Kaizen 214 - Workflow APIs - Part 2
Last week, we discussed how Zylker Cloud Services used the Workflow APIs to discover and audit all the automations in their CRM, listing every workflow, checking triggers, and understanding their automation limits. This week, we take the next step: understanding what configurations are valid before creating or updating workflows via APIs.
Step 4: Workflow Rule Configurations API
When you work in the CRM UI, creating workflows feels straightforward. The interface shows only valid triggers and actions. Try adding an unsupported action, and it simply will not appear. This is because the UI enforces hundreds of rules behind the scenes.
With APIs, these validations must be handled manually. That is where the Workflow Rule Configurations API comes in. It gives all the valid triggers and actions for a given module, preventing errors before they happen.
Why this API matters
Consider two examples:
You want to create a workflow for the Products module based on a Scoring Rule update. The UI hides this option because scoring rules are not supported for Products.
You try to add a Field Update action for a Record Delete trigger. This is invalid, as the record no longer exists. The UI prevents it, but via API, you would get an error if you try to create or update the workflow with this configuration.
The Configuration API removes this guesswork, allowing you to fetch and respect valid triggers and actions.
Sample Request:
GET {api-domain}/crm/v8/workflow_configurations?module=Deals
Sample Response:
{ "workflow_configurations": { "related_triggers_details": [ { "api_name": "Notes", // The API name of the related module that can trigger workflows "module": { // Details about the related module "singular_label": "Note", "plural_label": "Notes", "api_name": "Notes", "name": "Notes", "id": "4876876000000002197" }, "name": "Notes", // Module name "triggers": [ // Available triggers for this related module { "api_name": "create", "deprecated": false, "name": "Create", "scheduled_actions_supported": true, "actions": [ // List of supported actions for this trigger "add_tags", "remove_tags", "email_notifications", "tasks", "create_record", "create_connected_record", "add_meeting", "webhooks", "functions", "flow" ] }, // ... other triggers (create_or_edit, edit, delete) omitted for brevity ] } ], "triggers": [ // Primary triggers for the Deals module itself { "api_name": "score_increase", "deprecated": false, "name": "ScoreIncrease", "scheduled_actions_supported": false, // Indicates whether scheduled actions are allowed for this trigger "actions": [ // Only these instant actions are supported "field_updates", "assign_owner", "add_tags", "remove_tags", "email_notifications", "tasks", "webhooks", "functions", "circuits", "flow" ] }, // ... other triggers omitted for brevity ... ], "actions": [ // Details about available workflow actions { "is_clickable": true, "associate_action": false, "limit_per_action": null, "api_name": "schedule_call", "supported_in_scheduled_action": true, "name": "ScheduleCall", "limit": 1 // Maximum instances per workflow }, { "is_clickable": true, "associate_action": true, "limit_per_action": null, "api_name": "tasks", "supported_in_scheduled_action": true, "name": "Task", "limit": 5 }, // ... other actions omitted for brevity ... ] } } |
Interpreting and using the Workflow Configuration API
The configuration response might look complex, but it gives us all the information we need about configuring Workflow Rules in Zoho CRM, for the specific module.
4.1 "What can trigger my Workflow?"
The triggers array shows all the supported triggers for that specific module.
"triggers": [ { "api_name": "create", "deprecated": false, "name": "Create", "scheduled_actions_supported": true, "actions": [ "field_updates", "assign_owner", "add_tags", "remove_tags", "email_notifications", "tasks", "create_record", "create_connected_record", "add_meeting", "webhooks", "functions", "circuits", "flow" ] }, . . // ... other triggers omitted for brevity ... { "api_name": "score_increase", "deprecated": false, "name": "ScoreIncrease", "scheduled_actions_supported": false, "actions": [ "field_updates", "assign_owner", "add_tags", "remove_tags", "email_notifications", "tasks", "webhooks", "functions", "circuits", "flow" ] } ] |
The response lists all available triggers for the module. For each trigger type, you get:
Trigger conditions: When the workflow will be triggered (on create, edit, score change, etc.)
