Kaizen 214 - Workflow APIs - Part 2
Last week, we discussed how Zylker Cloud Services used the Workflow APIs to discover and audit all the automations in their CRM, listing every workflow, checking triggers, and understanding their automation limits. This week, we take the next step: understanding what configurations are valid before creating or updating workflows via APIs.
Step 4: Workflow Rule Configurations API
When you work in the CRM UI, creating workflows feels straightforward. The interface shows only valid triggers and actions. Try adding an unsupported action, and it simply will not appear. This is because the UI enforces hundreds of rules behind the scenes.
With APIs, these validations must be handled manually. That is where the Workflow Rule Configurations API comes in. It gives all the valid triggers and actions for a given module, preventing errors before they happen.
Why this API matters
Consider two examples:
You want to create a workflow for the Products module based on a Scoring Rule update. The UI hides this option because scoring rules are not supported for Products.
You try to add a Field Update action for a Record Delete trigger. This is invalid, as the record no longer exists. The UI prevents it, but via API, you would get an error if you try to create or update the workflow with this configuration.
The Configuration API removes this guesswork, allowing you to fetch and respect valid triggers and actions.
Sample Request:
GET {api-domain}/crm/v8/workflow_configurations?module=Deals
Sample Response:
{ "workflow_configurations": { "related_triggers_details": [ { "api_name": "Notes", // The API name of the related module that can trigger workflows "module": { // Details about the related module "singular_label": "Note", "plural_label": "Notes", "api_name": "Notes", "name": "Notes", "id": "4876876000000002197" }, "name": "Notes", // Module name "triggers": [ // Available triggers for this related module { "api_name": "create", "deprecated": false, "name": "Create", "scheduled_actions_supported": true, "actions": [ // List of supported actions for this trigger "add_tags", "remove_tags", "email_notifications", "tasks", "create_record", "create_connected_record", "add_meeting", "webhooks", "functions", "flow" ] }, // ... other triggers (create_or_edit, edit, delete) omitted for brevity ] } ], "triggers": [ // Primary triggers for the Deals module itself { "api_name": "score_increase", "deprecated": false, "name": "ScoreIncrease", "scheduled_actions_supported": false, // Indicates whether scheduled actions are allowed for this trigger "actions": [ // Only these instant actions are supported "field_updates", "assign_owner", "add_tags", "remove_tags", "email_notifications", "tasks", "webhooks", "functions", "circuits", "flow" ] }, // ... other triggers omitted for brevity ... ], "actions": [ // Details about available workflow actions { "is_clickable": true, "associate_action": false, "limit_per_action": null, "api_name": "schedule_call", "supported_in_scheduled_action": true, "name": "ScheduleCall", "limit": 1 // Maximum instances per workflow }, { "is_clickable": true, "associate_action": true, "limit_per_action": null, "api_name": "tasks", "supported_in_scheduled_action": true, "name": "Task", "limit": 5 }, // ... other actions omitted for brevity ... ] } } |
Interpreting and using the Workflow Configuration API
The configuration response might look complex, but it gives us all the information we need about configuring Workflow Rules in Zoho CRM, for the specific module.
4.1 "What can trigger my Workflow?"
The triggers array shows all the supported triggers for that specific module.
"triggers": [ { "api_name": "create", "deprecated": false, "name": "Create", "scheduled_actions_supported": true, "actions": [ "field_updates", "assign_owner", "add_tags", "remove_tags", "email_notifications", "tasks", "create_record", "create_connected_record", "add_meeting", "webhooks", "functions", "circuits", "flow" ] }, . . // ... other triggers omitted for brevity ... { "api_name": "score_increase", "deprecated": false, "name": "ScoreIncrease", "scheduled_actions_supported": false, "actions": [ "field_updates", "assign_owner", "add_tags", "remove_tags", "email_notifications", "tasks", "webhooks", "functions", "circuits", "flow" ] } ] |
The response lists all available triggers for the module. For each trigger type, you get:
Trigger conditions: When the workflow will be triggered (on create, edit, score change, etc.)
Action compatibility: Which actions can be used with each trigger type
Scheduled actions support: Whether scheduled actions are supported for that trigger or not.
For instance, the score_increase trigger triggers the workflow when the score of a record is increased. The scheduled_actions_supported key is false for this trigger, which means that this specific trigger type doesn't support scheduled actions. This directly translates to API behaviour: attempting to configure a Workflow Rule via API with a scheduled action for the score_increase trigger will result in an error.
