Kaizen 228 - Process Large-Scale Migrated Data Using Catalyst Solutions

Kaizen 228 - Process Large-Scale Migrated Data Using Catalyst Solutions



Howdy, tech wizards!

This week’s Kaizen explores how Catalyst Solutions in the Zoho CRM Developer Hub help import large volumes of data into Zoho CRM while improving data quality and simplifying the migration process.

Why Catalyst Solutions?

Catalyst Solutions provide a library of independent, ready-to-use backend solutions called CodeLibs. The CRM Bulk Data Processor CodeLib helps handle complex data operations on large datasets. Following are the key benefits:
  1. Highly Scalable: Processes large datasets efficiently, supporting up to 200,000 records per API call.
  2. Automation Made Simple: Automate complex tasks like segmentation, data cleansing and lead scoring with minimal effort.  
  3. Effortless Integration: Comes with pre-configured Catalyst resources such as serverless functions and data stores that integrate directly with Zoho CRM.

Business Scenario

Zylker, a manufacturing company, migrated over 3 lakh Lead records into Zoho CRM from spreadsheets. 



Post-migration, the Lead data showed the following inconsistencies and challenges:
  1. Phone number field did not include country codes, or contained incorrect country codes. This inconsistency made it difficult for sales teams to contact Leads reliably.
  2. Identifying potential Leads for follow-up required manual effort and marketing team has to run generic campaigns without lead segmentation. 
Using workflows before record creation to fix phone numbers for this volume would result in 3 lakh individual workflow executions, which can slow imports and cause partial failures.

Solution Overview

Zylker can use the CRM Bulk Data Processor available in Catalyst Solutions to address these challenges at scale.

The solution works as follows:
  1. Lead records are fetched in bulk from Zoho CRM using the Bulk Read API.
  2. The fetched data is temporarily stored to evaluate the priority and quality of each record. Based on this evaluation, the records are also segmented accordingly.
  3. The Country field value is used to identify and append the correct country code to the phone number.
  4. The processed records are updated back into Zoho CRM using Bulk Write API.
All operations are executed using pre-configured Catalyst resources provided by the CodeLib. You can explore the Bulk Data Flow in Catalyst help page to understand how each resource participates in the processing pipeline.

Prerequisites

Before you begin, ensure the following:

1. Log into your Zoho CRM and navigate to Setup > Customization > Modules and Fields > Leads.

Create the following custom Single Line fields to map existing record data in Zoho CRM. 
  1. Last Activity Days
  2. Web Engagement Score
Refer to the Working with Custom Fields help page for detailed guide. 


2. Create the following custom Single Line fields to store the calculated values during bulk processing:
  1. Lead Score Value
  2. Lead Segment
  3. Sales Priority
  4. Data Quality Status
3. Go to Setup > Developer Hub > Catalyst Solutions > Zoho CRM Bulk Data Processor. 

4. Click Go to Catalyst and create a Catalyst account if required.



5. Refer to the Catalyst CLI Installation Guide and install it on your local system.

6. Create a new folder on your local system, which will act as a local project directory. Use the following command:

mkdir -p <folder_name>


7. Navigate to the project folder in your terminal and execute the following command: 

catalyst init

8. Follow the prompts to select and initialize your desired project from the Catalyst console. 

When prompted to choose a feature, press Enter and proceed without choosing any feature.


9. Run the following command to install the CRM Bulk Data Processor CodeLib.



Step 1: Create a Cron Job

1. Open the Catalyst Console and navigate to the same project in which you have installed the CRM Bulk Data Processor CodeLib.

2. Go to Cloud Scale > Triggers > Cron and click Create Cron.

3. Fill in the following details:
  1. Provide a Name and Description for the cron job. 
  2. Select Function and choose BulkJobScheduler from the dropdown in the Target Function field.
  3. Enter the following parameters and values:

    MODULES -> Leads
    FIELDS_TO_BE_PROCESSED -> Last_Name, Company, Mobile, Country, Designation, No_of_Employees, Web_Engagement_Score, Lead_Score_Value, Lead_Segment, Sales_Priority, Data_Quality_Status

    Use GET Modules Metadata API and GET Fields Metadata API to get the API names of the required module and fields.
     
