Actions APIs - Field Updates

Actions APIs - Field Updates




Hello all!!
Welcome back to a fresh Kaizen week.
In the previous weeks, we covered Workflow Rules APIs, Actions APIs - Email Notification APIs, and Tasks Update APIs.
This week, we will continue with another Actions API - the Field Update API in Zoho CRM.

Field Updates in Zoho CRM

The Field Update option helps you automatically update specific field values in records when the associated workflow rule is triggered.

Note: Field Updates can also be used in Blueprint and Approval Processes, but in this post, we will focus only on Field Updates used with Workflow Rules in Zoho CRM.
When multiple leads enter Zoho CRM each day, from small to large industries, the Sales team manages all these entries inside a module. Every single lead is important for a company, whether it comes from a small or large industry. High-profit leads should not be missed and must be treated with high priority, frequent follow-ups, and faster actions to convert them into won deals.

High-profit deals without Field Update

There are chances of missing or failing to prioritize high-profit deals when all entries are cluttered inside the same module. This leads to manual mistakes and confusion for the Sales team. It becomes manual work, which increases the possibility of missing high-profit Leads.

High-profit deals with Field Update

A Field Update + Workflow Rule can solve these issues by creating an automated process. This avoids manual intervention and reduces errors.

Use case
Zylker, an IT solutions provider, wants to give high-priority attention to leads coming from large industries or leads that have a high lead score, especially when the Lead Status is Not Contacted.
Whenever a lead has a Lead Score ≥ 80 and is Not Contacted, the system should automatically update a field called Profit Category and set it to High Profit.

Why Lead Score for our use case?
Lead Score shows how active and interested a lead is. A score of 80 or above means the lead is highly engaged and more likely to convert. This makes it a dependable way to identify important leads that need quick attention.

Scenario
Whenever a lead meets the following conditions:
  1. Lead Score ≥ 80
  2. Lead Status = Not Contacted
The system should automatically update the Profit Category field to High Profit, and add a Contact Immediately tag. This helps the Sales team quickly identify high-profit records even when many records are cluttered in the module.

This can be achieved using a Field Update combined with a Workflow Rule.

Why not just use a Custom View?

A custom view can filter and display leads that meet these conditions, but it still depends on the Sales team to open the view and take action. In a busy Leads module, important leads can be missed or delayed. Also, if you want to perform dependent actions, you will need to create and schedule a custom function manually.
With a Workflow and Field Update, the system emails and also trigger many other actions like Field Update, Webhooks, and so on to your executives about these leads automatically. In our case, the Profit Category and tag are updated the moment the lead meets the condition, making high-profit leads stand out everywhere in CRM - without relying on manual checks or someone remembering to look at a view.

Profit Category mapping based on Lead Score

Profit Category is a custom picklist field in the Leads module.

The following table shows how Zylker classifies profit categories based on Lead Score:

Lead Score

Profit Category

20-40

Minimal Profit

40-60

Average Profit

60-80

Good Profit

80+

    High Profit


In this use case, we focus only on the High Profit category.
Let us now see how to enable a Field Update in Zoho CRM through the UI.

Creating a Field Update via UI

To create a Field Update in Zoho CRM, follow the steps below:
  1. Go to Setup > Automation > Actions > Field Updates.
  2. Click Create Field Update.
  3. Enter the Name of the field update.
  4. Select the Module.
  5. Choose the Field that should be updated.
  6. Provide the value to be updated that must be applied.
  7. Save the Field Update.
Field Update Configuration
In this use case, a Field Update is created to modify the Profit Category field when the workflow rule is triggered.

Field Update Details:
  1. Name: Profit Category
  2. Module: Leads
  3. Field to Update: Profit Category
  4. New Value: High Profit
This Field Update will be used as an action inside the workflow rule.
How to create the workflow for this use case and associate this Field Update with the workflow has been covered in the following section of this post.

UI - Field Update Creation View

Creating a Field Update via API

You can create a Field Update using the Create Field Update API available from Zoho CRM API version 8.
Request URL:  {{api-domain}}/crm/v8/settings/automation/field_updates
Request Method: POST
Input JSON


{
    "field_updates": [
        {
            "name": "Profit Category ",
            "module": {
                "api_name": "Leads",
                "id": "5725767000000002175"
            },
            "type": "static",
            "feature_type": "workflow",
            "field": {
                "api_name": "Profit_Category",
                "id": "5725767000008570298"
            },
            "value": "High Profit"
        }
    ]
}


Keys explanation

                         Key

                        Explanation

field_updates

 

Holds all details to create a field update.

name

Field Update name

module

Specify the module details

module.api_name

Represents the module API name. In our case, it is "Leads" module.

module.id

Represents the System ID for the module

type

Represents the Update type. Usually “static” for fixed-value updates.

feature_type

Represents that this Field Update is for workflow Rules.

field

Represents which field should be updated.

field.api_name

Represents the field API name.

field.id

Represents the unique ID of the field.

value

The value to be updated


Sample Response

{
    "field_updates": [
        {
            "code": "SUCCESS",
            "details": {
                "id": "5725767000008604002"
            },
            "message": "field update deleted successfully",
            "status": "success"
        }
    ]
}



A note on the unique ID

You can add:
  1. You need this ID to retrieve, update, and delete the Field Update later.

