Kaizen 221 - Workflow & Actions Reports APIs

Kaizen 221 - Workflow & Actions Reports APIs


Over the last few weeks, we have joined Zylker Cloud Services as they restructured their automation ecosystem using Workflow APIs and Actions APIs. Along the way, we discovered how to audit workflows, update old rules, create new ones, and manage associated actions like emails, tasks, field updates, and webhooks, all using APIs.

But as their automated ecosystem has grown to nearly 100 workflow rules, a new challenge has emerged for the system administrators: Are these workflows actually doing what they were built to do? Are these automations actually working day-to-day?

A workflow can be perfectly configured yet have no impact if it never runs. A webhook could be sending data to a dead endpoint, or a critical email notification might go silent without anyone noticing.

While the CRM UI allows them to click into any single workflow to see its execution details or check the status of a specific webhook, this data is trapped in dozens of individual screens. To answer strategic questions like "What's the overall health of our automation?" or "Where should we focus our optimization efforts?", they would need to manually open, check, and compile data from over a hundred different places.

This is where the Reporting APIs become indispensable. They allow Zylker to aggregate all this scattered UI data into their central dashboard,  which supports proactive governance at scale.

STEP 1: Find workflows with heavy or complex actions 

Using Get Actions Count in Workflow Rules  

During their initial audit, Zylker noticed something interesting: within the same module, some workflows had just one or two actions, while others had ten or more bundled together. While this inconsistency wasn't necessarily wrong, after years without a cleanup they wanted to review which workflows had become particularly complex and decide whether they needed updating or splitting.

To identify such rules systematically, they call:

GET {api-domain}/crm/v8/settings/automation/workflow_rules/actions/actions_count?ids={id1, id2, id3, ..}

This API returns a detailed count of how many actions each rule contains. Using the response from API, the admins can choose to work on the Workflow Rules by complexity. In the UI, this requires inspecting workflows one by one. But using this API, up to 100 Workflows can be inspected in a single API call. The entire system can be analyzed in a matter of seconds!

Here is what the response looks like:

{

    "workflow_rules": [

        {

            "id": "4876876000016390024",

            "conditions": [

                {

                    "sequence_number": 1,

                    "instant_actions": {

                        "actions_count": [

                            {

                                "type": "field_updates",

                                "value": 1

                            },

                            {

                                "type": "add_tags",

                                "value": 1

                            },

                            {

                                "type": "email_notifications",

                                "value": 1

                            },

                            {

                                "type": "webhooks",

                                "value": 1

                            }

                        ]

                    },

                    "scheduled_actions": [

                        {

                            "actions_count": [

                                {

                                    "type": "tasks",

                                    "value": 1

                                }

                            ]

                        }

                    ],

                    "id": "4876876000016390025"

                }

            ]

        },

        {

            "id": "4876876000011208001",

            "conditions": [

                {

                    "sequence_number": 1,

                    "instant_actions": {

                        "actions_count": [

                            {

                                "type": "assign_owner",

                                "value": 1

                            }

                        ]

                    },

                    "scheduled_actions": null,

                    "id": "4876876000011208002"

                },

                {

                    "sequence_number": 2,

                    "instant_actions": {

                        "actions_count": [

                            {

                                "type": "assign_owner",

                                "value": 1

                            }

                        ]

                    },

                    "scheduled_actions": null,

                    "id": "4876876000011208004"

                },

                {

                    "sequence_number": 3,

                    "instant_actions": {

                        "actions_count": [

                            {

                                "type": "assign_owner",

                                "value": 1

                            }

                        ]

                    },

                    "scheduled_actions": null,

                    "id": "4876876000011208006"

                }

            ]

        }

        // ...other workflow rules omitted for brevity

    ]

}

 

The response is a granular breakdown, not just a simple total. For each workflow rule (id), you see every condition (sequence_number). Within each condition, the actions_count array under instant_actions and scheduled_actions lists the type of each action (email_notifications, webhooks, tasks, etc.) and the count (value) of that specific action type in that section.

In simple terms, the API tells us: For every workflow, for every condition, how many actions does it perform, and what kind are they?

STEP 2: Diagnose execution health: Is it working or just configured? 

Using get Workflow Rule usage report API

Identifying complex workflows is important, but Zylker’s admins also need to figure out if they are are actually working. This is a crucial part of automation governance.

A workflow might be executing regularly, but an email notification configured inside it may bounce every time. A webhook may silently fail due to a server issue. These operational issues are difficult to detect by simply knowing whether a workflow has executed.

In the CRM UI, admins can click View Usage for a workflow. But this still exposes information one rule at a time and without aggregation across rules. When you operate nearly a hundred workflows, this method does not scale.

