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.

catalyst codelib:install https://github.com/catalystbyzoho/codelib-zoho-crm-bulk-processor

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. 

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:

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

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!

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

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

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

• Topic Participants

• Kiruthiga G

  

• Sticky Posts

• Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI

  Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over the

• 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.

• Recent Topics

• My go to On Load Client Script - Fast, efficient, and works for ALL profiles; Hides everything except initial fields

  This is my on Load client script that I use for Create pages. I use a modified version for Edit and Display pages which you can create yourself using the same basic structure that I will give you below. First up, the script. Below that will be an explanation

• Custom Search using HTM+CSS Snippet

  Suppose I wanted to create my own list view using HTML and CSS snippets inside a Page with a custom search input at the top of the list (not the Search snippet). Without Javascript, is there a way to retrieve a user's entry from that search input and

• Zoho CRM Kiosk Upload Files

  Hello all, We are trying out Kiosks at the moment to see where it can fit best in our business. We are still a bit off in the application but lets say we will sort this out. My question is the following - when I create a Kiosk I can add "File Upload"

• Double opt-in notifications and customizable confirmation messages for your webforms

  Dear CRM Community, We are excited to announce a major upgrade to our Webforms feature. You can now customize the confirmation message shown to your users who double opt-in from your webform and also customize your confirmation emails when they submit

• Has Anyone successfully integrated Zoho and Sage Intact?

  Hey all, We’re evaluating Zoho One + Sage Intacct and I’m trying to connect with anyone who has actually implemented the two together.Specifically, I’d love to know: -- Which functions you kept in Zoho vs. Intacct (e.g., Product Catalog, AR/AP, invoicing,

• Introducing Image Upload Field

  Hello everyone, In this post we will discuss about the benefits and usage of the Image upload field. The field is available for standard and custom modules.  Usage: This field can be used to upload a gallery of images to a record and share the record with peers or customers. The record can be made accessible to users outside of Zoho CRM via Portals, where they can upload the necessary images. Preview, editing, and deleting images: The uploaded images can be directly edited and saved from the record

• Trigger a Workflow Function if an Attachment (Related List) has been added

  Hello, I have a Case Module with a related list which is Attachment. I want to trigger a workflow if I added an attachment. I've seen some topics about this in zoho community that was posted few months ago and based on the answers, there is no trigger

• Free webinar alert on November 19 - Email driven strategies - Master personality based styles

  Hello Zoho Community! Want to make email management easier, smarter, and more you? We’ve got just the session for you! Join our interactive, game-based webinar to discover how Zoho Mail adapts to your personality and work style. Learn practical hacks,

• AI generated meeting notes associated to Account or Deal

  As our organization works to improve efficiency we are looking for a solution to leverage AI to generate meeting notes and then add those notes to a CRM record such as an Account or Deal. I see Zoho has a Notebook AI offering that talks about the ability

• due date on cheue

  how to handle cheque in zoho books for customers and vendors including due date

• Conta META desativada. Problema no uso do CRM Zoho e SalesIQ.

  Olá, Habilitei um número Whatsapp no SalesIQ em Agosto/2025 com sucesso. Agora concluí a configuração do Zoho CRM e ao habilitar o Whatsapp, descobri que a conta META foi desativada: Configurar CRM -> Canais -> Mensagem de negócio -> WhatsApp Você não

• 'Statement of Accounts does not exist' error received, when creating PO using api in Zoho Inventory

  Here is request json -- JSONString = { "date": "2019-09-24", "purchaseorder_number": "PO-6-1", "delivery_date": null, "delivery_org_address_id": 36221200000056XXX, "vendor_id": 362212000000564XXX, "attention": "Testing", "line_items": [{ "unit": "Pieces", "account_id": 36221200000003XXX, "quantity": 1, "item_id": 362212000000049XXX, "tax_type": "", "tax_name": "", "name": "One HD", "purchase_rate": 85, "tax_percentage": 0, "item_total": 85.00, "tax_id": "", "warehouse_id": 362212000000564XXX }] }

• Zoho Projects API 100 requests/2 min. Limit

  Hi Requesting clarification on the API documentation. "You can invoke or call an API for 100 times in a span of two minutes. If you invoke more than 100 times, the particular API request will be locked for the next 30 minutes. " Does this limit apply

• Integrate your Outlook/ Office 365 inbox with Zoho CRM via Graph API

  Hello folks, In addition to the existing IMAP and POP options, you can now integrate your Outlook/Office 365 inbox with Zoho CRM via Graph API. Why did we add this option? Microsoft Graph API offers a single endpoint to access data from across Microsoft’s

• Zoho Projects - Attachments added to Task and Bug emails are not saved

  Hi Projects team, I have been experimenting with emails into projects to create tasks and bugs. I have noticed that attachments added to the emails are not saved to the task or bug. Is this normal behaviour? Thanks, Ashley

• Zoho Inventory's latest shipping integration updates at a glance.

  Hello Users, We would like to share some important news about our latest improvements in the Shipping integration capabilities of Zoho Inventory that we achieved in 2024 with some of our major integration partners in key editions across APAC, North America,

• Sorting a list of record acquired from the zoho.crm.searchRecords function.

