Kaizen #161: Global Sets using Zoho CRM APIs

Kaizen #161: Global Sets using Zoho CRM APIs

 Hello all!
In this week, we will see how to work on the Global Sets using our Zoho CRM APIs. Global Picklist APIs were introduced in Zoho CRM API version 6.

In this post, we will cover the following
  • Global Sets in Zoho CRM
  • Advantages of the Global Sets
  • Use case
  • Create a Global Set using the POST Global Picklist API
  • Use the Global Set with a Picklist Field in the Required Modules
  • Update the Global Set Values Using the PATCH Global Picklist Field API
  • Conclusion

Global Sets in Zoho CRM

Zoho CRM offers an efficient way to maintain a set of data that will be used commonly across the modules to maintain accuracy via the Global Sets or Global Picklists.
Global Sets or Global Picklists are collections of picklist values that can be associated with multiple picklists across modules. When you create Global Sets, you define a set of values that can be associated with fields in different CRM modules, ensuring uniformity in data input across your organization. Refer to this link to know more about Global Sets.

Advantages of Global Sets

  • Consistency: The same list of values is available across multiple modules, reducing errors and inconsistencies in data entry.
  • Time-saving: You do not have to update picklist values in each module manually. Once updated centrally, changes reflect across all associated fields in all modules.
  • Scalability: Easily expand your picklist when your business grows, adding new values (e.g., Adding new showroom location for franchises) without repetitive work.
  • Easy Management: Centralized management of picklist values means less administrative work.

Use case

Global Picklist for Showroom Locations at Zylker Electronic Franchise 
Zylker, an electronics business franchise, operates several showrooms across multiple cities, all managed in Zoho CRM. As the franchise expands, they need to add new showrooms to various modules such as Leads, Deals, and Services frequently.  Whenever a new showroom opens, they can update the Global Picklist, ensuring that all modules are updated instantly and preventing inconsistencies.
In these situations, different teams manually entering showroom locations in the picklist field can lead to mistakes like typos or different spellings of the same location.
By implementing a Global Picklist for "Showroom Location," Zylker ensures that all teams select from the same list of showroom locations.

Create a Global Set using the POST Global Picklist API

Create a Global Set with the desired values. 

Request URL:  {api-domain}/crm/{version}/settings/global_picklists
Request Method: POST

Request Body: 

{
    "global_picklists": [
        {
            "display_label": "Showroom Location",
            "description": "Use this picklist option to manage showroom locations across all modules in your CRM.",
            "pick_list_values": [
                {
                    "display_value": "New York Showroom",
                    "sequence_number": 1,
                    "actual_value": "New York Showroom"
                },
                {
                    "display_value": "Los Angeles Showroom",
                    "sequence_number": 2,
                    "actual_value": "Los Angeles Showroom"
                },
                {
                    "display_value": "Chicago Showroom",
                    "sequence_number": 3,
                    "actual_value": "Chicago Showroom"
                },
                {
                    "display_value": "Houston Showroom",
                    "sequence_number": 4,
                    "actual_value": "Houston Showroom"
                }
            ]
        }
    ]
}


If the API call is successful, a global picklist will be created with the specified options. The following GIF demonstrates the newly created global picklist in the UI.



Use the Global Set with a Picklist Field in the Required Modules

Create picklist fields in the required modules, such as Leads and Contacts, and link the created Global Set with a picklist field in modules using the Create Custom Field API.

Follow the below steps to link the created Global Set with a picklist field in a module.

Step 1: Retrieve the unique ID of the Global Set 

Retrieve the unique ID of the created Global Set using the GET - Global Picklists API to link it with a picklist field. The below URL retrieves all Global Sets in your org.

Request URL: {api-domain}/crm/{version}/settings/global_picklists
Request Method: GET

Response:


The API retrieves all available Global Sets in the organization.

In this case, the "Showroom Location" field needs to be associated with the modules, and its unique ID is 5725767000004230002. Use the following request URL to view the specific global picklist field along with its options.

Request URL: {api-domain}/crm/{version}/settings/global_picklists/5725767000004230002
Request Method: GET

Response:



Step 2: Use the Global Set in the desired module

Create a new picklist field in the required modules and associate the "Showroom Location" Global Set with the picklist field.
  • Leads - To track customer inquiries by showroom location.
  • Deals - To monitor sales by showroom location.
  • Sales Orders - To process orders based on showroom location.
  • Service Requests - To handle customer service tickets by showroom location.
This post uses the "Leads" module as an example. Use the Create Custom Field API to associate the Global Set with the Leads module.

