Kaizen #201 - Answering Your Questions | Webhooks, Functions, and Schedules

Kaizen #201 - Answering Your Questions | Webhooks, Functions, and Schedules


Hello everyone!
Welcome back to another post in the Kaizen series!

We are incredibly grateful for all the feedback we received, and as promised, we will answer all the queries in this Kaizen series.

Last week, in our 200th post, we addressed one of the requests for a detailed guide on Token generation using the Python SDK.

This week, as requested by a user, we will do a detailed comparison between Webhooks, Functions, and Schedules.

Let's dive right in!

In modern CRM automation and business workflows, three key mechanisms stand out for executing custom logic and integrations—Webhooks, Functions, and Schedules. While these might seem similar at first glance, each serves distinct purposes and offers unique advantages depending on your use case.

Understanding when and how to use each approach is crucial for building efficient, scalable, and maintainable automation systems. This Kaizen post will help you navigate these choices with practical use cases and clear guidelines.
Let's see what each of these features means.


1. Webhooks

Event-driven external communication

Webhooks are HTTP callbacks that automatically trigger when specific events occur in your CRM system. Think of them as "reverse APIs" where instead of your app polling for changes, the system pushes notifications to your external endpoints.

Key Characteristics

  • Trigger: Can be triggered by workflows, approvals, and real-time event-based(record creation, updates, deletions).
  • Execution: External to the CRM platform. Send HTTP POST/GET requests to an external URL.
  • Response time: Near-instantaneous.
  • Reliability: Dependent on external endpoint's availability.

When should you use Webhooks?

  • Send simple, real-time notifications to external systems.
  • These are lightweight notifications where you just want to inform external systems that something happened in your CRM, but do not expect a response.
  • Trigger immediate actions in the external app.
  • When data changes happen in your CRM, you can use webhooks to inform the external system of the same and trigger specific actions in the external system.
  • Live notification and alerts.
  • Webhooks can send live notifications and alerts when an important event occurs in CRM. You can use multiple channels like SMS, emails, push notifications, etc., to notify of the event.

Examples

  • Notifying an external system when a lead is converted.
  • Triggering payment processing when invoice status changes.
  • Sending SMS immediately when a high-priority lead is created.

2. Functions

Server-side custom logic

Functions in Zoho CRM are custom code snippets written in Deluge scripting language to execute your custom business logic.

Key Characteristics

  • Trigger: Can be triggered by various events or called directly through APIs, workflows, or button actions.
  • Execution: Internal to the CRM platform as they run on Zoho CRM servers.
  • Response time: Fast.
  • Reliability: High, with in-built error handling mechanisms.
  • Support full Deluge scripting.
  • Can call external APIs and handle responses.

When should you use Functions?

  • Complex business logic that requires access to CRM data
    • Involves complex decision-making processes to compare and analyze data from multiple modules of your CRM or other service. Functions work great here as they can access data via APIs easily.
  • Data validation and transformation
    • You can check for data correctness to align with your business rules and convert them to the right format to use them as necessary at various places. Functions are ideal as they can validate against existing CRM data and apply complex transformation logic in real-time.
  • Custom workflow actions
    • You can orchestrate functions to perform multi-step processes across modules that standard workflow actions cannot perform.

Examples

  • Validating data against business rules before saving.
  • Implement approval workflows with multiple stakeholders.
  • Triggering complex multi-module workflows like converting a lead to a contact and account, triggering workflow rules for the new account, adding a follow-up task to the converted lead, and adding it to marketing campaigns.

3. Schedules

Time-Based Automation

Schedules in Zoho CRM are functions that are executed automatically at specific intervals of time. They are perfect for batch processing, data synchronization, regular clean up, and sending routine reminders.

Key Characteristics

  • Trigger: Time-based schedules like a cron job.
  • Execution: Internal to the CRM platform.
  • Response time: Depends on the schedule frequency.
  • Reliability: High, with automatic retry mechanisms.
  • Support full Deluge scripting.
  • Supports OAuth-based API calls and data fetching from internal or external systems.

When should you use Schedules?