This API constraint is visibly enforced in the CRM interface. When configuring a score-based trigger in the UI:
4. 2. "What can my Workflow actually do?" - Understanding Actions
The actions array defines the execution capabilities of your workflows. For each action type, you get important information like:
Limits per action instance: Maximum number of items that can be processed within a single action instance
Instance limits: How many times this specific action can be added to a condition in the Workflow rule.
Scheduled action support: Whether the action can be added as a scheduled action.
For example, in the add_tags action:
{ "is_clickable": true, "associate_action": false, "limit_per_action": 10, // Maximum 10 tags per Add Tags action "api_name": "add_tags", "supported_in_scheduled_action": true, "name": "AddTags", "limit": 1 // Maximum one Add Tags action per workflow } |
From this data, it is clear that within a single Add Tags action, you can select up to 10 specific tags to add. Similarly, you can only include one Add Tags action instance in the entire workflow rule. Also, this action cannot be used as a scheduled action.
This has direct implications for API users:
Attempting to configure a workflow that adds more than 10 tags in one action will result in an error
Trying to add two separate Add Tags actions to the same workflow will fail
Adding a Add Tags action under scheduled actions section will also result in an error.
In the UI, these constraints are proactively taken care of. As seen in the GIF, if you add fewer than 10 tags, clicking Add Tags again only lets you edit the existing action. Also it lets you add only up to 10 tags in an action. And if you have already added an action with 10 tags, the Add Tags option will no longer be available. Either way, the system prevents any possibility of adding a second Add Tags action, regardless of tag count.
This UI experience is what the Workflow Rules Configuration API replicates for developers. By checking these limits before making API calls, you can build workflows using APIs with the same confidence and error-free experience that UI users have.
4.3. “What can trigger my Workflow from a related module?” – Understanding related triggers
The related_triggers_details array shows how changes in related records can trigger workflows in your primary module. For example, in the Deals module, for the Notes related trigger:
"related_triggers_details": [ { "api_name": "Notes", // The API name of the related module "module": { // Detailed information about the related module "singular_label": "Note", "plural_label": "Notes", "api_name": "Notes", "name": "Notes", "id": "4876876000000002197" }, "name": "Notes", // Module name "triggers": [ // Available triggers for this related module { "api_name": "create", // Trigger when related records are created "deprecated": false, "name": "Create", "scheduled_actions_supported": true, "actions": [ // Supported workflow actions for this trigger "add_tags", "remove_tags", "email_notifications", "tasks", "create_record", "create_connected_record", "add_meeting", "webhooks", "functions", "flow" ] }, // ... other triggers (create_or_edit, edit, delete) omitted for brevity ] } ] |
For each related module, you get:
Module information: Details about the related module that can trigger workflows.
Available triggers: The actions on the related record (create, edit, delete, etc) that can trigger the workflow.
Supported actions: For each trigger, the actions that are supported for that specific trigger.
For instance, the Notes related trigger allows you to create workflows that execute when notes are added to deals. The configuration shows that when a note is created, your workflow can perform actions like sending email notifications, creating tasks, triggering webhooks, and more.
If you try to include an unsupported trigger or unsupported action, the API call will fail. For example, adding a field_updates action for a Notes create trigger . The configuration API response clearly shows that field_updates is not among the supported actions for Notes-related triggers.
The API also gives us important differences between trigger-action configurations. For example, while field_updates action is supported for the create trigger for the main module (Deals), the same action is not supported for the related module (Notes) create trigger. These distinctions would otherwise only be discovered through API errors.
In the UI, this limitation is enforced. When setting up a workflow triggered by Notes, the "Field Updates" action does not appear in the available actions list.
By checking the related_triggers_details section before making API calls, you can discover exactly which actions are supported for each related module trigger, thus avoiding configuration errors while creating or updating Workflow rules.
Conclusion
The Workflow Configuration API transforms how we approach automation development through APIs. Instead of discovering constraints through failed API calls, we can now design workflows with the right configuration, without any trial-and-error methods. It gives us complete visibility into all valid trigger-action combinations before a single line of code is written, enough information to build automations triggered by related records, and limit awareness to respect action constraints before they become API errors.
For Zylker, this means we can now confidently proceed with updating the old Workflow rules and creating new ones. In our next post, we will put this knowledge into action.
We hope that you found this post useful. If you have any questions or feedback, let us know in the comments below, or write to us at support@zohocrm.com. We would love to hear from you!
Topic Participants
Anu Abraham
Sticky Posts
Kaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achievedKaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script
Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.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 theKaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! 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 #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.