  This is something for which I'm trying to figure out a straightforward way to do. The searchRecords does a great job fetching me the records that I want. However, in some cases, where it returns multiple records, I want it to sort the returned list by date of creation of that record, so that when I do records.get(0), I get the most recent record.  As an example, here's my sample pseudo code: records = zoho.crm.searchRecords("Clients", "Office_Number:equals:123456"); Now the "records" list above contains

• Zoho Inventory Custom Field Update

  Hello All, In this post I am describing how can we Update the Custom Field Value in Zoho Inventory. // Get Org ID orgid = organization.get("organization_id"); // Field Value resvp = ifnull(item.get("purchase_rate"),null); // Record ID iid = item.get("item_id");

• Alphabetically

  How can i arrange alphabetically - (Manage Manufacturer) Field in Item Master 

• Can i set a default value for country and state in address field in zoho creator?

  Can i set a default value for country and state in address field in zoho creator?

• Convert HTML to PDF & Send as Email Attachments in Zoho Creator (Deluge)

  This approach is useful for sending welcome letters, instructions, or promotional offers after order creation. // 1. Define the variables using the submitted input customerName = input.Customer_Name1; orderID = input.ID; customerEmail = input.Email_Address; //

• Redirect after submission is not working after a few submission

  I have setup redirect url correctly and everything works as expected. However, it seems that there's a limit to the number of submissions before the redirect stops working. After the "limit" is reached, the page redirects to a seemingly zoho hosted page,

• Enhancement Request for Multi-Asset Work Order Feature

  Hello Latha, Thank you for your continued support. The multi-asset Work Order feature is extremely helpful. I did some testing based on our requirements, and during the process, I noticed a few areas where we need your team’s support to improve the feature

• Marketing Tip #8: Run limited-time offers

  Exclusive offers that don't last long make shoppers purchase right away instead of waiting. Run a flash sale or limited-time discount to convert interest into sales. Try this today: Set up a "Buy X Get Y" coupon in Zoho Commerce valid for a limited time

• Add Option to Mass Dispatch by User

  Hello! We are using the dispatch console to dispatch service appointments to our service ressources. Right now, the process is our dispatcher verifies each ressource's route for the day and dispatches it after validation. Sadly, there doesn't seem to

• Zoho Projects - Email notification relabelling of modules not present on default templates

  Hi Projects Team, I noticed that in the default email template notification, the word "bug" was not renamed to the lable I am using in my system. As many users may used the Bugs modules for various purposes including Changes, Revisions, Issues, etc...

• Include the "Added Email ID" to the Filters of a Report

  Hi, With a Report and lots of entries, a normal thing is to filter entries by the submitter, but that is not included in the Auto Filter of Reports and you can't add a custom filter to a Report without specifying the actual value. I would like to be able

• Loops in Deluge

  Hi, Can someone tell me how I do a simple loop in deluge? For example, if i have a variable "X" containing a number of loops to perform, i would like to perform an action X amount of times. X = 10; do while (Y < X){       // ... do something } to further explain, the equivalent in PHP of what i am trying to acheive would be: $X = 20; for($Y = 1; $Y < $X; $Y++ ){       // ... do something } Thanks

• I am facing a problem with an if-else condition

  If I use if, else if, and else conditions in Deluge with the same variable name, sometimes the variable causes an error because the same variable name is present in every block

• Zoho Projects - Reply by email to @ mentions posted on the Feed.

  When mentioning someone on the Feed (Status), it would be great if that mentioned person could reply to the email notification to update the Feed thread.

• Product Updates in Zoho Workplace applications | October 2025

  Hello Workplace Community, Let’s take a look at the new features and enhancements that went live across all Workplace applications this October. Zoho Mail Create Signature from Compose window You can now effortlessly create a Signature using the Create

• Subform data to Sheets

  I have been trying to setup a Zoho Flow automation to bring any Subform input to a Zoho Sheets but it seems impossible to post the subform entries to a Zoho Sheet. Is there any way to do it via Zoho Sheet API? https://www.zoho.com/sheet/help/api/v2/#CONTENT-Insert-row-with-JSON-data

• Edit Contact Roles in the Potentials Mod

  New to ZOHO so I need some help. I work the same people on different projects concurrency. Their contact info remains the same but their role changes from project to project. In the Potential Mod you can pick contacts and assign a Role to them. I know

• Is there a way to disable the Activity Reminders Pop-Up Window every time I log in?

  Just wondering if there is a setting to disable the window from opening every time I open my CRM? Thanks Chris

• Rich-text fields in Zoho CRM

  Hello everyone, We're thrilled to announce an important enhancement that will significantly enhance the readability and formatting capabilities of your information: rich text options for multi-line fields. With this update, you can now enjoy a more versatile

• Font Size 11 - Zoho CRM Email Templates

  Our company communicates with our vendors exclusively using Calibri Font Size 11, as this is the standard formatting for professional emails. Since the CRM only allows for the selection of font sizes 10 & 12, we have been unable to utilize the CRM email

• Error 400 Booking

  Added a custom domain to Booking. Am Getting a SSL Error that has some other domain on the SSL and giving a 400 error. Followed instructions and it stated it verified our domain.. However it is not working. Please Help!

• Zoho Projects - Email Notifications for Feed Updates

  Hi Projects Team, I'm working with a client who wants a simple way to communicate with their customers on projects. Getting the customer to add comments to Tasks or Bug records is not ideal, as we need a way which is easy with minimal training, and has

• Zoho Analytics Export API

  Hi Team, I’m working on some integration tasks and wanted to confirm if it’s possible to retrieve a Zoho Analytics table as JSON data using a Deluge script. I’ve already stored my custom data from multiple sources and combined it into a single source.

• Request to Remove LinkedIn Verification from My Emai

  I would like to submit a complaint regarding my Zoho Mail account. I previously used this email address to verify a LinkedIn account, but that LinkedIn account has now been closed. I need to remove or cancel the verification associated with the closed

• Next Page