Request URL: {api-domain}/crm/{version}/settings/fields?module=Leads
Note: The module parameter is mandatory to create a field in a module.
Request Method: POST

Request Body:


{
    "fields": [
        //Associating the Showroom Location Global Set with the Leads module
        {
            "field_label": "Showroom",  //The Showroom field in the Leads module, where the "Showroom Location" Global Set is associated

            "data_type": "picklist", //To associate a global picklist, use the data type "picklist"
            "global_picklist": {
                "id": "5725767000004230002" //ID of the global picklist
            }
        }
    ]
}


Response in the UI:



Use the above process to create the Global Set across modules using the Create Custom Field API. 

Below are the request URLs to associate the field with other modules as per our use case:

  • {api-domain}/crm/{version}/settings/fields?module=Deals
  • {api-domain}/crm/{version}/settings/fields?module=Sales_Orders
  • {api-domain}/crm/{version}/settings/fields?module=Service_Requests


Update the Global Set Values Using the PATCH Global Picklist Field API

Any changes made to the Global Set will automatically reflect across all modules associated with it. Use the PATCH - Global Picklist Field API to update the values in a Global Set.

Request URL: 
{api-domain}/crm/{version}/settings/global_picklists/5725767000004230002
Request Method: PATCH

Request Body:


{
    "global_picklists": [
        {
            
            "pick_list_values": [
                {
                    //"display_value": "New York Showroom", 
                    "id": "5725767000004230003", 
                    "type": "unused" // to move the option to the unused state
                },
                {
                    "display_value": "Chicago Showroom",
                    "sequence_number": 3,
                    "actual_value": "Chicago Showroom",
                    "id": "5725767000004230007",
                    "type": "unused",
                    "_delete": null // deleting the option from the global Field
                },
                // Creating a new option or adding a new showroom location to the Global Set 
                {
                    "display_value": "San Francisco Showroom",
                    "actual_value": "San Francisco Showroom"
                },
                {
                    "display_value": "Boston Showroom",
                    "actual_value": "Boston Showroom"
                }
            ]
        }
    ]
}



Using the PATCH Global Picklist API, you can easily manage and perform various operations. In the above request, Zylker performed the following operations:

  • Moving an Option to Unused State: The "New York Showroom" option is marked with "type": "unused", meaning the showroom is moved to the "unused" state, indicating the option is no longer active but has not been deleted from the system.
  • Deleting an Option: The "Chicago Showroom" option is deleted from the picklist field using the  "_delete": null, meaning the option is removed or deleted from the system and is no longer valid.
  • Adding New Options: In addition to the above operations, two new showrooms namely "San Francisco Showroom" and "Boston Showroom", are added to the field using the "display_value"(mandatory) and "actual_value" (optional), as Zylker expands its franchise to new cities and manages them across the modules.
Note: The updated value will replace its old value in areas such as Records, Criteria, Workflow Actions, and Field Dependency. 

Conclusion

Hence, the Global Sets help Zylker keep the showroom location list up-to-date and consistent across modules, making it easier to manage showroom locations in their CRM system.

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!

Cheers!!!



    • Recent Topics

    • Payment on a past due balance

      Scenario: Customer is past due on their account for 4 months. We suspend their billing in Zoho books. Customer finally logs into the portal and enters a new credit card. We associate that cardwith their subscription, which will permit the card to be used

    • How to export all line-item descriptions for a specific item in Zoho Books?

      I am trying to audit a specific item (“Item X”) that has been invoiced multiple times with different line-level descriptions. Here’s the situation: I am using Zoho Books (Professional). Each invoice may contain the same item but with different descriptions

    • List of hidden features

      Hi Friends, I had another support chat today and low and behold the feature that I wanted just simply needed to be "enabled". I thought I'd share, and maybe see if others had some similar experiences. 1. This one is from 5 ish years ago. I asked if there

    • How to change a BAS that has been filed

      I have discovered that a group of expense transactions were accidentally placed in a asset account rather than an expense account. As a result I need to adjust the transaction and consequently most of my BAS to correct the error. Because the BAS have

    • How to Export PDF with a custom Template

      I need to export Sales Order with a Custom Template I have created How can I do it? I see an API to export the PDF but how can I choose which template to choose to generate the PDF

    • Associate email with a potential or project.

      I have a pivotal requirement to associate emails from various suppliers (contacts) with different potentials or projects, on an email by email basis as they come in. This question appears to have been raised before but I cannot find a definitive yes "it can be done". Could anyone please tell me, yes or no.  If the later I can stop wasting time and look at alternative crm systems. I would love not to have to do this. Thanks in advance.