  • Batch data processing
    • Instead of processing records one at a time as they are created or updated, you can batch them all in groups to be processed later, say after business hours. This is not only efficient but also does not impact system performance during peak hours.
  • Synchronize data
    • You can run a schedule to compare data between your CRM and external system and regularly update them to have up-to-date information on both systems.
  • Periodic reporting and analytics of your data
    • Create reports, update dashboards, and analytics like weekly sales performance, at set intervals to ensure your teams and stakeholders have the right data.
  • Maintenance and housekeeping
    • These are the usual behind-the-scenes tasks like archiving old data, deleting temporary files, etc., once a week to keep your CRM system running smoothly.

Examples

  • Daily data backup and archival
  • Weekly sales performance reports
  • Monthly lead scoring recalculation
  • Quarterly data cleanup and deduplication
  • Sync product data in CRM with an external ERP system every eight hours.
Here is a comparison table to help you decide which feature to use.

Feature
Webhooks
Functions
Schedules
Trigger
On CRM events(real-time)
On CRM events/manually
On a schedule(time-based)
Custom Logic
No(send data only)
Yes(custom script in Deluge)
Yes(deluge, time-driven logic)
External Calls
Limited(webhook only)
Extensive(APIs, CRM modules)
Extensive APIs, CRM modules)
Data Manipulation
No
Yes
Yes
Best For
Simple push notifications
Complex workflow automation
Recurring tasks
Examples
Notifying ERP, sending SMS
Auto-updating field, triggering emails
Daily follow-up, weekly performance report

Best Practices

  • Keep it simple. When you need a quick, no-frills integration, go with webhooks first.
  • Put your smarts in one place. Use functions whenever you need custom business rules or to tie together different parts of your CRM.
  • Schedule wisely. If you have regular batch jobs or routine tasks, set them to run on a schedule, ideally during off-peak hours so your team's daily operations are not slowed down by behind-the-scenes processes.
  • Watch and learn. Build in error logging and notifications for both functions and scheduled jobs, so you can catch and fix problems before they snowball.
  • Stay efficient. Remember that functions and scheduled scripts count against your API and execution limits. So, write lean code and keep an eye on your usage.

Begin by pinpointing your unique needs, weigh the pros and cons of each option, and be open to mixing methods when necessary. True automation success depends on solid error handling, ongoing monitoring, and regular upkeep.
We hope you found this post useful. Let us know if you have questions in the comments or drop us an email at support@zohocrm.com.

Cheers!

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

IdeaPrevious Kaizen post - Token generation in Python SDK

    • 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

    Nederlandse Hulpbronnen


      • Recent Topics

      • OUt of office every friday

        Hi, I tryed to configure my out of office, because i'm not working or emailing on fridays. But when i select only friday as unavailable day, the out of office still sets for the whole week. What am I doing wrong?

      • Signature line

        How do I set signature line in email

      • Zoho email

        I cannot send email to mail.ru

      • 【参加無料】東京 Zoho ユーザ交流会 NEXUS ー CRMで始めるマーケティング事例 / AI活用法(Zia Agents)

        ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 3月27日(金)に東京、新橋で東京 Zoho ユーザー交流会 NEXUS を開催します！ 昨年度までより、さらにパワーアップして戻ってきました！ ユーザー活用事例は、2人のユーザーさんからお話しいただきます。Zoho サービスの活用の幅を広げたい方や、他のユーザーの利用法を気軽に知りたい方など、多くの方にとって学びのあるセッションになること間違いなしです✨ また今年は、これまで以上に、AI機能にも焦点を当てて行く予定です。 初回として、Zoho社員からZoho

      • Issue Exporting Data – CSRF Token Invalid Error

        Dear Zoho Team, We are experiencing an issue when exporting data from our Analytics workspace. Whenever we attempt to export data from our analytical pool, the system displays the following alert message: Alert Message: The CSRF token is invalid. It could

      • Deluge Learning Series – Client functions in Deluge | January 2026

        We’re excited to kick-start the first session of the 2026 Deluge Learning Series (DLS) with Client functions in Deluge. For those who are new to DLS, here’s a quick overview of what the series is all about: The Deluge Learning Series takes place on the

      • Zoho Mail 505 error I can not send email

        Hi, I’m having issues sending emails from my custom domain email address. When I send emails to Outlook addresses, I receive an “Undeliverable 505” error. However, emails send and receive correctly when I use Gmail. This is important for my business,

