Kaizen #205 - Answering Your Questions | Managing Picklists and Enabling History Tracking via Zoho CRM APIs

Kaizen #205 - Answering Your Questions | Managing Picklists and Enabling History Tracking via Zoho CRM APIs

Hello everyone!

Welcome back to another post in our Kaizen series. 

In this post, we will look at how you can manage picklist fields in Zoho CRM using APIs. This topic was raised as feedback to Kaizen #200, so we are taking it up here with more details.



In this post, we will cover the following:
  • What is a picklist field in Zoho CRM?
    • Picklist vs Multi-select Picklist
  • Working with picklist fields via APIs
  • History tracking for picklists
    • What is history tracking for picklists in Zoho CRM?
    • Use case
    • Enabling history tracking for a picklist using the Create Custom Fields API

What is a picklist field in Zoho CRM?

A Picklist field is a drop-down field in Zoho CRM that contains a predefined list of values. While creating or updating a record, you can select one value from this list instead of entering it manually. This helps you avoid typing errors.

Example :
A Region field with values East, West, North, and South.
If a lead is from the East, the user simply selects East from the picklist instead of typing it manually. 

Picklist vs Multi-select Picklist
                                                         
                                                            Picklist

                                                   Multi-select Picklist

  Users can select only one value from the list. 

   Users can select multiple values at once. 

  A standard Region picklist works when a record belongs to only one region.

  Example : East

   A Multi-select Region picklist works when a record spans multiple regions.
   Example : East, North

Global picklist / Global set : User can create a picklist in common and associate the created picklist across the modules to maintain accuracy. Refer to Kaizen #161: Global Sets using Zoho CRM APIs for more details.

Working with picklist fields via APIs

Creating a picklist field using the Create Custom Field API

You can create a new Picklist field in a module by calling the Create Custom Field Metadata API. For example, you can create a picklist field named Region with the values: East, West, North, South.

Request URL : {{api-domain}}/crm/v8/settings/fields?module=Leads
Request Method : POST


Sample Input
When creating a picklist field, set its data type as picklist and provide the list of options, each with a mandatory display_value. You can also configure additional properties such as actual_value, lexical sorting, and color coding.


{
    "fields": [
        {
            "field_label": "Select Region",
            "data_type": "picklist", // Specify the data type as picklist
            "tooltip": {
                "name": "info_icon",
                "value": "Select your region here"
            },

    "profiles": [
                {
                    "id": "5725767000000026011",
                    "permission_type": "read_write" 
                }
 ],
            "pick_list_values": [
                {
                    "display_value": "East",  //The unique display value for the picklist, which will be displayed in the CRM UI. Use the display_value in API requests during create, update, and upsert operations.

                    "actual_value": "IN_East" //The unique reference value associated with the particular option.
                },
                {
                    "display_value": "West",
                    "actual_value": "IN_West"
                },
                {
                    "display_value": "North",
                    "actual_value": "IN_North"
                },
                {
                    "display_value": "South",
                    "actual_value": "IN_South"
                }
            ],
            "pick_list_values_sorted_lexically": true,   //Sorts options alphabetically. Default value is false.
            "enable_colour_code": true    //Allows color coding for picklist options. Default value is false.
        }
    ]
}


Note : To create a multi-select picklist field, set the data_type key to multiselectpicklist in the request body ("data_type": "multiselectpicklist").

Sample Response
{
    "fields": [
        {
            "code": "SUCCESS",
            "details": {
                "id": "5725767000007613005"
            },
            "message": "field created",
            "status": "success"
        }
    ]
}

Updating a picklist field using the Update Custom Field API

The PATCH - Field Metadata API lets you modify an existing Picklist field. Use the Get Fields Metadata API to get your picklist field ID. 

You can:
Here is a sample request that updates the Select Region dropdown field in the Leads module.