    • MTA - BAD IP reputation by outlook/hotmail

      Messages to Microsoft email servers are bouncing back due to poor reputation. Message: 4.7.650 The mail server [136.143.188.206] has been temporarily rate limited due to IP reputation. For e-mail delivery information see https://postmaster.live.com (S775)

    • Function with Search Records was working until a few weeks ago, around when "Connected Records" was released

      I have a custom function that has been running for nearly a year now, which suddenly stopped working around the time Zoho released the "Connected Records" update. The function is no longer finding the record using the searchRecords function. I've changed

    • Is CRM On Premise available

      Hi Zoho team, Can you please let me know that CRM Zoho is available for On Premise as well? Thanks, Devashish

    • How to sync from Zoho Projects into an existing Sprint in Zoho Sprints?

      Hi I have managed to integrate Zoho Projects with Zoho Sprints and I can see that the integration works as a project was created in Zoho Sprints. But, what I would like to do is to sync into an existing Zoho Sprints project. Is there a way to make that

    • Online Assessment or any aptitude test

      This video is really helpful! I have one question — if I share an assessment form link (through email or with the application form on my career page), how does Zoho Recruit evaluate it? Can a candidate use Google or external help while taking the test,

    • Editing the Ticket Properties column

      This is going to sound like a dumb question, but I cannot figure out how to configure/edit the sections (and their fields) in this column: For example, we have a custom "Resolution" field, which parked itself in the "Ticket Information" section of this

    • Incoming Threads Report

      From data to decisions: A deep dive into ticketing system reports Customers raise questions and issues through multiple channels, such as email, chat, or tickets. To monitor the number of queries received on a specific day from each channel, leads can

    • Conditional layouts - support for multi-select picklists

      Hi, The documentation for conditional layouts says the following: "Layout Rules cannot be used on the following field types: Auto Number Lookup Multi Select Lookup User Lookup Formula File Upload Multi Line" I have a custom module with a multi-pick list

    • Samsung Keyboard Issues with Notebook

      Dear Users, We're sorry to inform you that some of our users are experiencing certain issues like scrolling, delay/lag, cursor placement especially within the text notes. This occurs mainly due to Samsung Keyboard compatibility with Android 13 and some

    • 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

    • Cloudflare Turnstile is now available in Zoho Forms!

      Hello form builders! We have added a new layer of protection to help you keep your forms free from bots. Instead of forcing users to prove they are human, Cloudflare Turnstile quietly checks browser signals in the background. Your real users glide through,

    • Power of Automation :: Unique Task & Issue Prefix Format and Sequencing Rule

      Hello Everyone, A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate

    • 【Zoho CRM】キャンバス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、キャンバス機能のアップデートをご紹介します。 目次 グリッドについて フォーム表示のタブについて 1. グリッドについて ビジュアルデザインは細部の調整に手間がかかりますが、キャンバスのグリッドを使えば要素を整理し、バランスよく配置できます。 画像やデータなどの要素をグループ化せずに簡単に配置できます。 余白を調整することで、要素間の視覚的なバランスを保つのに役立ちます。 「表示切り替え基準の幅」を設定すると、デザインをレスポンシブに調整できます。

    • Deleting unwanted ticket replies

      Hello, In a Zoho Desk Ticket thread, sometimes one of the recipients has auto-reply activated. This creates a new message in the Ticket thread that not only pollutes the thread, but most importantly cannot be replied properly because usually auto-reply e-mails don't do "reply all", so the other recipients are not included. I want to delete such a message in the Ticket thread. I searched the help of Zoho Desk, but only found a way to mark as Spam (https://help.zoho.com/portal/kb/articles/marking-support-tickets-as-spam)

    • Issue: Ticket Export Does Not Include Ticket Threads

      Dear Zoho Desk Support Team, I hope you’re doing well. I wanted to bring to your attention that the current ticket export feature in Zoho Desk does not seem to include the ticket threads or conversation history. When exporting tickets, only the summary

    • Ability to Set Client Name During Portal Invitation

      Hi Zoho Team, We would like to suggest an important enhancement to the Zoho Creator Client Portal functionality. Zoho Creator recently introduced the option to set a client’s display name in the Client Portal settings, which is very helpful for creating

    • スマホでキャンペンメールを見ると正しく表示されない

      キャンペーンのメール（HTML）を作成しましたが、スマホ表示に切り替えると正しく表示されません（添付参照）過去に作成したキャンペーンでは特に意識してませんでしたが、問題なく表示されていたようです。うまく表示される場合とされない場合の違いは何でしょうか？

    • 136.143.188.51 blocked by spamcop

      Zoho mailserver seems to be blocked by spamcop. Cant send mail to my customer. Not sure what to do.

    • Zoho Calendar Integrated Into CRM?