Action compatibility: Which actions can be used with each trigger type
Scheduled actions support: Whether scheduled actions are supported for that trigger or not.
For instance, the score_increase trigger triggers the workflow when the score of a record is increased. The scheduled_actions_supported key is false for this trigger, which means that this specific trigger type doesn't support scheduled actions. This directly translates to API behaviour: attempting to configure a Workflow Rule via API with a scheduled action for the score_increase trigger will result in an error.
This API constraint is visibly enforced in the CRM interface. When configuring a score-based trigger in the UI:
4. 2. "What can my Workflow actually do?" - Understanding Actions
The actions array defines the execution capabilities of your workflows. For each action type, you get important information like:
Limits per action instance: Maximum number of items that can be processed within a single action instance
Instance limits: How many times this specific action can be added to a condition in the Workflow rule.
Scheduled action support: Whether the action can be added as a scheduled action.
For example, in the add_tags action:
{ "is_clickable": true, "associate_action": false, "limit_per_action": 10, // Maximum 10 tags per Add Tags action "api_name": "add_tags", "supported_in_scheduled_action": true, "name": "AddTags", "limit": 1 // Maximum one Add Tags action per workflow } |
From this data, it is clear that within a single Add Tags action, you can select up to 10 specific tags to add. Similarly, you can only include one Add Tags action instance in the entire workflow rule. Also, this action cannot be used as a scheduled action.
This has direct implications for API users:
Attempting to configure a workflow that adds more than 10 tags in one action will result in an error
Trying to add two separate Add Tags actions to the same workflow will fail
Adding a Add Tags action under scheduled actions section will also result in an error.
In the UI, these constraints are proactively taken care of. As seen in the GIF, if you add fewer than 10 tags, clicking Add Tags again only lets you edit the existing action. Also it lets you add only up to 10 tags in an action. And if you have already added an action with 10 tags, the Add Tags option will no longer be available. Either way, the system prevents any possibility of adding a second Add Tags action, regardless of tag count.
This UI experience is what the Workflow Rules Configuration API replicates for developers. By checking these limits before making API calls, you can build workflows using APIs with the same confidence and error-free experience that UI users have.
4.3. “What can trigger my Workflow from a related module?” – Understanding related triggers
The related_triggers_details array shows how changes in related records can trigger workflows in your primary module. For example, in the Deals module, for the Notes related trigger:
"related_triggers_details": [ { "api_name": "Notes", // The API name of the related module "module": { // Detailed information about the related module "singular_label": "Note", "plural_label": "Notes", "api_name": "Notes", "name": "Notes", "id": "4876876000000002197" }, "name": "Notes", // Module name "triggers": [ // Available triggers for this related module { "api_name": "create", // Trigger when related records are created "deprecated": false, "name": "Create", "scheduled_actions_supported": true, "actions": [ // Supported workflow actions for this trigger "add_tags", "remove_tags", "email_notifications", "tasks", "create_record", "create_connected_record", "add_meeting", "webhooks", "functions", "flow" ] }, // ... other triggers (create_or_edit, edit, delete) omitted for brevity ] } ] |
For each related module, you get:
Module information: Details about the related module that can trigger workflows.
Available triggers: The actions on the related record (create, edit, delete, etc) that can trigger the workflow.
Supported actions: For each trigger, the actions that are supported for that specific trigger.
For instance, the Notes related trigger allows you to create workflows that execute when notes are added to deals. The configuration shows that when a note is created, your workflow can perform actions like sending email notifications, creating tasks, triggering webhooks, and more.
If you try to include an unsupported trigger or unsupported action, the API call will fail. For example, adding a field_updates action for a Notes create trigger . The configuration API response clearly shows that field_updates is not among the supported actions for Notes-related triggers.
The API also gives us important differences between trigger-action configurations. For example, while field_updates action is supported for the create trigger for the main module (Deals), the same action is not supported for the related module (Notes) create trigger. These distinctions would otherwise only be discovered through API errors.
