Kaizen #176 - Optimizing the Use of Record ID Variables in Zoho CRM Queries

Kaizen #176 - Optimizing the Use of Record ID Variables in Zoho CRM Queries


Hello everyone!

Welcome to another week of Kaizen!


Today, we are back with another one on Queries.
In this post, we will discuss how you can optimize record ID as a variable in Queries.

What are variables in Queries?

Variables are placeholders in queries that take values at runtime. Variables make queries flexible and reusable, avoiding the need to hard-code data.

When you create a query, you can leverage record ID variables in two ways:
  1. Filter By field
  2. Criteria
Each method has its own benefits and considerations. Let's explore them in this post.

1. Using record ID variable in the "Filter By" field

When you use the record ID variable in the "Filter By" field of a query, you streamline the data retrieval process by directly targeting the specific records you need. This method is particularly useful when you want to narrow down your search to specific record based on their IDs. Simply put, this behaves as the Get Record by ID.

Consider an example, where Interested_Product is a lookup in Contacts. Our aim is to get the details of the product that the contact is interested in. We can create a query of type CRM - Module as shown in the following image.

  1. The base module is Contacts, and the related module is Products that is linked via the lookup field.
  2. Choose the required fields you want to retrieve through the query.
  3. In Filter by, select Record ID.
  4. Give the variable to hold the contact's ID in the Record ID field. The format is {{variable_name}}.
  5. The query assigns the ID of the contact dynamically during runtime.
  6. Click Next.
  7. A pop-up asks for the value of the variable.

  8. Input the ID of the contact and click Save.
  9. The response contains the fields that were queried for.

Benefits of having the record ID variable in "Filter by"

  • Efficiency: Directly retrieves the relevant records, reducing the need to sift through unnecessary data.
  • Simplicity: Easy to set up and understand, making it ideal for direct queries.

Considerations

  • Limited Flexibility: May not be suitable for complex queries requiring multiple conditions or criteria.
  • Specific Use Cases: Best used for scenarios where you have a clear and specific record ID to filter by.

2. Using Record ID Variable in Criteria While Fetching Related Records

Using the record ID variable in criteria while fetching related records allows for more complex and dynamic queries. This approach is useful when you need to retrieve related data based on certain conditions or criteria.
Consider an example where you want to retrieve deals of a contact. A deal can have multiple contacts, but you want to fetch only those deals that are related to a particular contact. This case warrants the need for criteria to filter based on the ID of the contact.
Construct a query as follows:
  1. Create a CRM - Module type query for the Deals module.
  2. Choose Contacts as the Related Module.
  3. Select the fields from these two modules that you want to retrieve.

  4. Select "Criteria" and create a variable for the record ID of the contact.

  5. Click Save and click Next.
  6. Give a contact ID for the variable in the pop up.

  7. Click Save and click Next.
  8. You can see the response to the query.

Benefits of using record ID variable in "criteria"

  • Flexibility: Allows for more complex queries with multiple criteria.
  • Dynamic Data Retrieval: Useful for scenarios where the criteria for related records may change based on different conditions.
  • Comprehensive Data: Fetches a broader range of related records, providing a more holistic view of the data.

Considerations

  • Complexity: More suitable for complex queries and requires deeper understanding of how modules are related in Zoho CRM.

Conclusion

Both methods offer their opportunities and challenges in Zoho CRM's data management.
Choosing the right approach depends on your specific needs and the complexity of your queries. For efficient and simple data retrieval, using the record ID variable in the "Filter By" field is ideal.
For more complex and dynamic queries, leveraging the record ID variable in criteria while fetching related records offers greater flexibility.

Experiment with both approaches to see which one fits your use case best.

Share your experiences in the comments or write to us at support@zohocrm.com, and help others optimize their data retrieval strategies in Zoho CRM!

Stay tuned for more posts in this series!

Cheers!

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

    • 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

    • Make CAMPAIGNS email look as simple as possible

      Hi there I'm trying to make my Campaigns email look as much like a normal email as possible. I'm a bit stuck with the "justification" of the email email block. Can I LEFT JUSTIFY the "whole email" to make it look "normal"? (Please see screenshot attached)

    • [Webinar] Top 10 Most Used Zoho Analytics Features in 2025

      Zoho Analytics has evolved significantly over the past year. Discover the most widely adopted features in Zoho Analytics in 2025, based on real customer usage patterns, best practices, and high-impact use cases. Learn how leading teams are turning data

    • Sorry! we encountered some problems while sending your campaign. It will be sent automatically once we are ready. We apologize for the delay caused.

