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.

catalyst codelib:install https://github.com/catalystbyzoho/codelib-zoho-crm-bulk-processor

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. 

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:

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

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!

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

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

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

• Topic Participants

• Kiruthiga G

  

• 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

• Recent Topics

• Transaction Locking with the dynamic date

  Is it possible to dynamically update dates on transaction locking. We want to lock transaction x days from today

• Unable to change sales_order status form "not_invoiced" to "invoiced"

  I am automating process of creating of invoice from sales_orders by consolidated sales_orders of each customer and creating a single invoice per customer every month. I am doing this in workflow schedule custom function where i create invoice by getting

• Apply Vendor Credits Automatically

  We are bulk importing Vendor credits in Zoho Books!!! Is there a way to apply vendor credits automatically to the first UNPAID bill of the Vendor?

• Apply Vendor Credit Automatically

  Hello!!! Is there a way where in we can apply vendor credits automatically on the FIRST OUTSTANDING BILL of the vendor?? We have lots of VENDOR CREDITS ISSUES mostly!!! Applying it manually is a pain for us. Would be great if we have a way to apply the

• Need Easy Way to Update Item Prices in Bulk

  Hello Everyone, In Zoho Books, updating selling prices is taking too much time. Right now we have to either edit items one by one or do Excel export/import. It will be very useful if Zoho gives a simple option to: Select multiple items and update prices

• Creator problem: Edit form View not displaying whole form

  I'm having problems with the form in my database. The edit view is not showing the whole form: This is how it looks in the normal view: As you can see, there is a whole section in the bottom right of the form which is not displaying in the Edit View. This means that I can't change or delete any of these fields... Anybody had a similar problem or know a solution? Any help would be appreciated.   Cheers,

• Vendor Master Enhancements for Faster Purchase Entry

  I’d like to suggest a few features that will improve accuracy and speed during purchase voucher entry: Automated Item Tax Preference in Vendor Master Add an option to define item tax preference in the vendor master. Once set, this preference should automatically

• Quick Item Search & Auto-suggestion for Invoices

  Hi Team, I am facing an issue while creating invoices in Zoho Books. Currently, I have to type the full item name in the correct sequence and spelling for it to appear. For example, my item name is: "Distemper Acri Silk Special White 10kg" If I type something

• Integrating Chatbot with Zoho Creator Application

  Is it possible to integrate a chatbot with a Zoho Creator application?

• Average Costing / Weighted Average Costing

  Hello fellow maadirs. I understand Zoho Books uses FIFO method of dealing with inventory costing, but do you guys have any plans to introduce average costing? We indians need average costing. It's part of our culture. Please. I beg thee. Thanks.

• 'Add Tax To Amount' not reflected in Invoice

  Hi Zoho Support, I'm experiencing an issue with tax calculation display in my invoice template. Despite having "Add tax to amount" box checked in the template settings, the Amount column is not showing the tax-inclusive total for line items. Current behaviour:

• "Subject" or "Narration"in Customer Statement

  Dear Sir, While creating invoice, we are giving in "Subject" the purpose of invoice. For Example - "GST for the month of Aug 23", IT return FY 22-23", "Consultancy", Internal Audit for May 23". But this subject is not coming in Customer Statement. Only

• A real WYSIWYG field instead of the limited rich text

  Hi to everyone A "real" WYSIWYG or HTML field that outputs good HTML code when accessed through the API would be excellent. I tried to use the rich text field, but the styling options are limited. For example, there are no heading tags (h1 to h6), and

• Delete my store of Zoho commerce

  Hi Team, I want to delete my stores of commerce. Please help me asap. Looking for the positive response soon. Thanks Shubham Chauhan Mob: +91-9761872650

• Delete Inactive Zoho Accounts - Access Cleanup_User Id: 60001640923

  As part of our Zoho access hygiene, we’ve reviewed and deactivated several inactive user accounts. These accounts have not been used in the past year and are no longer tied to active operations. All access rights have been revoked, and records retained

• Inappropriate Removal of Features

  It's the first with any software where I am experiencing that an existing customer has some of his exiting features removed. Moreover, new Zoho One users are paying less than us. Is this going to be Zoho's "normal behaviour". If so, it is going to be

• Filtering report embeded in page

  Right now we are using a page variable to filter a report on a page. However, it being a page variable makes it reset if you go to another report/form, we want the filter to be kept the same. I tried using an application variable according to zoho you

• Zia summarizes your IM bot chats in real time

  Hello everyone! Let's say you’re an agent taking over a chat where a customer was booking a flight through a bot on WhatsApp. They've already shared key details, like their destination, travel date, and number of passengers. You need to understand the

• Megamenu

  Finally! Megamenu's are now available in Zoho-Sites, after waiting for it and requesting it for years! BUT ... why am I asked to upgrade in order to use a megamenu? First: Zoho promised to always provide premium versions and options for all included Zoho-applications

• Cancel and refund

  Hi, Yesterday I paid for the Zoho email subscription. Within a few minutes, I realized that the subscription counts one email ID as one user. To make another email ID for the same domain name, I'd have to pay for another user. I emailed right away to