In the UI, this limitation is enforced. When setting up a workflow triggered by Notes, the "Field Updates" action does not appear in the available actions list.
By checking the related_triggers_details section before making API calls, you can discover exactly which actions are supported for each related module trigger, thus avoiding configuration errors while creating or updating Workflow rules.
Conclusion
The Workflow Configuration API transforms how we approach automation development through APIs. Instead of discovering constraints through failed API calls, we can now design workflows with the right configuration, without any trial-and-error methods. It gives us complete visibility into all valid trigger-action combinations before a single line of code is written, enough information to build automations triggered by related records, and limit awareness to respect action constraints before they become API errors.
For Zylker, this means we can now confidently proceed with updating the old Workflow rules and creating new ones. In our next post, we will put this knowledge into action.
We hope that you found this post useful. If you have any questions or feedback, let us know in the comments below, or write to us at support@zohocrm.com. We would love to hear from you!
Topic Participants
Anu Abraham
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 thisKaizen #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 howKaizen #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
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 gettingالموقع 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 ماNew 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 within Zoho Office Integrator. These features allow you to structure documents efficiently and simplify document navigation for yourWhere 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 WorkshopsUser 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 showingWhat'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 andOutlook is blocking incoming mail
Outlook is blocking all emails sent from the Zoho server. ERROR CODE :550 - 5.7.1 Unfortunately, messages from [136.143.169.51] weren't sent. Please contact your Internet service provider since part of their network is on our block list (S3150). It looksNot receiving email from customers and suppliers
I am getting error . most of the customers tell me not able to send me email please check i have attached screenshotCreate user
Hello I want to create user, but i get this error Unusual activity detected from this IP. Please try again after some time.File emails in Shared email folder
Hi, I am unable to allow users to collaborate in Shared email folders: User 1 shares a folder let's say "SharedTopic" with full permissions Users 2 and 3 can see this folder but are unable to add emails to this folder or search in this folder. For example,Consolidated report for multi-organisation
I'm hoping to see this feature to be available but couldn't locate in anywhere in the trial version. Is this supported? The main aim to go to ERP is to have visibility of the multi-organisation in once place. I'm hopeful for this.How to Switch from Outlook for Mac to Outlook for Windows
The most often used file formats for users to manage crucial data are OLM and PST files. PST files keep a copy of data on the configured system from Outlook, while the OLM file contains the Mac Outlook data items, which are only accessible with OutlookName autocomplete
Hi, During searching emails the web tool does not always propose the auto-completion of the saved emails. As a result I either have to go to contacts and look up the exact email, or the exact full name including the middle name and any dots, which isAre custom portals accessible on the Zoho learn smartphone app?
In other words, can users external to my organisation, once signed up, use the app in the same way as internal users? ThanksHow to increase my Zoho sign limit.
I cannot send a document/contract for signature. Zoho sign says I reached my monthly limit. May I know how to fix this please? Thanks!Can not add m365 outlook account to zohomail.
I am attempting to use zoho mail as an imap client to add my outlook.com m365 account. In the m365 exchange admin center i have made sure the imap is enabled. In zoho mail i go to settings, mail accounts, add account, add imap account, i select "outlook",Unable to attach Work Order / Service Appointment PDF to Email Notifications (Zoho FSM)
I’m trying to include the Work Order PDF or Service Appointment PDF as an attachment in Email Notifications (automation/notification templates), but I don’t see any option to attach these generated PDFs. Is this currently supported in Zoho FSM? If not,local file csv import problem
The issue occurs when I upload a CSV file via Databridge. In the preview, everything looks correct — the values are in the proper columns. However, after clicking Import, the first column becomes empty, and the values from that column appear in a newFunción Deshacer y Rehacer
Hola. Soy un reciente usuario de Zoho Notebook que he migrado desde Evernote. He encontrado en falta una función que considero muy importante: un botón para "deshacer". Es frustrante cuando se borra un parte del texto o un archivo de una nota, generalmenteTip #59- Technician Console: Exploring View option- 'Insider Insights'
Hello Zoho Assist Community! Ever wondered how technicians adapt quickly during a live support session? Imagine a customer reaching out with an issue that’s disrupting their work. The technician starts a remote session and begins troubleshooting rightMRP or Manufacturing Module for Zoho
We have been searching for options for a production planning or MRP that will integrate with Zoho. Zoho Creator is pushed as a platform that can have an MRP built from scratch but we would like to find more of an out of the box solution and modify it to fit our needs. Are there any recommendations? Would Zoho consider creating a custom solution in Creator to support this need?encountering an error when attempting to associate an email with a Deal using the Zoho CRM extension in Zoho Mail.