      Hello. Lately we are having problems with some campaigns, which show us this error message. Sorry! we encountered some problems while sending your campaign. It will be sent automatically once we are ready. We apologize for the delay caused. We can't find

    • Can I remove or divert certain contacts from an active Campaigns workflow?

      I have created a workflow in Zoho Campaigns, which sends different emails, once contacts have been added to a mailing list. To choose which email to send to the contacts, there are conditions, which divert contacts based on their company type and their company size. There was a subsection of this workflow, where company size wasn't selected correctly, and some contacts have been sent down the wrong path and received the wrong email. The workflow contains a reminder loop and a further series of emails.

    • Customizing Helpcenter texts

      I’m customizing the Zoho Desk Help Center and I’d like to change the wording of the standard widgets – for example, the text in the “Submit Ticket” banner that appears in the footer, or other built-in widget labels and messages. So far, I haven’t found

    • File Upload field automatically replaces spaces with underscores – support experience

      Hi everyone, I want to share my recent experience regarding the File Upload field behavior in Zoho Creator and my interaction with the Zoho support team. When a user uploads a file, the system automatically renames the document by replacing spaces in

    • How to map fields from Zoho Recruit to Zoho People

      I've got these fields from my Job Offer that I'm trying to map to the Work information fields in Zoho People, but they arent showing up. For example, how do I get the department name field (in the job post) to map to the work information field in Zoho

    • UTM in zoho campaigns

      Helloo everybody!!! Someone know how IF ZOHO CAMPAIGNS has UTM for tracking the url of any campaigns. thank u

    • Full Context of Zoho CRM Records for Zia in Zoho Desk for efficient AI Usage

      Hello everyone, I have a question regarding the use of Zia in Zoho Desk in combination with CRM data. Is it possible to automatically feed the complete context of a CRM record into Zia, so that it can generate automated and highly accurate responses for

    • Knowledge base printing

      I saw a posting about printing the knowledge base as I was looking for the answer, but we would like the ability to print out the entire knowledge base with a click, keeping the same organization format.   Bonus would include an index of keywords and

    • Search not working!

      I have items in my notebook tagged but when I search for a tag nothing comes up! Any fix for this?

    • Zoho Books | Product updates | January 2026

      Hello users, We’ve rolled out new features and enhancements in Zoho Books. From e-filing Form 1099 directly with the IRS to corporation tax support, explore the updates designed to enhance your bookkeeping experience. E-File Form 1099 Directly With the

    • Updates for Zoho Campaigns: Merge tag, footer, and autoresponder migration

      Hello everyone, We'd like to inform you of some upcoming changes with regard to Zoho Campaigns. We understand that change can be difficult, but we're dedicated to ensuring a smooth transition while keeping you all informed and engaged throughout the process.

    • File Upload field not showing in workflow

      Hi, I have added a field on Zoho CRM. I want to use it in a workflow where that particular field is updated based on another field, however it is not showing up in the field list to select it in the workflow. Why is this please?

    • Drag 'n' Drop Fields to a Sub-Form and "Move Field To" Option

      Hi, I would like to be able to move fields from the Main Page to a Sub-Form or from a Sub-Form to either the Main Page or another Sub-Form. Today if you change the design you have to delete and recreate every field, not just move them. Would be nice to

    • How do i integrate google analytics to Zoho Campaigns?

      Looking to track Zoho Traffic from email Current topic is outdated

    • How do teams manage meeting follow-ups across Zoho tools?

      We’re using Zoho tools for collaboration and tracking, but managing meeting notes, action items, and follow-ups across teams is still challenging. Curious how others are handling this within Zoho workflows. Are there best practices or integrations that

    • Adding a Deal to and Existing Contact

      I want to easily add a Deal to an existing Contact. If I click on New Deal on the Contact page this currently this is what happens: All of the mandatory field (and other field) information exists within the Contact. Is there a simple way for it to automatically

    • Zoho Sprint Backlog View, filter by item status

      Hello, In Zoho Sprints, it would be great to be able filter out specific items in the Backlog based on their status. We would like to track items that were Removed from our backlog without seeing them constantly in the Backlog view, as this view should

    • Customize Colors used on graphs and charts according to users desire.

      It would be great if we could customize the graph's colors as we see fit. I hate that yellow is always the default color!