• Kaizen# 209 - Answering Your Questions | All About Client Script

  Hello everyone! Welcome back to another exciting Kaizen post! Thanks for all your feedback and questions. In this post, let's see the answers to your questions related to Client Script. We took the time to discuss with our development team, carefully

• To Do: shareable task links without login

  Hi! I’m using Zoho Mail and ToDo in my daily work, and I’ve run into one limitation that’s a real blocker for me. Right now, to share tasks with managers or directors, they need to have a Zoho account and be added to a group. In practice, many of them

• Ability to turn off "Would you like this amount to be reflected in the Payment field?" message

  Team, Is there any way to turn off the message" Would you like this amount to be reflected in the Payment field?" when I make a payment? This is so annoying. This happens EVERY TIME I put an amount in the Payment Made field.

• Unlock agreement intelligence with Zoho Sign's latest AI updates

  Hello! If you've been struggling with long, complex agreements and spending way too much time on them, here's exactly what you'll want to hear: Zoho Sign now integrates with OpenAI's ChatGPT to make agreement management smarter and simpler. Acting like

• Currency abbreviations

  Hello, Im stuck, and need help. I need the currency fields for example, opportunity value, or total revenue, to be abbreviated, lets say for 1,000 - 1K, 1,000,000 - 1M, and so on, how should I do this?

• Embed Sign Document

  Has anyone tried embedding a document in a webpage? I'm building a webpage (using PowerPage) and I'm trying to embed it using an iframe then I got this error: Refused to display 'https://sign.zoho.com/' in a frame because it set 'X-Frame-Options' to

• We’re transitioning from Zoho ShowTime to TrainerCentral

  Hello everyone, Zoho ShowTime was originally built as a training platform to serve training agencies, HR teams, and individual trainers. As the platform grew, we realized that more creators and businesses could benefit from its capabilities. That’s why

• Emails Are Not Being Delivered to My Inbox

  Hello Zoho Support Team, I am experiencing an issue with my Zoho Mail account. The most important problem is that emails are not being delivered to my inbox. Details: My Zoho Mail address: info@coreforcelife.com What happens: I am not receiving any incoming

• Radar In Focus: Track customer support metrics using Radar's static reports

  Hello everyone, Welcome back to the Radar In Focus series, where we explore how Radar features can add value to your business. In this episode, we're looking at Radar static reports. The help desk is filled with vast amounts of data that can be analyzed

• Mail ToDo & Tasks Webhooks

  Our company uses Zoho ToDo inside Mail to manage our tasks. When I create a task and assign it to a team member it does not notify them unless I add a reminder via mail. I'm trying to create a webhook for when a task is created to send a cliq message

• Improved UI for a Seamless User Experience - Calls, Tasks, and Meetings

  Hello all, We are making UI unification across CRM so that the UI experience is seamless across the product. As part of that effort, we have made changes to the details page of activity-based module records—Meetings, Calls, and Tasks. Let's look at these

• Where can I find rejected inbound mails and their reason for rejection

  Hi, I was recently made aware by a mailing list which I am subscribed to (ffmpeg-devel@ffmpeg.org) that my Zoho mail Mail account is rejecting some emails. If I look under Admin Panel > Security & Compliance > Quarantine > Incoming, the list there is

• Refund

  Hi There, Please refund me asap possible, because of no support given. Thank you

• تغيير عمله الدفع"Change payment currency"

  ما هى طريقه تغيير عمله الدفع "ما هي طريقة تغيير عملة الدفع؟"

• Attention API Users: Upcoming Support for Renaming System Fields

  Hello all! We are excited to announce an upcoming enhancement in Zoho CRM: support for renaming system-defined fields! Current Behavior Currently, system-defined fields returned by the GET - Fields Metadata API have display_label and field_label properties

• Zia's ability to generate and improve content extended to Desk mobile app (iOS and Android)

  In support, agents will have to understand customers' pain points completely to provide empathetic personalized solutions and a positive experience. However, at times, agents might find it challenging to comprehend the customer issues and connect with

• BANK FEED - MAYBANK , provider from YODLEE IS NOT WORKING

  As per topic, the provider YODLEE is not working for the BANK FEED. It have been reported since 2023 Q3, and second report on 2023 Q4. now almost end of 2024 Q1, and coming to 2024 Q2. Malaysia Bank Maybank is NOT working. can anyone check on this issue?

• Zoho Sign product updates - Q3 2025

  Hello everyone! Q3 was all about AI. Here's the list of features and enhancements that have gone live, along with a list of what we have in pipeline for the last quarter: AI-powered agreement management Sending documents and authenticating recipients

• Zoho sites header

  Good day, Im stuck with this situation. I choose a template for my website creation. I have tweaked every instance of the visual editor, regarding the header, I have created created customize fonts presets... I have followed every single step. and my

• Kaizen #152 - Client Script Support for the new Canvas Record Forms

  Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved

• Next Page