Request URL : {{api-domain}}/crm/v8/settings/fields/5725767000007613005?module=Leads
Request Method : PATCH

Adding a new option to the existing picklist field 

Sample Input 

{
    "fields": [
        {
            "pick_list_values": [
                {
                    "display_value": "Central", //adding a new option to the existing picklist field
                    "actual_value": "IN_Central"
                }
            ],
        }
    ]
}

Updating picklist 

{
    "fields": [
        {
            "profiles": [
                {
                    "id": "5725767000000026011",
                    "permission_type": "read_only" //updating the permission_type
                }
            ],
            "pick_list_values": [
                {
                    "display_value": "South Region", //updating the display field's value
                    "id": "5725767000007613010" //unique ID of the option 
                }
            ],
            "enable_colour_code": false //disabling color code for the options
        }
    ]
}

Note : Use the actual_value or unique ID of a picklist option to update its display value. Use the Get Fields Metadata API or Get Layouts Metadata API to get the details.

Removing existing options using Update Custom Layout API

To remove picklist values, keep only the required options in your input. Any options not included in the request will automatically move to the unused section.
First, fetch the required layout, section, field, and option IDs using the Get Layouts Metadata API. Then, in your request body, specify only the picklist values you want to retain.

Request URL : {{api-domain}}/crm/v8/settings/layouts/5725767000000091055?module=Leads
Request Method : PATCH

Sample Input 
{
    "layouts": [
        {
            "id": "5725767000000091055", //layout id
            "sections": [
                {
                    "id": "5725767000000209001", //section id
                    "fields": [
                        {
                            "id": "5725767000007613005", //field id
                            "pick_list_values": [
                                {
                                    "display_value": "Central",
                                    "id": "5725767000007626001"
                                },
                                {
                                    "display_value": "East",
                                    "id": "5725767000007613004"
                                }
                            ]
                        }
                    ]
                }
            ]
        }
    ]
}


Here, Central and East regions remain as active picklist options, and West, North, and South regions are moved to the unused section.

Updated response
Use the Get Fields Metadata API to check the updated response. The Central and East are still active options (type: used), and North, South, and West are inactive options (type: unused)
{
    "fields": [
        .
        .
        .
        {
            "field_label": "Select Region",
            "id": "5725767000007613005",
            "api_name": "Select_Region",
            "pick_list_values": [
                {
                    "display_value": "-None-",
                    "sequence_number": 1,
                    "reference_value": "-None-",
                    "colour_code": null,
                    "actual_value": "-None-",
                    "id": "5725767000007613013",
                    "type": "used"   //default option
                },
                {
                    "display_value": "Central",
                    "sequence_number": 6,
                    "reference_value": "Central",
                    "colour_code": null,
                    "actual_value": "IN_Central",
                    "id": "5725767000007626001",
                    "type": "used"
                },
                {
                    "display_value": "East",
                    "sequence_number": 2,
                    "reference_value": "East",
                    "colour_code": null,
                    "actual_value": "IN_East",
                    "id": "5725767000007613004",
                    "type": "used"
                },
                {
                    "display_value": "North",
                    "sequence_number": 4,
                    "reference_value": "North",
                    "colour_code": null,
                    "actual_value": "IN_North",
                    "id": "5725767000007613008",
                    "type": "unused"
                },
                {
                    "display_value": "South",
                    "sequence_number": 5,
                    "reference_value": "South",
                    "colour_code": null,
                    "actual_value": "IN_South",
                    "id": "5725767000007613010",
                    "type": "unused"
                },
                {
                    "display_value": "West",
                    "sequence_number": 3,
                    "reference_value": "West",
                    "colour_code": null,
                    "actual_value": "IN_West",
                    "id": "5725767000007613006",
                    "type": "unused"
                }
            ],
            "data_type": "picklist"
        }
    ]
}



Assigning picklist values using the Insert Records API

When you insert a record, you can directly pass the picklist option’s display value (not the ID) in the request body.