To understand action-level outcomes inside a specific workflow, Zylker uses:

GET {api-domain}/crm/v8/settings/automation/workflow_rules/{workflow_rule_ID}/actions/usage?executed_from={from_date}&executed_till={to_date}

This API returns rich statistics, including:

  • how many times the workflow executed

  • how many times each action inside it succeeded or failed

  • delivery metrics for emails (open, sent, delivered, bounced, clicked)

  • scheduled vs. instant action performance

  • which conditions executed successfully

Here is a sample response:

{

    "workflow_rules": [

        {

            "trigger_count": 3,     // Total times this workflow was triggered

            "name": "High Value Lead Rule",    // Workflow name

            "id": "4876876000013248001",      // Workflow ID

 

            "conditions": [       // Usage details grouped per condition

                {

                    "instant_actions": {

                        "actions": [      //Instant actions execution details

                            {

                                "queue_count": 0,   //Asynchronous actions pending for execution in the queue

                                "related_details": { //Email delivery metrics for bulk email_notifications actions

                                    "bulk_mail": false,

                                    "unopened": 0,

                                    "sent_percentage": 100,

                                    "opened": 1,

                                    "delivered": 1,

                                    "unsent": 0,

                                    "bounced": 0,

                                    "clicked": 0,

                                    "sent": 1

                                },

                                "name": "High revenue Lead added", //Action name

                                "success_count": 1,    // Number of successful executions

                                "failure_count": 0,    // No failures for this action

                                "id": "4876876000016390103",   // Action ID

                                "type": "email_notifications",        // Action type

                                "associated_time": "2025-10-16T16:19:58+05:30" // When this action was added to the workflow

                            },

                      ...... //omitted for brevity

 

                        ]

                    },

 

                    "scheduled_actions": [     // Scheduled actions usage metrics

                        {

                            "id": "4876876000016390118",  // ID of the scheduled action block

                            "actions": [

                                {

                                    "queue_count": 0,      //Asynchronous actions pending for execution in the queue

                                    "related_details": {   //Email delivery metrics for bulk email_notifications actions

                                        "bulk_mail": false,

                                        "unopened": 0,

                                        "sent_percentage": 100,

                                        "opened": 1,

                                        "delivered": 1,

                                        "unsent": 0,

                                        "bounced": 0,

                                        "clicked": 0,

                                        "sent": 1

                                    },

                                    "name": "High revenue Lead added",

                                    "success_count": 1,   // Number of successful executions

                                    "failure_count": 1,   // Number of failures

                                    "id": "4876876000016390103",

                                    "type": "email_notifications",

                                    "associated_time": "2025-10-16T16:19:58+05:30"

                                }

                            ]

                        }

                    ],

 

                    "usage_count": 2,      // The number of times this condition matched

                    "id": "4876876000013248002"     // Condition ID

                },

 

                // more condition blocks omitted for brevity

           ],

 

            "reset_time": "2025-10-16T16:23:04+05:30"       //When usage metrics were last reset

        }

    ]

}

 

 

This single API call provides what would take hours of manual UI investigation, i.e., a complete performance audit. By scripting this for their key workflows, Zylker transforms workflow management from a time-consuming manual task to an easy, automated process.

STEP 3: Monitor system-wide integration health 

The workflow usage report gave Zylker deep insight into individual workflows. But they still have unanswered questions about their external integrations.

Zylker relies on webhooks to push deal data to their project management tool, sync contacts to their marketing platform, and notify their support system. A single failing webhook can break an entire business process, and these failures often happen silently.

The CRM UI provides detailed views of each webhook's activity. However, identifying patterns across all integrations, like silent failures or volume anomalies, requires manually consolidating data from multiple screens. For teams with many integrations, this consolidation becomes time-consuming to perform regularly.

Zylker solves this by using the Webhooks Actions Usage Report API to get time-series data for all integrations at once, followed by the Get Action Failures API for diagnostics.

 3.1 Track volume trends and spot anomalies  using Webhooks Actions Usage Report API

They call the usage report API grouped by date and resource to see daily call volumes:

GET {api-domain}/crm/v8/settings/automation/webhooks/actions/usage_reports?group_by=date,resource&type=webhooks&from_date={date}

Sample Response:

{

    "data_usage": [

        {

            "date": "2025-12-09",

            "resource": {

                "name": "Premium Lead Alert",

                "id": "4876876000016390771"

            },

            "count": 4,

            "type": "webhooks"

        },

        {

            "date": "2025-12-09",

            "resource": {

                "name": "Deal to Project Sync",

                "id": "4876876000017550012"

            },

            "count": 4,

            "type": "webhooks"

        },

        {

            "date": "2025-12-09",

            "resource": {

                "name": "Contact to Marketing Platform",

                "id": "4876876000017550018"

            },

            "count": 8,

            "type": "webhooks"

        },

        {

            "date": "2025-12-08",

            "resource": {

                "name": "Deal to Project Sync",

                "id": "4876876000017550012"

            },

            "count": 8,

            "type": "webhooks"

        },

        // ...omitted for brevity ...