  4. Choose the Schedule Type as One Time for our use case.
Refer to the Implementing Cron Jobs Help Guide for more details.

Step 2: Configure Zoho CRM API Credentials 

1. Create a self-client application in Zoho's API Console.

2. Generate a Grant Token with the following scopes:
  1. ZohoFiles.files.ALL
  2. ZohoCRM.bulk.ALL
  3. ZohoCRM.modules.ALL
  4. ZohoCRM.settings.ALL
  5. ZohoCRM.org.ALL


3. Follow the OAuth Help Section for a step-by-step guide to generate Access and Refresh tokens for your Zoho CRM organization.


Store all the API credentials securely for later use.

4. To allow Catalyst to access Zoho CRM data, configure the stored API credentials as environment variables in the catalyst-config.json file within the BulkDataProcessor function.

For detailed guidance, refer to the Configure Function Components help guide in CRM Bulk Data Processor. 



Notes
These environment variables are used by Catalyst Connectors to create access tokens for establishing secure connection between Zoho CRM and Catalyst.

Step 3: Add Business Logic

1. Go to com.processor.record.ZCRMRecordsProcessorImpl.java file of the BulkDataProcessor in the functions directory.

2. Override the ZCRMRecordsProcessor method with the business logic.


The complete code sample for this use case is available on GitHub for reference.

Following is the major custom logic used here:

Notes
Use the GET Fields Metadata API to fetch the API names of the fields required throughout the custom logic.

Phone Number Normalization:

This can be implemented in two stages, Country standardization and Phone Number formatting. 

For country standardization, CountryStandardizerUtil maps different variations of the Country field in records to a single standardized country identifier. These variations may include, 
  1. Country Names (India, Unites States, United Kingdom)
  2. Abbreviations (Ind, IN, USA, US, UK)
  3. Calling Codes (+91, +1, +44)
With this, we can ensure different interpretations of the same country are interpreted consistently during the process. 


Once the country is standardized, Phone Numbers are formatted to E.164 format in the PhoneNormalizerUtil. 

It removes all non-numeric characters and converts the Phone input to E.164 format with the respective country codes. 

public class PhoneNormalizerUtil {
    private static final Pattern NON_DIGIT = Pattern.compile("[^0-9]");
    public static Optional<String> normalizeToE164(String rawPhone, String countryCode) {
        if (rawPhone == null || rawPhone.trim().isEmpty()) {
            return Optional.empty();
        }
        String digits = NON_DIGIT.matcher(rawPhone).replaceAll("");
        if (rawPhone.startsWith("+") && digits.length() >= 10) {
            return Optional.of("+" + digits);
        }
        switch (countryCode) {
            case "IN":
                return normalizeIndia(digits);
            case "US":
                return normalizeUS(digits);
            case "UK":
                return normalizeUK(digits);
            default:
                return Optional.empty();
        }
    }
    private static Optional<String> normalizeIndia(String digits) {
        if (digits.length() == 10) {
            return Optional.of("+91" + digits);
        }
        if (digits.startsWith("91") && digits.length() == 12) {
            return Optional.of("+" + digits);
        }
        return Optional.empty();
    }
    private static Optional<String> normalizeUS(String digits) {
        if (digits.length() == 10) {
            return Optional.of("+1" + digits);
        }
        if (digits.startsWith("1") && digits.length() == 11) {
            return Optional.of("+" + digits);
        }
        return Optional.empty();
    }
    private static Optional<String> normalizeUK(String digits) {
        if (digits.startsWith("44") && digits.length() == 12) {
            return Optional.of("+" + digits);
        }
        if (digits.length() == 10) {
            return Optional.of("+44" + digits);
        }
        return Optional.empty();
    }

}

Lead Priority and Segmentation

The lead priority is calculated using the Title, No of employees, Last Activity Days and Web Engagement Score fields in the record.  