Request URL : {api-domain}/crm/v8/{module_api_name}
Request Method : POST

Sample Input 
{
    "data": [
        {
            "Company": "Zylker",
            "Last_Name": "David",
            "Select_Region": "Central"   // Picklist value to assign
        }
    ]
}

Note: 
  • When creating, updating, or upserting records, 
    • You can either pass an existing picklist value or add a new one, through the API. Please note that the new value will only be stored in that record, and will not be added to the picklist field’s metadata.
    • In the UI, you can only select from the available dropdown options.
    • Always use the display_value of the picklist option, not the picklist option’s ID.
    • You can also assign the default option (-None-). In this case, the picklist field’s value will be stored as null ("Select_Region": null)
Sample Response

{
    "data": [
        {
            "code": "SUCCESS",
            "details": {
                "Modified_Time": "2025-08-23T04:51:39-07:00",
                "Modified_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                },
                "Created_Time": "2025-08-23T04:51:39-07:00",
                "id": "5725767000007623017",
                "Created_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                }
            },
            "message": "record added",
            "status": "success"
        }
    ]

}



Updating picklist values in existing records using the Update Records API

When updating, you also use the picklist display value in the field.

Request URL : {api-domain}/crm/v8/Leads/5725767000007628002
Request Method : PUT

Sample Input 

{
    "data": [
        {
            "Select_Region": "West" // New picklist value
        }
    ]
}

This will replace the existing picklist value with West.


History tracking for picklists

What is history tracking for picklists in Zoho CRM?

You can enable history tracking for a picklist field using the Create Custom Field API. Once enabled, Zoho CRM automatically creates a related list for the tracked picklist and a separate module.
Every time the picklist value changes, Zoho CRM creates a new entry in this related list. Each entry shows the old value, the new value, who made the change, and when it was made, and how long the record stayed in the previous value before moving to the next one.

Use case

Zylker's sales team tracks lead progress through the statuses such as New, Contacted, Qualified, and Converted. The team wants to know how long a lead remains in each status and identify if follow-ups are delayed or leads are not progressing. 
You can achieve this by enabling history tracking on the Status picklist. You can also monitor every status change, who made it, and how long the lead stayed in the previous status. This helps the team monitor, identify delays, and improve the follow-up process.

The log stores:
  • New Value - updated region in the Moved_To__s key.
  • Changed By - user who made the update  in the Modified_By key.
  • Changed On - date and time when the region was changed  in the Last_Activity_Time key.
  • Duration  - how long the record stayed in the previous value before the change  in the Duration_Time and Duration_Days keys.

Enabling history tracking for a picklist using the Create Custom Fields API

Request URL : {{api-domain}}/crm/v8/settings/fields?module=Leads
Request Method : POST

Sample Input
{
    "fields": [
        {
            "field_label": "Status",
            "data_type": "picklist",
            "pick_list_values": [
                {
                    "display_value": "New",
                    "actual_value": "New"
                },
                {
                    "display_value": "Contacted",
                    "actual_value": "Contacted"
                },
                {
                    "display_value": "Qualified",
                    "actual_value": "Qualified"
                },
                {
                    "display_value": "Converted",
                    "actual_value": "Converted"
                }
            ], 
            "history_tracking_enabled": true, //(mandatory) Enables history tracking for the picklist
            "history_tracking": {
                "related_list_name": "Status History", //Lets you give a custom name to the history related list that CRM creates.
                "duration_configuration": "time", //Decides how to track the timing of changes: days - History is tracked by days and time - History is tracked by time. 
 
              Note : Before specifying the time value, enable the duration customization feature in your organization by contacting support@zohocrm.com.

                "followed_fields": [  // The followed_fields lets you retrieve additional field values whenever the picklist value changes.
                    {
                        "api_name": "Owner"
                    }
                ]
            }
        }
    ]
}

Sample Response in UI 


Sample Response via API
Whenever a picklist option changes, the system creates a new record in the related list module. In this example, Status History is the related list module. The sample response below shows how a particular change looks when retrieved using the Get Records API.