        {

            "date": "2025-12-07",

            "resource": {

                "name": "Deal to Project Sync",

                "id": "4876876000017550012"

            },

            "count": 1, //  Anomaly: very low number

            "type": "webhooks"

        },

        // ... remaining entries omitted for brevity ...

    ],

    "info": {

        "max_limit": 2500,

        "per_page": 200,

        "count": 12,

        "page": 1,

        "more_records": false

    }

}

 

The response provides a daily log of which webhooks fired and how often. The real insight comes from analyzing two key patterns:

  1. Missing activities: If a webhook that typically appears daily suddenly has no entries for multiple days, it indicates the upstream workflow has stopped. This is a silent business process failure.

  2. Volume Anomalies: If a normally steady webhook shows a 300% spike in daily calls, it could indicate system errors generating duplicate records, or legitimate business surges worth investigating.

From the response data, Zylker can instantly spot that the Deal to Project Sync webhook's execution dropped to just 1 call on a specific day, which is a volume anomaly. Meanwhile, the Premium Lead Alert webhook may be missing entirely from recent dates, which is a missing activity alert.

 3.2 Investigate Webhooks failures with Get Action Failures API - Webhooks 

Volume anomalies tell Zylker that something is wrong. To understand what went wrong and where, they need detailed failure diagnostics.

For this, they use the Get Action Failures – Webhooks API:

GET {api-domain}/crm/v8/settings/automation/webhook_failures?from=2025-10-15&to=2025-10-22

You can optionally filter by:

  • webhook_id : to focus on a specific webhook

  • module : to see failures only for a specific module

  • from and to : to restrict the date range (max 90 days). 

Sample Response:

{

    "webhook_failures": [

        {

            "webhook": {      // The webhook that failed

                "name": "Premium Lead Alert",

                "id": "4876876000016390771"

            },

            "entity_details": {    // Record that triggered the webhook

                "module": {

                    "api_name": "Leads",

                    "id": "4876876000000002175"

                },

                "name": "Freelancer.com",

                "id": "4876876000016474049"

            },

            "failure_time": "2025-10-21T17:08:07+05:30", // When the failure occurred

            "failure_reason": "page_notfound",  // Why it failed (e.g., page_notfound, unauthorized, timeout)

            "id": "4876876000016474075",        // Failure entry ID

            "workflow_rule": {         // Workflow that triggered this webhook

                "name": "WF-C",

                "id": "4876876000016390881"

            }

        },

//... omitted for brevity

    ],

    "info": {

        "per_page": 200,

        "count": 17,

        "page": 1,

        "more_records": false

    }

}

 

With a single request, Zylker now has a clear picture of exactly which workflows are causing failures, which records are impacted, and the precise technical reason for the failure. With this information at hand, they can promptly fix the issues and ensure that critical integrations do not silently break.

STEP 4: Ensure reliable communication through Email Notifications usage reports 

Emails sent through workflows drive essential actions at Zylker. Sales managers get notified when high-value leads enter the system, account directors get alerted on lost deals, and service teams receive escalations. If these triggered emails are not sent consistently or begin spiking unexpectedly, decision-makers may be blind to critical updates.

To understand how workflow-triggered emails are being used over time, Zylker uses the Email Notification Actions Usage Report API.

Sample Request:

GET {api-domain}/crm/v8/settings/automation/email_notifications/actions/usage_reports?group_by=date,resource,type&type=email_notifications&from_date=2025-12-01

Sample Response:

 

{

  "data_usage": [

    {

      "date": "2025-12-09",       // When the email was triggered

      "resource": {

        "name": "Lost Deal Alert",  // Email notification name

        "id": "4876876000013500873"

      },

      "count": 5,                 // Number of times it was sent that day

      "type": "email_notifications"

    },

    {

      "date": "2025-12-09",

      "resource": {

        "name": "High Value Lead Notification",

        "id": "4876876000016390889"

      },

      "count": 2,

      "type": "email_notifications"

    },

    {

      "date": "2025-12-08",

      "resource": {

        "name": "Lost Deal Alert",

        "id": "4876876000013500873"

      },

      "count": 8,   // Higher usage on this day

      "type": "email_notifications"

    }

    // ... additional entries omitted

  ],

  "info": {

    "max_limit": 2500,

    "per_page": 200,

    "count": 18,

    "page": 1,

    "more_records": false

  }

}

By reviewing usage trends over time, Zylker can spot early signs of issues at either layer. If an email notification that normally triggers every day suddenly shows zero usage, it could mean the workflow condition has stopped matching, or it might indicate a failure due to factors like bounced addresses, inactive users, or restricted mail settings. Likewise, an unexpected spike in email executions might reveal either a legitimate business surge or a workflow repeatedly triggering because of duplicate records, import errors, or incorrect criteria.