Retrieve your Field Update

You can retrieve a Field Update by using the Get Field Update API. It lists all available Field Update actions available in your org.

Request URL:  {{api-domain}}/crm/v8/settings/automation/field_updates/5725767000008604002
Request Method: GET

Sample Response:
Below is the sample response returned by Zoho CRM.

{
    "field_updates": [
        {
            "created_time": "2025-11-15T07:57:39-08:00",
            "update_type": null,
            "lock_status": {
                "locked": false
            },
            "apply_assignment_threshold": false,
            "editable": true,
            "module": {
                "api_name": "Leads",
                "id": "5725767000000002175"
            },
            "related_module": null,
            "deletable": true,
            "source": "crm",
            "type": "static",
            "created_by": {
                "name": "Patricia Boyle",
                "id": "5725767000000411001"
            },
            "notify": false,
            "feature_type": "workflow",
            "modified_time": "2025-11-15T07:57:39-08:00",
            "field": {
                "api_name": "Profit_Category",
                "id": "5725767000008570298"
            },
            "dependent_fields": null,
            "associated": false,
            "related_records": null,
            "name": "Profit Category Leads",
            "modified_by": {
                "name": "Patricia Boyle",
                "id": "5725767000000411001"
            },
            "id": "5725767000008604002",
            "value": "High Profit"
        }
    ]
}


Note: This API helps you fetch all the details of a specific Field Update using its unique ID. Also, you can create a workflow and associate the created Field Update action using its unique ID.

Workflow Rule Configuration 

Trigger:
  1. When a Lead is created or edited.
Condition:
  1. Lead Score is greater than or equal to 80.
  2. Lead Status is currently Not Contacted.
Actions:
  1. Associate the created Field Update action: High Profit
  2. Add a Contact Immediately tag to the record.

Workflow Rule and Field Update action via UI

Configuring Workflow and associating the Field Update action

Workflow Rule and Field Update action via API
Create a Workflow:
You can use the Configure Workflow Rule API to create a workflow.

Associate the Field Update:

You can associate the Field Update action with the workflow by using the unique ID of the Field Update.
Retrieve the Field Update ID using the Get Field Updates API.

Request URL:  {{api-domain}}/crm/v8/settings/automation/workflow_rules
Request Method: POST

Sample Input:

{
    "workflow_rules": [
        {
          .
          .
          .

            "execute_when": {
                "details": {
                    "trigger_module": {
                        "api_name": "Leads",
                        "id": "5725767000000002175"
                    },
                },
                "type": "create_or_edit"
            },
            "module": {
                "api_name": "Leads",
                "id": "5725767000000002175"
            },
            "conditions": [
                {
                    "instant_actions": {
                        "actions": [
                            {
                               
                                "name": "Profit Category",
                                "details": {
                                    "module": {
                                        "api_name": "Leads",
                                        "id": "5725767000000002175"
                                    }
                                },
                                "id": "5725767000008604002",   //associating the created Field Update with the Workflow.
                                "type": "field_updates"
                            },
                            {
                                "name": "High Priority Deal",
                                "details": {
                                    "module": {
                                        "api_name": "Leads",
                                        "id": "5725767000000002175"
                                    },
                                    "over_write": false,
                                    "tags": [
                                        {
                                            "name": "High Priority Deal",
                                            "id": "5725767000008570458",
                                            "color_code": "#63C57E"
                                        }
                                    ]
                                },
                                "id": "5725767000008570470",
                                "type": "add_tags"
                            }
                        ]
                    },
                    "criteria": {
                        "group_operator": "AND",
                        "group": [
                            {
                                "comparator": "greater_equal",
                                "field": {
                                    "api_name": "Entity_Scores__s.Score", //Lead Score's API name
                                    "id": "5725767000002324045" 
                                },
                                "type": "value",
                                "value": "80"
                            },
                            {
                                "comparator": "contains",
                                "field": {
                                    "api_name": "Lead_Status",
                                    "id": "5725767000000002611"
                                },
                                "type": "value",
                                "value": "Not Contacted"
                            }
                        ]
                    }
                }
            ]
            .
            .
            .
        }
    ]
}


For more details on Workflow Rules using APIs, refer to Kaizen #213 - Workflow APIs - Part 1, Part 2, and Part 3.