Recent Topics
Ability to Link Reported Issues from Zoho Desk to Specific Tasks or Subtasks in Zoho Projects
Hi Zoho Desk Team, Hope you're doing well. When reporting a bug from Zoho Desk to Zoho Projects, we’ve noticed that it’s currently not possible to select an existing task or subtask to associate the issue with. However, when working directly inside ZohoAutomatically Update Ticket Status in Zoho Desk Based on Actions in Zoho Projects
Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to manage tasks related to customer tickets, and it works well for linking and tracking progress. However, there are a few important automation capabilitiesPrint Tickets
We have field engineers who visit customers. We would like the option to print a job sheet with full details of the job and account/contact details.Zoho Desk integration with Power BI
Hi, I want to be able to create a Power BI report which has live updates of ticket data from zoho desk, is this possile at all? Thanks JackAbility to Attach Images When Reporting Issues to Zoho Projects from Zoho Desk
Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to report bugs directly from support tickets into the Zoho Projects issue tracker. This integration is extremely useful and helps us maintain smooth coordinationAbility to Choose Task List and Add Subtasks When Creating Tasks from Zoho Desk
Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to seamlessly connect customer tickets with project tasks. While the integration works great overall, we noticed two important limitations that affect our workflowSync Task Status from Zoho Projects to Zoho Desk
Hi Zoho Desk Team, Hope you’re doing well. We’re actively using the Zoho Desk–Zoho Projects integration, which helps our support and project teams stay aligned. However, we noticed that when we change a task’s status in Zoho Projects, the change is notDefault/Private Departments in Zoho Desk
1) How does one configure a department to be private? 2) Also, how does one change the default department? 1) On the list of my company's Zoho Departments, I see that we have a default department, but I am unable to choose which department should be default. 2) From the Zoho documentation I see that in order to create a private department, one should uncheck "Display in customer portal" on the Add Department screen. However, is there a way to change this setting after the department has been created?Retainer invoice in Zoho Finance modlue
Hello, Is there a way of creating retainer invoices in the Zoho Finance module? If not can I request this is considered for future updates please.Limited layout rules in a module
There is a limit of 10 layout rules per module. Is there a way to get that functionality through different customization or workflow + custom function (easily accessible), etc. Having just 10 is limiting especially if module contains a lot of data. AreCan we do Image swatches for color variants?
We want to do something like the attached screenshot on our new zoho store. We need image swatches instead of normal text selection. We want to user to select an image as color option. Is this doable? I don't see any option on zoho backend. Please hHow Zoho Desk contributes to the art of savings
Remember the first time your grandmother gave you cash for a birthday or New Year's gift, Christmas gift, or any special day? You probably tucked that money safely into a piggy bank, waiting for the day you could buy something precious or something youZoho CRM IP Addresses to Whitelist
We were told to whitelist IP addresses from Zoho CRM. (CRM, not Zoho Mail.) What is the current list of IP Addresses to whitelist for outbound mail? Is there a website where these IP addresses are published and updated? Everything I could find is overColor of Text Box Changes
Sometimes I find the color of text boxes changed to a different color. This seems to happen when I reopen the same slide deck later. In the image that I am attaching, you see that the colors of the whole "virus," the "irology" part of "virology," andThe difference between Zoho Marketing Automation and Zoho Campaigns
Greetings Marketers! This post aims to differentiate between Zoho Marketing Automation and Zoho Campaigns. By the time you get to the end of the post, you will be able to choose a product that objectively suits you. What is Zoho Marketing Automation?When moments in customer support get "spooky"
It’s Halloween again! Halloween is celebrated with spooky symbols and meanings based on history and traditions, with each region adding its own special touch. While we were kids, we would dress up in costumes along with friends, attend parties, and enjoyHow to use Rollup Summary in a Formula Field?
I created a Rollup Summary (Decimal) field in my module, and it shows values correctly. When I try to reference it in a Formula Field (e.g. ${Deals.Partners_Requested} - ${Deals.Partners_Paid}), I get the error that the field can’t be found. Is it possibleZoho Mail Android app update - View emails shared via Permalink on the app.
Hello everyone! In the latest version(v2.8.2) of the Zoho Mail Android app update, we have brought in support to access the emails shared via permalink within the app. Earlier, when you click the permalink of an email, you'll be redirected to a mobileLet 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 forWeekly Tips: Manage External Images in Zoho Mail
When you receive emails every day, whether from clients, newsletters, or services, many of them contain external images that automatically load when you open the message. While this can make emails look more engaging, it can also impact your privacy andEmpowered Custom Views: Cross-Module Criteria Now Supported in Zoho CRM
Hello everyone, We’re excited to introduce cross-module criteria support in custom views! Custom views provide personalized perspectives on your data and that you can save for future use. You can share these views with all users or specific individualsHow to display Motivator components in Zoho CRM home page ?