Each field value contributes a predefined number of points:
  1. If the job title indicates a senior role such as CEO, CTO, Director, or VP, 25 points are added.
  2. If the company size is 200 employees or more, 20 points are added.
  3. If the Lead has been active within the last 7 days, 15 points are added.
  4. If the web engagement score is 70 or higher, 10 points are added.
The sum of all applicable factors is returned as an integer and based on this score the lead's priority and segmentation is assigned as follows:
  1. High (Hot): score ≥ 70
  2. Medium (Warm): score ≥ 40
  3. Low (Cold): score < 40
public static int calculateLeadScore(
            String jobTitle,
            Integer companySize,
            Integer lastActivityDays,
            Integer webEngagementScore) {
        int score = 0;
        // Decision Maker
        if (jobTitle != null) {
            String title = jobTitle.toLowerCase();
            if (title.contains("ceo") || title.contains("cto")
                    || title.contains("director") || title.contains("vp")) {
                score += 25;
            }
        }
        // Company Size
        if (companySize != null && companySize >= 200) {
            score += 20;
        }
        // Recency
        if (lastActivityDays != null && lastActivityDays <= 7) {
            score += 15;
        }
        // Engagement
        if (webEngagementScore != null && webEngagementScore >= 70) {
            score += 10;
        }
        return score;
    }
    public static String deriveSegment(int score) {
        if (score >= 70) return "Hot";
        if (score >= 40) return "Warm";
        return "Cold";
    }
    public static String derivePriority(String segment) {
        switch (segment) {
            case "Hot":
                return "High";
            case "Warm":
                return "Medium";
            default:
                return "Low";
        }
    }

Lead Quality:

Lead quality is evaluated based on the validity of the Mobile and Country fields in the records.
  1. Clean: Both field values are valid.
  2. Critical: Both field values are invalid.
  3. Needs Review: Only one of the field values is invalid.

Write Back to Records:

The processed data is written back to Zoho CRM as follows:
  1. Mobile: Formatted phone numbers.
  2. Lead Score: Total score calculated from all applicable fields.
  3. Lead Segment: Segment derived from the lead score.
  4. Sales Priority: Priority assigned based on the lead segment.
  5. Data Quality Status: Overall quality of the Lead record.
if (normalizedMobile.isPresent()) {
data.put("Mobile", normalizedMobile.get());
}
data.put("Lead_Score", leadScore);
data.put("Lead_Segment", leadSegment);
data.put("Sales_Priority", salesPriority);
data.put("Data_Quality_Status", dataQualityStatus);
}

Step 4: Deploy to Development

Run the following command to deploy your local customizations to the Development Environment of Catalyst.

catalyst deploy

Info
You can find the complete code sample on GitHub for reference.

Try it Out!

With the changes deployed to the Development environment, let us now test the solution.



We hope this Kaizen helps you import large volumes of data into Zoho CRM while improving data quality and lead intelligence using the CRM Bulk Data Processor.

Have questions or suggestions? Drop them in the comments or write to us at  support@zohocrm.com. 

We will circle back to you next Friday with another interesting topic. 

On to Better Building!

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

Idea
Previous Kaizen: Client Script Support for List Page (Canvas) | Kaizen Collection: Directory

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

    • 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

      • Best way to schedule bill payments to vendors

        I've integrated Forte so that I can convert POs to bills and make payments to my vendors all through Books. Is there a way to schedule the bill payments as some of my vendors are net 30, net 60 and even net 90 days. If I can't get this to work, I'll have

      • Seamless Round-Trip Navigation for Related Blocks (Detail View)

        As highlighted previously in this post (and here, here, here, and here), we still lack a fundamental capability for seamless navigation in Related Blocks. The popup that appears when adding a related record doesn't exist for viewing/editing existing records,

      • Social Profile Logo Format

        Hello, I'm using Zoho Sites and am attempting to add a couple of social media accounts to my profile that aren't included in the default platforms that are available. What format is the logo required to be in? I have tried .png and .jpg with no success.