Request URL : {{api-domain}}/crm/v8/Status_History/5725767000007739323
Request Method : GET

Sample Response

{
    "data": [
        {
            "Status": "Contacted",
            "$approval": {
                "delegate": false,
                "takeover": false,
                "approve": false,
                "reject": false,
                "resubmit": false
            },
            "Modified_Time": "2025-08-28T06:35:15-07:00",
            "$currency_symbol": "$",
            "$field_states": null,
            "$review_process": null,
            "$editable": true,
            "Duration_Time": "6568847", //The system stores the duration in milliseconds.
            "$sharing_permission": "full_access",
            "Lead_Owner": {
                "name": "Patricia Boyle",
                "id": "5725767000000411001"
            },
            "Moved_To__s": "Qualified",
            "$orchestration": false,
            "Last_Activity_Time": "2025-08-28T08:24:44-07:00",
            "Full_Name": {
                "name": "Zylker",
                "id": "5725767000007735001"
            },
            "Modified_By": {
                "name": "Patricia Boyle",
                "id": "5725767000000411001",
                "email": "patricia@zoho.com"
            },
            "$review": null,
            "$process_flow": false,
            "$in_merge": false,
            "id": "5725767000007739350",
            "$approval_state": "approved",
            "$pathfinder": false,
            "$zia_visions": null
        }
    ]
}



Note :
  • You can select up to 10 fields in total, with a maximum of 5 user fields for all modules except Deals.
  • Encrypted fields cannot be specified.
  • In the Deals module,
    • History tracking is enabled by default for the Stage picklist field.
    • You cannot enable history tracking for any other picklist field in the Deals module.
    • You can only update the existing Stage picklist field using the Update Custom Field API.
    • You can add up to 6 followed fields, with a maximum of 5 user fields.



We hope this post helps you confidently manage picklists and track their history in Zoho CRM. Try it out, and let us know your experience in the comment section or reach out to us at support@zohocrm.com 

Stay tuned for more insights in our upcoming Kaizen posts!
Cheers!






Related Links :



    • 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

    • Group by Owner/ Owner Kanban /Group by Custom Field

      Hi, We are missing the option of viewing Tasks grouped by their owner, as it is an essential function for us to manage our employees' working tasks. We find it hard to inspect what are the tasks that our employees are working on.  We are seeking an option

    • Flow using way too many tasks

      I built a flow that is using way too many tasks for what it is doing. I reached out to support a week ago but never heard back so hoping the community can help. Does a filter count as a task? I am seeing tons of records filtered with < 1 Sec Time Taken

    • Regarding the integration of Apollo.io with Zoho crm.

      I have been seeing for the last 3 months that your Apollo.io beta version is available in Zoho Flow, and this application has not gone live yet. We requested this 2 months ago, but you guys said that 'we are working on it,' and when we search on Google

    • Start Workflow from Deluge Script

      I have developed a customized process from our CRM that leverages a deluge script to create a statement of work document. Once the document has been created via the merge and store function, I would like the ability to start a workdrive review & approve

    • Saved Sections?

      In sites editor, the + button reveals options to add a section, element, etc. It includes Saved Sections, but I can find no way to save a section I've already created. Otherwise, is there a way to copy a section from one page to another?

    • Marketer's Space: Unable to select a sender address? Here's the fix

      Hello Marketers, Welcome back to yet another post! So you've added a sender address in Zoho Campaigns and later found that you're not able to select it while creating an email campaign. Has this ever happened to you? If so, don't worry—you're not alone.

    • Loading Project Balances in ZOHO Books for each project

      Hello, What is the best method for loading project balances actual and budget into ZOHO books to provide tracking to our project managers. We have projects and federal awards (also treated as projects) which span multiple years. We are converting from

    • Scale up your writing style with content analysis tool in Knowledge Base

      Hello everyone, Sometimes writers may have strong knowledge about the subject but may find it challenging to articulate clearly or produce comprehensible, jargon free content. To make the process easier and to ensure consistent, high-quality articles,

    • Zoho Books "Update" Trigger for Zapier?