Hello, I created KPI's, games and so but I want to be able to see my KPI's and my tasks at the same time. Is this possible to display Motivator components in Zoho CRM home page ? Has someone any idea ? Thanks for your help.Introducing Record Summary: smarter insights at your fingertips
Hello everyone, We’re excited to introduce the Record Summary feature. This powerful addition makes use of Zia to simplify how you interact with your CRM data, providing a seamless, consolidated view of critical record information. Scrolling through theAccount in Quick View Filter
I have a report that I often run against a specific Account. Every time, I have to go into the edit menu and change the Advanced Filter. I would prefer to use the Quick View Filter, but it does not allow me to use the one and only field that makes anyInsert Cookie Policy in Zoho Sites
Hello, i need to insert a banner on my site because i'm in Italy so i have to respect EU laws for Cookie Policy and Privacy Policy. I see that i need to insert a code in <head> section of my site to show a banner/popup with cookie info. How i can do this? Thank you LucaCliq iOS can't see shared screen
Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? RegardsUnable to confirm Super Admin assignment — confirmation button not working
I’m trying to change the roles within my organization. I am currently a super admin and would like to add another user as a super admin. When I attempt to confirm the action, a screen appears asking for my password to verify my identity. However, whenDelegates should be able to delete expenses
I understand the data integrity of this request. It would be nice if there was a toggle switch in the Policy setting that would allow a delegate to delete expenses from their managers account. Some managers here never touch their expense reports, andLet's Talk Recruit: Meet Zia, your all-in-one AI assistant (Part-2)
Welcome back to Let’s Talk Recruit series. In Part 1, we introduced Zia and how AI is reshaping the way recruiters work. This time, we’re taking a closer look at how far Zia has come and how each update continues to simplify your everyday tasks. WhenFunction #9: Copy attachments of Sales Order to Purchase Order on conversion
This week, we have written a custom function that automatically copies the attachments uploaded for a sales order to the corresponding purchase order after you convert it. Here's how to configure it in your Zoho Books organization. Custom Function: Hitstock
bom/bse : stock details or price =STOCK(C14;"price") not showing issue is #N/A! kindly resolve this problemKaizen #8 - Handling Recurrence and Participants in the Events Module via API
Hello everyone! We are back this week with an exciting post—Handling recurrence and participants in the Events module through API. First things first—What is the Events module? "Events" is a part of the Activities module in Zoho CRM. An event is an activity that happens at a given place and time. You can find Events on the user's Zoho CRM's home page, Activities home page, Calendar, and in other related records. What are the types of Events? Events are of two types—Recurring and non-recurring events.Marketer’s Space - Get Holiday-Ready with Zoho Campaigns
Hello marketers, Welcome back to another post in Marketer’s Space! Q4 is packed with opportunities to connect with your audience - from Halloween, Black Friday, and Cyber Monday, to Thanksgiving, Christmas, and New Year. In this post, we’ll look at howPersonalized demo
can I know more about the personalized demo we are construction company andUser Filter not selecting All Items
We are encountering 2 issues when using the user filter. When users are trying to search using the filter option, the OK button is grayed out. Users have to unselect or make a change before it filters properly. 2. When filtering and the OK button works,Can I collect email addresses in a form??
Can I add new subscribers to my email list (hosted in FloDesk) when they check a box and add their email address on a Zoho form?Zoho CRM Android app updates: Kiosk and multiple file upload support for subforms
Hello everyone, We've rolled out new enhancements to the Zoho CRM Android app to bring better mobile CRM experience and efficiency. Let's take a quick look at what's new: Kiosk Multiple file uploads for subforms Kiosk Kiosk is a no-code tool in Zoho CRMAlerts for mentions in comments
We are testing the use of Writer internally and found that when a user is mentioned in a comment, there is no email alert for the mention. Is this something that's configurable, and if so, where can we enable this option?Subform Disabled Fields Should Remain Disabled on Edit/View
Currently, when we disable a subform field using on user input or on add new row, it works perfectly during the initial data entry. However, when the record is saved and reopened for viewing or editing, these disabled fields become editable again. ThisIs it really true that I can't set the default 'deposit to' account in 2025?
I've been using Books for 7 years and the default account has never been a problem. I usually manually reconcile invoices and have never had a thought about which account. It has always been my account. However, I recently noticed that for the past 4Next Page