In either case, Zylker is now in a position to take informed decisions.

Conclusion 

Zylker began this journey wanting stronger workflow automation. Along the way, they learned how to discover, configure, update, and extend workflow rules and actions using APIs. But as their automation ecosystem grew, a new responsibility emerged regarding governing what they had built.

The Reports APIs complete that responsibility.

With this complete toolkit, Zylker no longer just has automations. They understand them, analyze them, and continuously improve them. Their workflows have evolved from fragile scripts to managed business assets with known performance characteristics and early warning systems.

This concludes our Kaizen series on Workflow & Actions APIs. We hope this series has helped you to build, manage, and govern automation systems in your own organization.

If you have any feedback or questions, please let us know in the comments or reach out to us at support@zohocrm.com.

Until next time, Happy coding!



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                                  • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

                                    Availability Update: 29 September 2025: It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition exclusively for IN DC users. 2 March 2026: Available to users in all DCs except US and EU DC. 24

                                  • Introducing Radio Buttons and Numeric Range Sliders in Zoho CRM

                                    Release update: 1. 2 March 2026: Currently out for CN, JP, AU and CA DCs (Free and standard editions). For other DCs, this will be released by mid-March. 2. 26 March 2026: CA, SA, AU, JP, CN DCs - Free, Standard, Professional, Enterprise, Ultimate, CRM

                                  • Feature Request - A Way To Search Item Groups

                                    Hi Inventory Team, I can't find any way to filter or search by fields of Item Groups. It would be great to see that functionality added. I have a use case where a single product might come from 5 or more suppliers and each supplier's item is an Item in

                                  • Zoho Books/Inventory - Update Marketplace Sales Order via API

                                    Hi everyone, Does anyone know if there is a way to update Sales Orders created from a marketplace intigration (Shopify in this case) via API? I'm trying to cover a scenario where an order is changed on the Shopify end and the changes must be reflected

                                  • Ticket id issues

                                    When I reply a ticket from desktop, it doesn't have ticket id in the subject and it's great. When I reply a ticket from Zoho desk mobile, Zoho adds ticket id in the subject and I don't want that. Please help in this matter.

                                  • Advanced email configuration - agent's name vs. department name

                                    We currently have all four Advanced Configuration options turned ON at the Global-level (Channels > Email > Advanced Configuration) - including the "Show Agent name in Ticket replies and outgoing emails" option. We also had that same option turned ON

                                  • sync two zoho crm

                                    Hello everyone. Is it possible to sync 2 zoho crm? what would be the easiest way? I am thinking of Flow. I have a Custom Module that I would like to share with my client. We both use zoho crm. Regards.

                                  • Add Bounced as an Email Action / Notification for Bounced Emails

                                    This is one of the hard requirements for the clients we're servicing. They want to get an internal email notification whenever the email they sent to their contacts have bounced, so that they can look into it and update the email address. Currently, the

                                  • Files Uploaded to Zoho WorkDrive Not Being Indexed by Search Engines

                                    Hello, I have noticed that the files I upload to Zoho WorkDrive are not being indexed by search engines, including Google. I’d like to understand why this might be happening and what steps I can take to resolve it. Here are the details of my issue: File

                                  • Notebook AI limits

                                    Hi folks, Working with the AI transcription tools in Notebook, on the Mac App, which I find quite handy, but the one thing I am struggling with is the inability to either edit or copy the results of the transcript: I can't click in any of the boxes, and

                                  • not able to convert pdf to jpg and other forms and vice versa.

                                    i want to change my pdf to jpg, word, etc and some times jpg to pdf. i don't know how to do in this.

                                  • What’s New in Zoho Analytics - March 2026

                                    Hello Users! In this month's update, we bring improvements across integrations, security, reporting, and analytics capabilities to help you work with your data more efficiently and with greater control. Explore what’s new and see how these enhancements

                                  • Zoho People > Performance Management > Appraisal cycle

                                    Hello All I am using this 2 users to test out how it work on Performance Management User 1 - Reportee User 2 - Reporting Manager : Li Ting Haley User 1 : Self Appraisal Error How do i fix this error?

                                  • SalesIQ Tip for Admins: Guide Operators in Real-time Without Interrupting the Chat

                                    Consider this. You're a supervisor and you're looking through the active conversations. An associate is mid-chat with a high-value prospect. The prospect asks something unexpected, maybe about a tailor-made subscription plan or a bulk discount that’s

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