      Hi Zoho Team, I've been in talks with Zapier about using their services to connect my Zoho Books account to various apps, but I require an additional trigger beyond the "New" trigger. I require an "Update" trigger, which will allow me to filter and create Zaps only when certain conditions are fulfilled on the Zoho Books end before I automate a separate app. Specifically this will help me create invoices in QuickBooks Online only when payments are recorded in Zoho Books, rather than when a new invoice

    • How to prevent editing of closed tickets in Zoho Desk?

      I would like to confirm whether it is possible to completely prevent agents from editing tickets once their status is set to Closed. Is there any configuration, permission, or best practice in Zoho Desk to ensure that closed tickets remain read-only and

    • Zoho Desk Limitations

      Good day, all, I would like to know whether others share my frustration with some of Zoho's limitations. Don't get me wrong, I like Desk (and I also have a subscription for Analytics), I have been with them for close to 10 years, and unfortunately, I

    • New Mandatory One-Click Unsubscribe Link Overshadowing Custom Unsubscribe Link

      I was recently informed by Zoho CRM Support that they are now mandated by the large email service providers like Google and Yahoo to provide a one-click unsubscribe option in the header (not the body) of all mass emails. I have a custom unsubscribe link

    • how to undoreconciled transaction

      how to undo reconciled transaction

    • Change eMail Template for Event-Invitations

      Hello ZOHO-CRM Team How I can change the eMail Template for Event-Invitations? I work with the German Version of the Free Version. I know how I can modify eMail alerts or Signature Templates, but where I can other eMails modify you send out? Thank you for your answer. Regards, Juerg

    • Service Title in Service Report Template Builder

      I am currently working on the Service Report Template Builder in Zoho FSM. I have created three separate service report templates for different workflows: Preventive Maintenance Report Requested Service Report Installation Report My issue is that I cannot

    • Zoho Sign for Zoho Projects

      Documents authorization and validation with signature is now easier in project management with Zoho Projects' Zoho Sign extension. Sign documents or send them for signatures directly from tasks and issues using Zoho Sign extension in Zoho Projects. Extension

    • Deluge Learning Series – Best Practices in Deluge | December 2025

      We’re excited to bring you the next session of the Deluge Learning Series, focused entirely on writing cleaner, faster, and more reliable Deluge code. In this edition, we’ll dive deep into the essential best practices every Deluge developer should follow

    • Associate a Contact to a Campaign using deluge?

      If I want to add one record to another related list, which zoho function do I use? zoho.updateRelatedRecord is not it I don't think.  I simply want to take a "Contact" and associate it to a "Campaign" using deluge.  Can anyone help? contactId = 5122008000000796037;

    • Add "Groups" above "Users" in the Zoho Forms Left Menu

      Hi, We have Groups but you have to go to a Form and Share or use the Directory App to manage them, please add "Groups" above "Users" in the Zoho Forms Left Menu so you can manage them in 1 place within Zoho Forms too. Thanks Dan

    • Zoho Books | Product updates | October 2025

      Hello users, We’ve rolled out new features and enhancements in Zoho Books. From iOS 26 updates to viewing reports as charts, explore the updates designed to enhance your bookkeeping experience. Zoho Books Updates for Apple Devices At WWDC 2025, Apple

    • Adding Taxes to paid consultations in Zoho Bookings

      I created a 'paid' consultation under Zoho Booking and integrated it with payment gateways for online/instant payment before a booking is done. How can I add 'taxes' to the price of consultation? I can add taxes to other Zoho apps (liks Books, Checkout,

    • Zoho CRM Reports Module on Mobil App

      I have the mobile app and the reports module doesn't appear in the sidebar for some reason. I saw a Youtube video where the user had the Reports module on mobile. Is there a setting to show it on mobile? Thanks.

    • Inquiry on Help Centre Tab Customisation

      Hi Zoho team, I’m wondering if it’s possible to further customise the Help Center tabs, specifically the descriptions under Knowledge Base, Community, and Tickets. While the current setup allows customising tab names, being able to tailor the descriptions

    • Passing a form object to a function

      Suppose I have a sort_order field in multiple tables and I want to increment it by +1 onCreate of a new record. Is there a way to pass the form object as an argument into the function to keep things DRY? The following function from Zia works, but I'd

    • Can you copy and paste a page within a form?