    • 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

    • Mejoras urgentes para ZOHO MEETING

      Tengo unos meses usando Zoho Meeting. En general, es buena, pero hay cosas vitales que no logra cumplir con mínima calidad. 1) Calidad de audio y video: urge mejoras. Audio con retraso, imagen borrosa, mal recorte de silueta con fondos virtuales. Además,

    • Multiple header in the quote table???

      Hello, Is it possible in Zoho CRM to add multiple headers or sections within the Quote product table, so that when the quote is printed it shows separate sections (for example “Products” and “Services”)? To clarify, I’m asking because: This does not appear

    • Saving sent email campaign as PDF

      I'm looking to add all campaigns sent to an archive folder in sharepoint. Is there anyway to accomplish this in Zoho Flow ? I'm falling at the first hurdle ... can I automatically save a sent campaign as a PDF to a folder location ?

    • Exporting All Custom Functions in ZohoCRM

      Hello, All I've been looking for a way to keep about 30 functions that I have written in Zoho CRM updated in my own repository to use elsewhere in other instances. A github integration would be great, but a way to export all custom functions or any way

    • How can Data Enrichment be automatically triggered when a new Lead is created in Zoho CRM?

      Hi, I have a pipeline where a Lead is created automatically through the Zoho API and I've been trying to look for a way to automatically apply Data Enrichment on this created lead. 1) I did not find any way to do this through the Zoho API; it seems like

    • Conditional Layouts On Multi Select Field

      How we can use Conditional Layouts On Multi Select Field field? Please help.

    • Appreciation to Qntrl Support Team

      We are writing this topic to appreciate the outstanding level of support from Qntrl Team. We have been using Qntrl since 2022 after shifting from another similar platform. Since we joined Qntrl, the team has shown a high level of professionalism, support,

    • How can I hide "My Requests" and "Marketplace" icon from the side menu

      Hello everybody, We recently started using the new Zoho CRM for Everyone. How can I hide "My Requests" and "Marketplace" from the side menu? We don't use these features at the moment, and I couldn't find a way to disable or remove them. Best regards,

    • Whatsapp Integration on Zoho Campaign

      Team: Can the messages from Zoho Campaign delivered through Whatsapp... now customers no longer are active on email, but the entire campaign module is email based.... when will it be available on whatsapp.... are there any thirdparty providers who can

    • Quotes Approval

      Hey all, Could you please help in the following: When creating quotes, how to configure it in a way, that its approval would work according to the quoted items description, not according to quote information. In my case, the quote should be sent to approval

    • Mandatory Field - but only at conversion

      Hello! We use Zoho CRM and there are times where the "Lead Created Date & Time" field isn't populated into a "Contractor" (Account is the default phrase i believe). Most of my lead tracking is based on reading the Lead Created field above, so it's important

    • Different Task Layouts for Subtasks

      I was wondering how it would be possible for a subtask to have a different task layout to the parent task.

    • Enable Free External Collaboration on Notecards in Zoho Notebook

      Hi Zoho Notebook Team, I would like to suggest a feature enhancement regarding external collaboration in Zoho Notebook. Currently, we can share notes with external users, and they are able to view the content without any issue. However, when these external

    • Using data fields in Zoho Show presentations to extract key numbers from Zia insights based on a report created

      Is it possible to use data fields in Zoho Show presentations along with Zoho Analytics to extract key numbers from Zia insights based on a report created? For example, using this text below: (note that the numbers in bold would be from Zia Insights) Revenue

    • Free webinar: AI-powered agreement management with Zoho Sign

      Hi there! Does preparing an agreement feel like more work than actually signing it? You're definitely not alone. Between drafting the document, managing revisions, securing internal approvals, and rereading clauses to make sure everything still reflects

    • WhatsApp Channels in Zoho Campaigns

      Now that Meta has opened WhatsApp Channels globally, will you add it to Zoho Campaigns? It's another top channel for marketing communications as email and SMS. Thanks.

    • CRM For Everyone - Bring Back Settings Tile View

      I've been using CRM for Everyone since it was in early access and I just can't stand the single list settings menu down the left-hand side. It takes so much longer to find the setting I need. Please give users the option to make the old sytle tile view

    • Lets have Dynamics 365 integration with Zohobooks

      Lets have Dynamics 365 integration with Zohobooks

    • Add notes in spreadsheet view

      It would be great if we could Add/edit notes in the spreadsheet view of contacts/leads. This would enable my sales teams to greatly increase their number of calls. Also viewing the most recent note in the Contact module would also be helpful.

    • Next Page