      • How to create Sepa Direct Debit XML file: solution and code

        Even though Books provides a payment integration for Stripe and Gocardless (in Europe) there are customers that want to use the Sepa services of their own bank. Mainly because Stripe and Gocardless are quite expensive. In that case they would need a Sepa

      • Traditional Spreadsheet vs Zoho Tables

        Hello everyone, This article explains the differences between Spreadsheet applications and no-code databases, such as Zoho Tables. While both tools belong to the "grid" family, the core difference lies in their purpose. A spreadsheet (such as Zoho Sheet,

      • RFQ MODEL

        A Request for quotation model is used for Purchase Inquiries to multiple vendors. The Item is Created and then selected to send it to various vendors , once the Prices are received , a comparative chart is made for the user. this will help Zoho books

      • Delegate Access - Mobile iOS/iPad

        We’re over the moon that delegate access is now available in Zoho Mail as we were nearly ready to switch platforms because of it! Is there a timeline on when delegate mailboxes will be accessible from the iOS and iPad OS applications? Thanks, Jake

      • Request For Quotation (RFQ) module

        Hello, Do you have any plans to implement a RFQ module in to ZOHO Inventory? I would like to chose items that I require a price for, select a number of different suppliers to e-mail and have them submit there pricing online. I would then like to see a

      • Support for Developing Zoho Recruit Extensions via Zoho Sigma

        Hi, I’m interested in building an extension for Zoho Recruit using Zoho Sigma. However, when I navigate to Sigma and attempt to create a new extension (via the "New Extension" option), Zoho Recruit does not appear as a listed service—only options like

      • FOLDER DISAPPEARED

        Hello Zoho Community. I recently found a problem with no explanation: a folder in Zoho Analytics just disappeared, but the tables and SQL sentences still existed, the folder was not deleted. The solution for me in this case was to create a new folder,

      • How to create estimates/Invoices with sub-totals

        Every other accounting package can create estimates and invoices with Sub-totals. How can I do that in ZohoBooks?

      • Deluge scripts

        Why is there not a search function to make it easier to find the script of interest when modifications are required.

      • Social media simplified with Zoho Social: Why should brands have a Threads profile?

        Just over a year ago, Instagram launched Threads, the all new social media app primarily focusing on sharing text online. It was welcomed by people worldwide with more than 10 million users in just seven hours, and it currently has over 175 million active

      • Auto tracking URL generation based on Carrier

        Hi, While creating a shipment order for a package in Zoho Books, I have a requirement that for example, if the carrier is Delhivery and tracking number is 1234, then can automatically the tracking link/URL be generated as www.delhivery.com/1234. Similary,

      • New Beginnings with Zoho Desk mobile app best practices: Part 3

        In focus: Scaling consistency, intelligence, and customization In our third installment, we'd like to share tips to help you elevate your customer experience as you handle support operations seamlessly on mobile. Let's reconnect with Omniserve, the field

      • Highlights of 2025: Milestones and moments

        Hey everyone! As we step into 2026, it’s a great time to look back at everything 2025 brought to Zoho Social. This year was big, packed with powerful new features, smart enhancements, exciting events, and a major milestone: a whole decade of Zoho Social.

      • Introducing the sandbox environment in Zoho Sign

        Hey there! Customer and partners across the globe have been requesting a testing environment—also called a sandbox—for quite some time. Sandboxes help you try out document workflows before using them in your production setup. This new year, we are excited

      • Can I share the drive with another Windows user?

        We use the WorkDrive Sync application on a server with several remote desktop users. Our question is: Can the drive created by WorkDrive Sync be shared from one of these remote users with the other users so they can access the files, or do we need to

      • Syncing Bills in Zoho Books to Zoho CRM

        Is there any way to sync the Bills in Zoho Books in Zoho CRM

      • Auto CheckOut Based On Shift.

        This Deluge script runs on a scheduled basis to automatically set the 'Actual_Check_Out' time for employees who haven't manually checked out. If the current time is past their scheduled 'Shift_End_Time', the script updates the check-out time to match

      • ERROR: Product type cannot be changed for Items having transactions.