When I click "Yes, associate," the system displays an "Oops!! Something went wrong" error message. I have attached a screenshot of the issue for reference.Can 1 Zoho CRM instance sync with 2 Zoho Marketing Automation instances?
Can 1 Zoho CRM instance sync with 2 Zoho Marketing Automation instances?Can I add Conditional merge tags on my Templates?
Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letterZoho mail account ownership transfer
We recently took over another company and have assumed responsibility for its Zoho account, including Zoho Mail and all related services. We would like to formally transfer ownership of this account to our organization. Could you please outline the completeEmail Authentication is Failing
I'm trying to setup gitlab with email authentication. I used the following configs picked up from: https://docs.gitlab.com/omnibus/settings/smtp/ gitlab_rails['smtp_enable'] = true gitlab_rails['smtp_address'] = "smtp.zoho.com" gitlab_rails['smtp_port']DMARC reports for mail I didn't send: how to deal with?
I know the enthusiastic amateur's bare minimum about e-mail; am able to set up a Thunderbird account and know the basic acronyms. I have a Zoho Mail account connected to my domain, and have set up SPF, DMARC and DKIM successfully according to Zoho's instructionms
Email set up for communicationFix the speed
It takes ages to load on every step even though my dataset is quite small.Capture Bank Charges for Invoice Payments
We've added the Bank Charges field in the "Add Payments" page both in Zoho Invoice & Zoho Books. So all you need to do is to enter the bank charges when you record a payment for the invoices. This bank charge will be included to the amount paid for that invoice. Steps to add the bank charges while you record the payment: 1. Click the "Invoices" sub-tab under the "Money-In" tab. 2. Click the 'add payment' link for the invoice that you wish to record the payment for. 3. On the addImage field in custom module
Hi guy, Is there any hope of adding a custom image field in the custom module? We created a custom module to keep track of assets, and it would be helpful if we could attach an image to the record. Thanks RudyDeluge Function to Update Custom Field
I'm trying to get a Deluge function (which will run as part of a Schedule in Desk) that retrieves all tickets with the status "Recurring" and updates the custom field checkbox "cf_recurring" to "true". Here's what I have, which doesn't work: searchValue"View ticket" link is broken
The "View ticket" link in our Zoho ticketing system confirmation emails is broken (please see attached). Impacts ability to update/review details, and, refresh recollection at a later date. Any help would be much appreciated.import data from Apollo.ai into zoho crm via zoho flow
I might be asking this question in the wrong forum. We use Apollo.ai to find potential new leads for our business, there are around 10000 leads that we have initially found. We have an Apollo.ai account but just to do searches, we dont use it as a crm.Woocommerce Line Item Information
I'd like to add each line item from a Woocommerce order to a zoho creator form record. The line items are found within the line items array, but I'm not sure how to get each item out of the array? Any help would be much appreciated.Synching changes to Stripe when changes are made in Zoho Billing
We have a situation where we have merged customers in Zoho BIlling and then found out later that the payment in Stripe was not updated and still associated with the old customer record. The card gets updated and billed, but that payment is still associatedHow do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.
How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.Disable Smart Filters By Default
The smart filters "feature" is causing confusion for Zoho Mail users. New emails should be delivered to the inbox unless they have specifically opted to redirect them somewhere else. People don't understand that new emails might be waiting in a randomNext Page