However, I am trying to figure out how to use Campaign automations to start a workflow (series of campaign emails) that is triggered

    • Employee Appraisal Applicability - Why is Date of Joining Hard-Coded?

      In the new (to me, at least) Performance Appraisal Cycle wizard, it's possible to set criteria to determine for whom the appraisal process should apply. This makes sense on its face. However, one MUST use the Date of Joining criterion as a filter. Why

    • Formula fields

      Zoho People now supports formula fields. This post illustrates it. Formula fields are fields whose value is calculated instead of being entered by the user. Using this, number, decimal and date manipulations can be done. The value of this field could be numeric or date depending on the output of the formula. In date manipulations, the result will be given in milliseconds, which you can format as per you need. The operators we support are +, - , *, /. Formula fields get recalculated automatically

    • Zobot operator information

      I am working on a zobot that calls a plug to send data to our API. I want the response data from that API to be shown only to the operator and not the customer. I have tried writing this data out to the visitorCity field but nothing gets updated on the

    • Copy paste from word document deletes random spaces

      Hello Dear Zoho Team, When copying from a word document into Notebook, often I face a problem of the program deleting random spaces between words, the document become terribly faulty, eventhough it is perfect in its original source document (and without

    • You are not a part of any org. So Campaigns permission(s) will not be granted.

      I have an issue while calling the access token by my email "kessam@axisapp.com" please give me suggestions for resolving this problem!

    • Is it possible to use module field filters via URL parameters?

      It would be really convenient if I could quickly link to a filter. For reference, this is the filter functionality I'm referring to: https://help.zoho.com/portal/en/kb/crm/customize-crm-account/advanced-filters/articles/advanced-filters For example: My

    • Transitioning FESCO Bill Project to Zoho Sheets and Integration Options

      Hello Zoho Support, I'm considering transitioning my FESCO bill project from Google Sheets to Zoho Sheets and wanted to know if there are integration options to seamlessly migrate our existing work. You can view our platform here, any guidance would be

    • Credit card

      Coming from another software, is it possible here to typically have credit card payment off, but independently per customer, click a box (possibly on the invoice when I go to to send) allowing that 1 allowed customer credit card payment, NOT ALL of my

    • Lightbox Pop-up form

      I would like to embed my form using the lightbox pop up. I don't want it to load automatically. I want it to load when some clicks the button. I can see this option, however when I use the "show pop-up launch button" on the website, the button automatically

    • Lightbox Pop-up form

      I would like to embed my form using the lightbox pop up. I don't want it to load automatically. I want it to load when some clicks the button. I can see this option, however when I use the "show pop-up launch button" on the website, the button automatically

    • Connecting Portals from different Zoho apps

      Hi, I note that Zoho has functionality for customer portals for several of the Zoho apps, like CRM, Projects, Desk etc. Is there any way to connect these portals?  It would be great if we could give our customers access to a portal in which they could

    • Customer Management: #5 Never Let the Customer Slip

      When Rahul started Knight's Watch Consulting, his focus was simple: deliver good work and keep clients happy. He offered one-time consulting projects, monthly advisory retainers and usage-based support for growing clients. Business was steady, and customers

    • Deluge date time issue

      The deluge function info zoho.currentdate.toString("MMM/YYYY") returns Dec 2026 instead of 2025

    • Zoho Projects Android and iOS app update: Mobile device permission based on user profiles

      Hello everyone! We have brought in support for mobile device permissions based on the user profiles which are configured in organization level. Administrators can now configure the permissions on the web app(projects.zoho.com) by following the steps mentioned

    • treatment for rehires

            Hello,  we are aware of the fact that Zoho People at the moment does not has a provision for rejoining exited employees. But is there any quick fix or hack to this? It will be appreciated a lot. 

    • Zoho Projects Android and iOS app update: Timesheet module is now renamed as 'Time Logs', delete option has been renamed to 'Trash'.

      Hello everyone! We have now renamed the Timesheet module as Time Logs and the delete option as 'Trash' on the Zoho Projects Android and iOS app. Time Logs Android: Time Logs iOS: Trash option Android: Trash option iOS: Please update the app to the latest

    • Zoho Mail app update: Manage profile picture, Chinese (Traditional) language support

      Hello everyone! In the latest version (v3.1.9) of the Zoho Mail app update, we have brought in support to manage profile picture. You can now set/ modify the profile picture within the app. To add a new profile picture, please follow the below steps:

    • Reminders for Article Approval

      Is there a way to send reminders for approvers to review articles and approve/deny them? I'm not seeing that option anywhere.