      I have been looking at trying to copy/duplicate a whole page within a form. I can't see how I can do this without having to add all the data in again. This is very time consuming. Any help would be great.

    • Unable to sort as Descending order

      Trying to change the sort order for a lookup field (checkboxes) from Ascending to Descending and keep getting an error in Deluge that the order must be Ascending Did anyone ran into this? Thanks Eyal

    • How do I copy an email message to one or more other folders?

      I can move a message to another folder using the "move to" option but I can't figure out how to copy a message. 

    • New feature request: Allow copy of email message to another folder

      Hello Zoho team, This is a suggested new feature to allow copy an email message to either another folder or the same folder. Within the same Zoho account. This is not a support request about "label". This is a suggested new feature to allow copies of

    • Hotmail is blocking the zoho mail IP

      Greetings, Since last Tuesday (5 days ago today) I wrote to Zoho support and I still haven't received a single response (Ticket ID: 2056917). Is this how you treat people who pay for your email service? I am making this public so that those who want to

    • Creator Simplified #11: Create a custom button to download files

      Hey there! This time, let's see how to create custom buttons to download the files uploaded in the file upload field. Sample use-case A training app has a module that provides the materials for all the available courses. Students can click on the corresponding

    • Hide horizontal lines at bottom of form

      Hi I have a page with 3 forms embedded in html snippets. On each of the forms I can hide the submit button easily but I am left with the horizontal lines that bound that section and I cannot figure out to remove them (see below for the two sets of horizontal

    • Autosaving of Form Field

      HI can anyone suggest a way of autosaving or simulating an autosave function for a specific field in a form. The story is as follows. I have a bunch of technicians who write notes on how they do a repair. Sometimes they write for a couple of hours the troubleshooting process. If they click incorrectly, press ESC, Cancel or the browser crashes the information is lost which can be heartbreaking so my guys use notepad and then copy the information in. The only way around this is to click submit on the

    • Ask the Experts 26: Brighten every customer interaction with Zoho Desk all year long

      Hello everyone, Greetings and welcome to Ask the Experts 26. As we wrap up 2025, we are excited to invite you to the 26th episode of our Ask the Expert series. 🎄The Merry Metrics Edition = Best of Zoho Desk [Best Practices + Holiday Automation + Year-End

    • Pricing calculator

      Alright, so I'm trying to create a pricing calculator/pricing report generator to use in a cabinet shop. I did all the logic and such, and the calculator works. I have a few other things that I would need it to be able to do though, I'll do my best to

    • Bug Details

      In the Bug detail the milestoneid is missing

    • Is there a way to make a button scroll down?

      Looking to have a button on a landing page scroll down to another section on the page. Any recomendations outside of coding?

    • Stop completed task lists from disappearing?

      Is there any way to stop projects from making tasks lists disappear when all the tasks in the list are completed? That's one of those little things where we're constantly fighting the product. For instance we have some projects which are ongoing - no start and end date. We use Kanban view to show the various task lists. We don't want the kanban list to disappear every time the items on it happen to be closed out. Thanks

    • Allow customers to choose meeting venue and meeting duration on booking page

      My business primarily involves one-to-one meetings with my clients. Given the hybrid-work world we now find ourselves in, these meetings can take several forms (which I think of as the meeting "venue"): In-person Zoom Phone call I currently handle these

    • Booking outside of scheduled availability

      Is there a way for staff (such as the secretary) to book appointments outside of the scheduled availability? Right now to do this special hours must be set each time. There should be a quicker way. Am I missing something?

    • Operation Questions.

      Hello, I hope you are well. To explain a little, we are a company that sells services and products with a technical team responsible for installation and maintenance. Zoho FSM can be useful for the technical team, namely for the technical coordinator

    • Next Page