Edit your existing Field Update

You can update an existing Field Update using the Update Field Update API. To update it, use the unique ID of the Field Update in the request URL. Use Get Field Update API to get the required Field Update ID.

Request URL:  {{api-domain}}/crm/v8/settings/automation/field_updates/5725767000008599001
Request Method: PUT

Input JSON

{
    "field_updates": [
        {
            "name": "Profit Category - Updated", //updated the response
            "field": {
                "api_name": "Profit_Category",
                "id": "5725767000008570298"
            },
            "value": "Good Profit" //updated value
        }
    ]
}


Note:
  1. Only the configured modules cannot be updated using the PUT - Field Update API call. The rest of the fields can be updated.
  2. The updated value must be valid for the field type. For example, picklist fields accept only existing picklist options. 
  3. After updating a Field Update, any workflow linked to it will automatically start using the updated configuration.

Delete Your Existing Field Update

You can delete an existing Field Update using the Delete Field Update API. To delete it, you must use the unique ID of the Field Update in the request URL.
 If you do not know the ID, use the Get Field Update API to retrieve it.

Request URL:  {{api-domain}}/crm/v8/settings/automation/field_updates/5725767000008599001
Request Method: DELETE

Sample Response:

{
    "field_updates": [
        {
            "code": "SUCCESS",
            "details": {
                "id": "5725767000008604002"
            },
            "message": "Field update deleted successfully",
            "status": "success"
        }
    ]
}




Note
  1. You cannot delete a Field Update if it is currently associated with any Workflow, Blueprint, or Approval Process. Remove the Field Update from the workflow first, and then try deleting it.

We hope this post helps you understand how to use Field Updates through the Zoho CRM Actions API - Field Update API.


Try it out, and let us know your experience in the comments section or reach out to us at support@zohocrm.com.
Stay tuned for more insights in our upcoming Kaizen posts!

Cheers!





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                                  • Button to Reapply Filters on Sheet(s)

                                    I wrote a macro that I attached to a button to reapply the filters on all my sheets and it says it works, but it doesn't actually do anything. What is wrong with it? Is there another way? Or even make it work for one sheet? Sub UniversalFilterRefresh()

                                  • Outlook - Zoho CRM Calendar Integration

                                    I'm facing an issue integrating Outlook with Zoho CRM. Has anyone successfully connected their Outlook to Zoho, and are all your meetings and emails being captured correctly in the CRM? Any insights or troubleshooting tips would be appreciated

                                  • Zoho OAuth Connector Deprecation and Its Impact on Zoho Desk

                                    Hello everyone, Zoho believes in continuously refining its integrations to uphold the highest standards of security, reliability, and compliance. As part of this ongoing improvement, the Zoho OAuth default connector will be deprecated for all Zoho services

                                  • How to drag row(s) or column(s)?

                                    Hi. Selecting a row or column and then dragging it to a new position does not seem to work. Am i missing something or this is just not possible in Zoho Sheet? Cheers, Jay

                                  • Flexible Partial-Use Coupons (Stored Value Credits)

                                    Subject: Feature Request: Ability for users to apply partial coupon balances per transaction Problem Statement Currently, our coupons are "one-and-done." If a user has a $50 coupon but only spends $30, they either lose the remaining $20 or are forced

                                  • Unable to Assign Multiple Categories to a Single Product in Zoho Commerce

                                    Hello Zoho Commerce Support Team, I am facing an issue while assigning categories to products in Zoho Commerce. I want to assign multiple categories to a single product, but in the Item edit page, the Category field allows selecting only one category

                                  • How do I add todays date to merge field

                                    I don't see any selection of todays date when creating a letter. Surely the date option of printing is standard? John

                                  • Polish signer experience to compete with docusign

                                    I would like to suggest that someone spend the little bit of time to polish the signer experience, and the email templates to more of a modern professional feel. They are currently very early 2000s and with some simple changes could vastly improve the

                                  • Add RTL and Hebrew Support for Candidate Portal (and Other Zoho Recruit Portals)

                                    Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to set the Candidate Portal to be Right-to-Left (RTL) and in Hebrew, similar to the existing functionality for the Career Site. Currently, when we set the Career Site

                                  • Uplifted homepage experience

                                    Hello everyone, Creating your homepage is now much easier, more visual, and more impactful. Until now, your homepage allowed you to display custom views, widgets, analytic components, and Kiosk. With the following improvements, the homepage is now a smarter,

                                  • Add an background image to an email template in CRM

                                    Hi all, We wants to put an background image behind all our email templates. Is there a way to import this thru html. If i put the option background image in <body style="background-image:...</body> and i look to the preview it shows our background, but

                                  • Tracking Emails sent through Outlook

                                    All of our sales team have their Outlook 365 accounts setup with IMAP integration. We're trying to track their email activity that occurs outside the CRM. I can see the email exchanges between the sales people and the clients in the contact module. But

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