      I've searched around the forums but couldn't find anything addressing this . . .  Is there a plan to integrate Zoho's stand alone calendar solution into Zoho CRM?  The CRM calendar does an OK job but is very basic and the Zoho calendar is great, but I've only figured out to subscribe to my CRM calendar within ZCalendar - there is no 2-way sync. My preferred solution would be for ZCal to become the default calendar/event solution within Z CRM. Is this on the roadmap? Thanks

    • Can I Create Different Page Layouts Based on a Specified Module Pick List Field

      I am trying to work out how to create different page layouts based on a specified module pick list field value, like the Salesforce feature where you can define multiple record types and then create custom page layouts for each record type. This is a super important feature as for almost all the modules we are using (Leads, Potentials, Accounts) we need to be able only show fields relevant to the record type. E.g. We need a very different page layout for a consumer lead Vs a commercial lead, same

    • Scheduling Tasks in Relation to Project End Date

      I use Zoho project  to help manage tasks that relate to a number of specific business events that take place.  I would like to be able to have my project end date be the date of the event and then work "back" from that date to say...   Add a task 2 weeks before the project end date to remind me to XYZ.  Does anyone know if there is a way to base task timings back from a project due date rather than a project start date?

    • Notes of Tasks in Zoho CRM

      Hello, Is there a way to filter the Notes that appear on a Task to only show the notes related to that specific Task and not display all the Notes of the objects related to that Task (Accounts, Contacts, Deal, etc). In essence, our team struggles to understand

    • Passing the CRM

      Hi, I am hoping someone can help. I have a zoho form that has a CRM lookup field. I was hoping to send this to my publicly to clients via a text message and the form then attaches the signed form back to the custom module. This work absolutely fine when

    • How to next stage blueprint in Zoho Creator

      Hello, I have question, its possible to next stage blueprint? in case, Start - (first stage) Leader 1 (with condition 1) - (second stage) Leader 2 (with condition 2) - (third stage) Leader 3 (with condition 3) - (fourth stage) After first stage, i want

    • Feature Request: Email Follow-Up Sequences Similar to Zoho CRM

      I’m wondering if Zoho Recruit is planning to introduce a feature similar to the Email Automation – Follow-Up Sequences that is available in Zoho CRM. In CRM, this allows users to send a series of timed follow-up emails triggered by specific actions (for

    • Duplicated Notebooks

      Out of the blue, almost all of my notebooks got duplicated and the different copies contain different information. Some seem like older copies than the others. I use the linux desktop app and sometimes the Android app. I assume that the sync failed at some point and was unable to merge the two versions together. But I'm afraid to add anything else to my notebook because if it can't properly sync 5 notebooks with only a handful of notes each, what will happen when I have hundreds of notes and I lose

    • Currency limitation when integrating Zoho CRM & Zoho Books

      Brief Video of Problem: https://www.loom.com/share/d61d1d07d0904e149d80c1901a22418e. Background ·       Our business is based in Australia and we have to have Zoho Books in AUD to comply with tax and reporting regulations in Australia. ·       We sell

    • Multi-select Lookup does not have Advanced filter options in CRM

      With much fanfare Zoho announced the advanced filter options for CRM lookup fields which was a nice addition. This feature is not available for Multi-Select lookup fields. Will it be rolled out in the next 3-6 months, considering the standard lookup filter

    • Experience effortless record management in CRM For Everyone with the all-new Grid View!

      Hello Everyone, Hope you are well! As part of our ongoing series of feature announcements for Zoho CRM For Everyone, we’re excited to bring you another type of module view : Grid View. In addition to Kanban view, List view, Canvas view, Chart view and

    • Unable to copy into a new document

      Whe I create a new Writer doc and attemp to copy and past I get this message. The only way to copy into a document is I duplicate an existing document, erase the text and save it under a different name and then paste the information. Not ideal. Can you

    • Kaizen #157: Flyouts in Client Script

      Hello everyone! Welcome back to another exciting edition of our Kaizen series, where we explore fresh insights and innovative ideas to help you discover more and expand your knowledge!In this post, we'll walk through how to display Flyouts in Client Script

    • Admin Control Over Profile Picture Visibility in Zoho One

      Hello Zoho Team, We hope you are doing well. Currently, as per Zoho’s design, each user can manage the visibility of their profile picture from their own Zoho Accounts page: accounts.zoho.com → Personal Information → Profile Picture → Profile Picture

    • Published Course Not Reflecting In Hub

      Hi! I am trying to create micro-learning courses for our team to be available for self-guided learning. I have published the courses with enrollment settings open to all users of the hub, but they don't appear to be available for enrollment. Am I missing

    • Unlock Locked Users via Zoho One Mobile App

      Hello Zoho One Team, We have noticed that in the Zoho One web admin panel, we can unlock a locked user when needed. However, when using the Zoho One mobile app, there is no indication that a user is locked, nor is there an unlock button similar to what

    • Next Page