    • Add Full-Screen Viewing for Quartz Recordings in the Client Interface

      Hi Zoho Team, We would like to request an enhancement to the Zoho Quartz client interface when viewing submitted recordings. Current Limitation: When viewing a Quartz recording from the client (user) interface, there is currently no option to switch the

    • 2025 Recap: A Year to Remember | Zoho Inventory

    • Important Update : Pipedrive deprecated fields no longer supported in Zoho Analytics

      Dear Pipedrive users, We would like to inform you about a recent update related to your Pipedrive integration with Zoho Analytics. The Pipedrive team has deprecated certain fields from their application. You can find more details in the official Pipedrive

    • Product Updates in Zoho Workplace applications | November 2025

      Hello Workplace Community, Let’s take a look at the new features and enhancements that went live across all Workplace applications this November. Zoho Mail Format comments easily using Slash Commands With Slash commands, you can easily format text, insert

    • Right-Click Pipeline to Open in New Tab

      Please add the ability to right-click on a pipeline to open it in a new tab

    • Adjusting Physical Inventory

      Not getting very far with support on this one, they say they are going to fix it but nothings happened since November. Please give this a thumbs up if you would like to see this feature or comment if you have some insight. Use Case: Inventory set to be

    • sync views to sheet

      Im looking to sync my views aka reports in analytics to zoho sheets, when data is updated in analytics it also should be updated in sheets, till now zoho sheets only offer raw data connection and it is not enough as these reports are difficult to re-do

    • How to update the Status in a custom module?

      Hi, I have a custom module "cm_payment_registry" in Billing, I am trying to change the status which is "Draft" with: array = {"custom_status":"Approved"}; zoho.billing.update("cm_payment_registry",organization.get("organization_id"), XXXXXXXXXXXXXX, array,"connectionname");

    • Replace Zoho Invoice with QuickBooks

      We are implementing Zoho FSM for a cleaning business in the US with 50+ field workers. This business has been using Quickbooks for accounting for decades and will not migrate to Zoho Books. A major issue in the integration is the US sales tax calculation.

    • 2025 Highlights: A Year of Steady Progress and Significant Developments

      As we come to the end of 2025, let's take a moment to reflect on the significant progress and developments we've made to improve your travel and expense management. In the Spotlight Introducing Online Booking (US edition only - Early access) Enable online

    • Function #42: Show the actual rate of items on invoices

      Hello everyone, and welcome back to our series! In Zoho Books, you have the ability to create Price Lists, wherein you can mark up and mark down the item rates by a specific percentage or set custom rates. Generally, when you apply a price list to an

    • Ability to Set Text Direction for Individual Cells in Zoho Sheet

      Dear Zoho Sheet Team, We hope you are doing well. We would like to request an enhancement in Zoho Sheet that allows users to set the text direction (right-to-left or left-to-right) for individual cells, similar to what is available in Google Sheets. Use

    • Warehouse fast processing

      Hey guys, would anyone be interested in something like the attached image ? If there's any interest I'd be willing to develop it further for others to use, it's much faster than using Zohos native solutions, it can part pack, pack in full, part ship,

    • Can I create a CODE 128 custom field for my items in Zoho Inventory and then use it for generating Sales Orders?

      Can anyone helps me, I don't want to use the SKU code for scanning my products.  ​Because all my products have a CODE-128 label attached.

    • Start/Stop Timmer in Chrome Extension

      The chrome extension is great and allows you to do allot however one of the most common things employees working on projects need to do is track their time. Having an easy start/stop timer to track time would be great.

    • Invalid collection string

      I haven't changed anything in one of my functions. I'm trying to run it manually and suddenly "Invalid collection string" appears. My code has 6 lines and the error says that the error is on 7th line. Why? What does this error mean? Nothing has been changed

    • Zoho Directory 2025: New Features | Security Enhancements | Enriched UI

      Hello everyone, Greetings from the Zoho Directory team! 2025 has been a highly successful year for Zoho Directory. We are delighted to introduce a fresh set of features, an enriched UI, and major product enhancements. These updates aim to deliver a smoother

    • Next Page