Kaizen #46 - Handling Notes through Zoho CRM API (Part 1/2)

Kaizen #46 - Handling Notes through Zoho CRM API (Part 1/2)

Hello everyone!
Welcome back to another week of Kaizen!
This week, we will discuss Handling Notes through Zoho CRM API.

What will you learn from this post?
  1. Notes in Zoho CRM
  2. Working with Notes through Notes APIs
1. Notes in Zoho CRM

1a. Why add Notes to records?
Notes are a great way to summarize your observations on customer and prospect interactions and outcomes. By saving notes as CRM data, a sales rep will always be able to keep track of how a sale is progressing. To know more about notes in Zoho CRM, click here. 

1b. Associated Modules
You can attach notes to the records in the following modules:
Leads, Accounts, Contacts, Deals, Campaigns, Tasks, Cases, Events, Calls, Solutions, Products, Vendors, Price Books, Quotes, Sales Orders, Purchase Orders, Invoices, and Custom.

2. Working with Notes through Notes APIs

Request URL to get all the notes from all the modules: {{api-domain}}/crm/v2/Notes
Request URL to get a specific note: {{api-domain}}/crm/v2/Notes/{note_id}
Request URL with pagination parameters: {{api-domain}}/crm/v2/Notes?page=2&per_page=200 //fetches note records from 201-400, based on their position in Zoho CRM

Request method: GET

Sample Response
{
    "data": [
        {
            "Owner": {
                "name": "Patricia Boyle",
                "id": "4150868000000225013",
                "email": "patricia.b@zohocorp.com"
            },
            "Modified_Time": "2020-07-28T11:58:59+05:30",
            "$attachments": null,
            "Created_Time": "2020-07-28T11:55:47+05:30",
            "Parent_Id": {
                "name": null,
                "id": "4150868000002567076"
            },
            "$editable": true,
            "$se_module": "Leads",
            "$is_shared_to_client": false,
            "Modified_By": {
                "name": "Patricia Boyle",
                "id": "4150868000000225013",
                "email": "patricia.b@zohocorp.com"
            },
            "$size": null,
            "$voice_note": false,
            "id": "4150868000002748029",
            "Created_By": {
                "name": "Patricia Boyle",
                "id": "4150868000000225013",
                "email": "patricia.b@zohocorp.com"
            },
            "Note_Title": "Contacted",
            "Note_Content": null
        }
    ],
    "info": {
        "per_page": 1,
        "count": 1,
        "page": 1,
        "more_records": true
    }
}

Response JSON Keys
Key
Description
Owner
JSON Object
Represents the name, ID, and email ID of the owner of the note. This is a read-only field.
Modified_Time
Date and time in ISO 8601 format
Represents the date and time at which the note was last modified. This is a read-only field.
$attachments
JSON array
Represents the details of the attachments of the note. 
Created_Time
Date and time in ISO 8601 format
Represents the date and time at which the note was created. This is a read-only field.
Parent_Id
JSON object
Represents the name and unique ID of the parent record.
$editable
Boolean
Represents if the current user has the permission edit notes.
$se_module
String
Represents the API name of the parent module.
$is_shared_to_client
Boolean
Represents if the note is shared with a client portal user. 
Modified_By
JSON Object
Represents the name, ID, and email ID of the user who last modified the note.This is a read-only field.
$size
Integer
Represents the size of the voice note in bytes, if any. 
$voice_note
Boolean
Represents if the current note has a voice note attached. 
id
String
Represents the unique ID of the note.
Created_By
JSON object
Represents the name, ID, and email ID of the user who created the note. This is a read-only field.
Note_Title
String
Represents the title of the note.
Note_Content
String
Represents the content of the note.

Request URL: {{api-domain}}/crm/v2/Notes
Request Method: POST

Sample Input
{
    "data": [
        {
            "Note_Title": "Contacted",
            "Note_Content": "Need to do further tracking",
            "Parent_Id": "4150868000002748005",
            "se_module": "Leads"
        }
    ]
}

Input JSON Keys
Key
Description
Note_Title
String
The title of the note.
Note_Content
String
The note content.
Parent_Id
String
The unique ID of the parent record.
se_module
String
The API name of the parent module.

Things of note
  1. You cannot add values for the following read_only fields: Owner, Modified_Time, Created_Time, Modified_By, and Created_By.
  2. You can create a maximum of 100 notes per API call.
Sample Response


Request URL: {{api-domain}}/crm/v2/Notes
Request URL to update a specific note: {{api-domain}}/crm/v2/Notes/{note_id}

Request Method: PUT

Sample input to update a specific note:
{
    "data": [
        {
            "Note_Title": "Contacted",
            "Note_Content": "Junk Lead"
        }
    ]
}

Sample Response


Things of note
  1. When you update multiple notes, add "id" of the note in the request body. You can retrieve it using Get Notes API. 
  2. You can update only two fields of a note: Note_Title and Note_Content. You cannot update values for the following read_only fields: Owner, Modified_Time, Created_Time, Modified_By, and Created_By.
  3. You can update a maximum of 100 notes per API call.
Request URL: {{api-domain}}/crm/v2/Notes?ids={id1,id2,..}
Request URL to delete a specific note: {{api-domain}}/crm/v2/Notes/{note_id}

Request Method: DELETE

Sample Response


Things of note
  1. You can delete a maximum of 100 notes per API call.
We hope you found this post useful. Write to us at support@zohocrm.com if you have any questions, or let us know in the comment section.

Cheers!





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