      • Multiple MFA Methods

        With SMS-based MFA methods being discontinued, there is now no way to have mutliple MFA methods. I'd like to add my zoho account on two seperate phones using the Google Authenticator app. In the https://accounts.zoho.com/home#multiTFA/modes you can only

      • Reuse Standalone Function

        I noticed that there's a missing information in documentation to reuse a standalone function and it is because the parameters require an argument. Here is my code and it is working. response = invokeurl [ url: "https://people.zoho.com/api/v3/function/sample/execute"

      • Domain renewals

        Need to know how hoe to renew the domain

      • MX shopify problem

        hello, i added all MX values in my shopify DNS - it shows those values on the shopify panel + your toolkit. I tried to send some email and it works, however on my gmail it says they cant verify this email. When i try to answer into my domain's email -

      • Best Way to Manage Email Notifications While Running a Strategy Website

        I am currently managing a content-based website, and I use Zoho Mail for handling contact forms, user queries, and collaboration emails. One challenge I am facing is organizing incoming emails efficiently, especially when messages come from different

      • What is the maximum email domains ?

        I help manage about 20 associations and I'm looking for a way to centralize them in one place. Does Zoho Mail pro or enterprise support 20-30 domains for 3-5 users each?

      • Add to Workdrive filter

        I'm trying to create a filter that will upload attachments in emails and the e-mail body to a folder in workdrive. I am able to do one or the other (attachment, or e-mail content), but not both. I first tried it using the "Email (EML) + attachment" option.

      • Forgot my admin Panel Id and password

        Sir, I have an account , where a domain mycityestate.in is added for Zoho email , now it is hard for me to manage email because i have forgotten the Email account and password registered with Admin Panel of Zoho. Just need email name which is registered

      • MCP no longer works with Claude

        Anyone else notice Zoho MCP no longer works with Claude? I'm unable to turn this on in the claude chat. When I try to toggle it on, it just does nothing at all. I've tried in incognito, new browsers, etc. - nothing seems to work.

      • Image Compression Options

        Much better if we have level of options to compress the image [20%, 40%...] We are dealing with service reports daily that has before and after photos (image field)- the file size too large and one thing, the current limit is 10mb or 15mb for report

      • Blocklist candidates in Zoho Recruit

        We’re introducing Block Candidate, which helps recruiters to permanently restrict a candidate from applying to current/future job openings. Once the candidate is blocked, they will no longer be able to participate in the recruitment process. This will

      • Pass shipping info to payment gateway Zoho Books to Authorize.net

        For some reason the integration from Zoho books to Authorize.net does not pass the shipping address. Authorize.net is ready to receive it, but zoho books does not send it

      • Knowledgebase SEO

        We have a custom-domain mapped help center that is not restricted via login. I have some questions: a) will a robots.txt file still allow us to control indexing? b) do we have the ability to edit the sitemap? c) do category URLs get indexed by search

      • Problem with CRM Connection not Refreshing Token

        I've setup a connection with Zoom in the CRM. I'm using this connection to automate some registrations, so my team doesn't have to manually create them in both the CRM and Zoom. Connection works great in my function until the token expires. It does not refresh and I have to manually revoke the connection and connect it again. I've chatted with Zoho about this and after emailing me that it couldn't be done I asked for specifics on why and they responded. "The connection is CRM is not a feature to

      • New Features: Repeat Last Action, Insert Cut/Copied Rows/Columns and Hyperlink

        You might have noticed the constant updates to Zoho Sheet of late. Here are 3 more features that have been added to Zoho Sheet recently: F4 - Repeat Last Action Insert Cut/Copied Rows and Columns Insert Hyperlink Here is a screen cast demonstrating each of these features. Read further below to learn more about these new features. F4 - Repeat Last Action: You can now repeat the last action you made on your spreadsheet by using the keyboard shortcut, F4. It is quite handy and helps you get your work

      • Need help getting my mail on iPhone and Tablet

        I need to access my Zoho mail via the iPhone Mail app. I have entered the login name, password and the incoming and outgoing servers, which my Mail Settings page says are imappro.zoho.com and smtppro.zoho.com. The iPhone keeps saying it cannot authenticate.