        I have mistakenly added a product type as goods for an item that was a digital service. Now when HSN/SAC became mandatory, this brought my attention to this error I did. So I tried changing the product type but it displayed this error message Product

      • Boost your CRM accuracy with smart Data Enrichment

        Hello all! In this post let's look at data enrichment from a holistic perspective to gain more clarity on how you can use it. So, here's a quick recap of what data enrichment is and how you set it up it to enhance your existing module data! What is data

      • Is it possible to set a region lookup table so that my deal country can lookup this lookup table

        Hi there, I would like to be able to add a data lookup table with the following fields: Country, Region. And then in my deal report, i can then lookup this table to fish out the region in my report. This will be important for my sales process to categorise

      • Test Emails Show Sent "via zcsend.net" in My Gmail Account

        I noticed the following info... However, a few email service providers such as Outlook and Gmail will display that the email was sent by zcsend.net (Zoho campaigns’ server) on your behalf instead of just your from email address.  In order to prevent this, you can go for either of these options: Do not select the check box meant for DomainKey Signature which is listed under Unverified sender domains. Include our mail servers by advanced authentication method such as SPF/ Sender ID and DomainKey/ DKIM.

      • 'UnAuthenticated Connection: zbooks_connection'

        I have a zoho connection in Zoho Books, the link name es zbooks_connection, but I like to validate if exist, by example if I use this line in my code: response=zoho.books.getTemplates("", "","zbooks_connection"); But I don't  have the connection I like

      • Calling the new 'Custom API' feature from within a Custom Widget

        From what I've learned it is not possible to call an endpoint from the new "Custom API" feature within a Creator Widget. The SDK's doesn't support it yet, when calling it natively you end up with CORS issues or at least I couldn't get it working even

      • Cannot post to Instagram. I get the error: Insufficient permission to publish on this page. Check with your page Admin to update permissions.

        We had another admin that left the company. Since he left, we get this error when posting to Instagram.

      • Zoho desk desktop application

        does zoho desk has a destop applicaion?

      • Ability to re-order Workflow Rules

        We really need the ability to re-order workflow rules within departments.  Either the ability to drag/drop them into a different order or something.

      • Create an article template

        I have a question concern the Knolwedge Database from Zoho Desk. There is any possibility to create an article template ? Exemple of what I research : TODAY : I want to create a lot af articles with the same baseline > I create one article > I copy/paste

      • Change of Blog Author

        Hi, I am creating the blog post on behalf of my colleague. When I publish the post, it is showing my name as author of the post which is not intended and needs to be changed to my colleague's name. How can I change the name of the author in the blogs?? Thanks, Ramanan

      • Zoho FSM API Delete Record

        Hi FSM Team, It would be great if you could delete a record via API. Thank you,

      • Instant Messaging Update | Now migrate your WhatsApp Business phonenumber from another BSP to Zoho Desk | Dec'23

        Hi All, Everything seems to move at lightning speed these days, and time is certainly flying by for the IM team. But we are delighted at how much ground we covered this year. 🚀 For one, we enabled WhatsApp business phone number migration so that you

      • Upload ticket attachments via Drag-&-Drop

        Hello, if you want to upload a file to the ticket attachment you need to click the button and use the file browser to select and upload the desired file. In many cases, it would be much more efficient if you could simply drag the file to the browser window...

      • Can we disable add to cart in Zoho Commerce?

        Hello, Our sales happen on the phone. During the call the customer is directed to our website to inspect the products together with the sales rep. So we need a way to present our inventory. I figured Zoho Commerce is a good fit for this use case. However

      • Introducing WhatsApp integration in Bigin

        Greetings! In today's business landscape, messaging apps play a significant role in customer operations. Customers can engage with businesses, seek support, ask questions, receive personalized recommendations, read reviews, and even make purchases—all

      • Zoho One account closure vs deactivation

        I wonder what are the best practices and guidelines around deactivating vs deleting Zoho accounts in organisations? Any practical considerations?

      • Global Search placement in the new UI

        Having a hard time with the global search placement in the UI redesign. Surely I can't be the only one. Previously global search placement was perfect. A bar at the top/center of the page. Exactly where you would expect it to be. Since the new UI has

      • Schedule Zoho CRM reports only on Business Days

        Hello, Is it possible to schedule reports only on business days ? We currently get daily sales reports on weekend which has no value since the sales team doesn't work on weekends. Thanks

      • How to install Widget in inventory module

        Hi， I am trying to install a app into Sales Order Module related list, however there is no button allow me to do that. May I ask how to install widget to inventory module related list?

      • Next Page