      • 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

      • Is there a way to show contact emails in the Account?

        I know I can see the emails I have sent and received on a Contact detail view, but I want to be able to see all the emails that have been sent and received between all an Accounts Contacts on the Account Detail view. That way when I see the Account detail

      • How do I bulk archive my projects in ZOHO projects

        Hi, I want to archive 50 Projects in one go. Can you please help me out , How can I do this? Thanks kapil

      • Copy contents of File Upload Field into Workdrive

        Hello, I have set up our CRM so that a Workdrive folder is automatically created for each Deal via workflow, this adds the id of the folder into a dedicated field. We also have a field on each Deal called 'Approved Layout', which is a file upload field.

      • Deleting a memorized email address

        How can I delete a memorized email address? Even though the address has been deleted from Contacts, Zoho mail still auto suggests the address when typing it into the TO field. Thanks!

      • 553 Relaying disallowed. Invalid Domain - gzkcompany.ro

        Hi there, Can you please assist me in getting the right domain settings? I just renewed my domain subscription, after expired and i got error: 553 Relaying disallowed. Invalid Domain - gzkcompany.ro Zoho mail can receive emails, but its impossible to

      • Not able to receive emails for a while

        I am not able to receive emails for a while now.

      • Confirmation requested: eligibility and process to downgrade to Forever Free — tenant bigbanghawking.com

        Thank you for your reply. I am testing Zoho Mail from Brazil with the tenant bigbanghawking.com (endpoint: mail.zoho.com) and we are currently on the Premium trial that expires 21/01/2026. Before deciding whether to pay or cancel, I need written confirmation

      • Create Tasklist with Tasklist Template using API v3

        In the old API, we could mention the parameter 'task_template_id' when creating a tasklist via API to apply a tasklist template: https://www.zoho.com/projects/help/rest-api/tasklists-api.html#create-tasklist In API v3 there does not seem to be a way to

      • Zoho API v2.0 - get ALL users from ALL projects

        Hello,        I've been trying to work on an automatization project lately and I find it difficult to work with this strict structure. To be more explicit, if i would like to get all users participating in a project i would need to get all projects first.       Same thing with projects. If i want to get all projects, I would need to get all portals first.        The problem with this aproach is that it consumes a lot of time and resources.             I want to ask if there is another way of getting

      • الموقع لا يقوم بالسداد

        السلام عليكم ورحمة الله وبركاته وبعد من أمس وانا احاول السداد للدومين YELLOWLIGHT ولا اتمكن من السداد اقوم بتعبئة جميع البيانات ولكن دون جدوى يطلع لى حدث خطأ ما

      • New in Office Integrator: Enhanced document navigation with captions and cross references

        Hi users, We're pleased to introduce captions, table of tables and figures, and cross-references in the document editor in Zoho Office Integrator. This allows you to structure documents efficiently and simplify document navigation for your readers from

      • Where Do I set 24h time format in Cliq?

        Where Do I set 24h time format? Thanks

      • 🎉 ¡Seguimos trayendo novedades a Español Zoho Community! 🎉 Confirmada la agenda y ubicación para los Workshops Certificados

        Si todavía no te has hecho con tu entrada para nuestros Workshops Certificados del próximo 26 y 27 de marzo o, por el contrario, estabas esperando que confirmáramos dónde los celebraremos, ¡este post es para ti! 📍¿Dónde nos vemos?📍 Nuestros Workshops

      • User is already present in another account error in assigning users to marketing automation

        Hello everyone Greeting, I had a problem in assigning user in marketing automation, when I try to add it I see this error: (User is already present in another account error) what should I do?

      • How do I get complete email addresses to show?

        I opened a free personal Zoho email account and am concerned that when I enter an email address in the "To", "CC", fields, it changes to a simple first name. This might work well for most people however I do need to see the actual email addresses showing

      • What's New in Zoho POS - January 2026

        Hello everyone, Welcome to Zoho POS’s monthly updates, where we share our latest feature updates, enhancements, events, and more. Let’s take a look at how January went. Sort and resolve conflicts Conflicts are issues that may arise when registers and

      • Next Page