Insert Records

System-defined mandatory fields for each module

While inserting records there are a few system-defined mandatory fields that you need to mention. To successfully insert records in Zoho CRM, make sure you enter user-defined mandatory fields too.

• Leads

  "Last_Name" - Single Line

• Contacts

  "Last_Name" - Single Line

• Accounts

  "Account_Name" - Single Line

• Deals

  "Deal_Name"- Single Line
  "Stage" - Picklist
  "Pipeline" - Single Line (mandatory when pipeline is enabled)

• Tasks

  "Subject" - Multi Line

• Calls

  "Subject" - Multi Line
  "Call_Type" - Picklist
  "Call_Start_Time" - Date/Time
  "Call_Duration" - Single Line

• Events

  "Event_Title"- Single Line
  "Start_DateTime" - Date/Time
  "Remind_At" - Single Line "End_DateTime" - Date/Time

• Products

  "Product_Name" - Single Line

• Quotes

  "Subject"- Single Line
  "Quoted_Items" - Line item subform

• Invoices

  "Subject"- Single Line
  "Invoiced_Items" - Line item subform

• Campaigns

  "Campaign_Name" - Single Line

• Vendors

  "Vendor_Name"- Single Line

• Price Books

  "Price_Book_Name"- Single Line
  "Pricing_Details"- JSON Array with "from_range", "to_range", "discount"

• Cases

  "Case_Origin" - Picklist
  "Status"- Picklist
  "Subject" - Single Line

• Solutions

  "Solution_Title"- Single Line

• Purchase Orders

  "Subject"- Single Line
  "Vendor_Name"- Lookup
  "Purchased_Items" - Line item subform

• Sales Orders

  "Subject"- Single Line
  "Ordered_Items" - Line item subform

Sample Attributes

The following table gives you specific details about each field type in Zoho CRM and their limitations. The JSON type and the data type of the field-types are extracted from fields metadata API.

• Single Linestring

  Accepts up to 255 characters, and alphanumeric and special characters.
  Example:"Last_Name": "Mike O'Leary"

• Multi Linestring

  Small - accepts up to 2000 characters.
  Large - accepts up to 32000 characters.
  You will not be able to use this field to create custom views, reports or other filters. Accepts alphanumeric and special characters.
  Example:"Multi_Line_1": "This is the first line \n Now for the second Line"

• Emailstring

  Accepts valid email IDs.
  Example:"Email_1": "p.boyle@zylker.com"

  . The regex in Zoho CRM to validate the email fields is:
  "^[\\+\\-\\p{L}\\p{M}\\p{N}_]([\\p{L}\\p{M}\\p{N}!#$%&'*+\\-\\/=?^_`{|}~.]*)@(?=.{4,256}$)(([\\p{L}\\p{N}\\p{M}]+)(([\\-_]*[\\p{L}\\p{M}\\p{N}])*)[.])+[\\p{L}\\p{M}]{2,22}$”

• Phonestring

  Accepts up to 30 characters. This limit may vary based on the value configured in 'Number of characters allowed' in the properties pop-up of the field, in UI.
  The regex pattern in Zoho CRM to validate this field's value is ^([+]?)(?![.-])(?>(?>[.-]?[ ]?[\da-zA-Z]+)+|([ ]?((?![.-])(?>[ .-]?[\da-zA-Z]+)+)(?![.])([ -]?[\da-zA-Z]+)?)+)+(?>(?>([,]+)?[;]?[\da-zA-Z]+)+(([#][\da-zA-Z]+)+)?)?[#;]?$
  Example:"Phone_1": "9900000000"
  "Phone_1":"91(987)654321"

• Pickliststring

  You can either pass an existing pick list value or add a new one. The pick list value accepts all alphanumeric and special characters.
  Example:"Industry": "automobile"

• Multi-select picklistJSON array

  You can either pass existing pick list values or add a new one. The pick list value accepts all alphanumeric and special characters..
  Example:"Courses_Opted": [
  "Analytics",
  "Big data"
  ]

• Datestring

  Accepts date in yyyy-MM-dd format.
  Example: "Date_1": "2017-08-16"

• Date/Timestring

  Accepts date and time in yyyy-MM-ddTHH:mm:ss±HH:mm format.
  Example: "Date_Time": "2017-08-16T14:32:23+05:30".
  Date_Time is in the ISO8601 format and the time zone is the current user's time zone.

• Numberinteger

  Accepts numbers up to 9 digits. This limit may vary based on the value configured in 'Maximum digits allowed' in the properties pop-up of the field, in UI. Accepts only numeric values.

• Currencydouble

  Before decimal point - accepts numbers up to 16 digits. This limit may vary based on the value configured in 'Maximum digits allowed' in the properties pop-up of the field, in UI.
  After decimal point - accepts precision up to 9 digits. This limit may vary based on the value configured in 'Number of decimal paces' in the properties pop-up of the field, in UI. Accepts only numeric values.
  Example:"Annual_Revenue": 250000.90

• Decimaldouble

  Before decimal point - accepts numbers up to 16 digits. This limit may vary based on the value configured in 'Maximum digits allowed' in the properties pop-up of the field, in UI.
  After decimal point - accepts precision up to 9 digits. This limit may vary based on the value configured in 'Number of decimal places' in the properties pop-up of the field, in UI.
  Accepts only numeric values..
  Example:"Decimal_1": 250000.50

• Percentdouble

  Accepts numbers up to 5 digits and only numeric values.
  Example:"Percentage": 25

• Long Integerstring

  Accepts numbers up to 18 digits. This limit may vary based on the value configured in 'Maximum digits allowed' in the properties pop-up of the field, in UI. Accepts only numeric values.
  Example:"EAN_Code":"0012345600012"

• Checkboxboolean

  Accepts only Boolean values (true,false)
  Example:"Email_Opt_Out": true

• URLstring

  Accepts valid URLs. The regex pattern in Zoho CRM to validate this field's value is "^(http:\\/\\/www.|https:\\/\\/www.|ftp:\\/\\/www.|www.|http:\\/\\/|https:\\/\\/|ftp:\\/\\/|){1}[^\\x00-\\x19\\x22-\\x27\\x2A-\\x2C\\x2E-\\x2F\\x3A-\\x3F\\x5B-\\x5E\\x60\\x7B\\x7D-\\x7F]+(\\.[^\\x00-\\x19\\x22\\x24-\\x2C\\x2E-\\x2F\\x3C\\x3E\\x40\\x5B-\\x5E\\x60\\x7B\\x7D-\\x7F]+)+([\\/\\?].*)*$"
  Example:"URL": "https://www.zylker.com"

• LookupJSON object

  Accepts unique ID of the record, which you can get through Get Records API.
  Example:"Lookup" : {
  "id" : "425248000000104001"
  }

• UserJSON object

  This is a default look-up field to users in Zoho CRM.
  Example:"User":
  {
  "name":"Patricia Boyle",
  "id":"4150868000000623001"
  }

• lar_idstring

  The unique ID of the lead assignment rule you want to trigger while inserting the lead. Use the Get Assignment Rules API to obtain the lar_id. This key must be given parallel to the key "data".

• LayoutJSON Object

  The ID represents the unique ID of the layout. You can get your layout IDs from the Metadata Layouts API.

  Note

  • You must provide the layout ID field if you want to
    • include the layout specific mandatory fields in the API-level mandatory check
    • include only the fields that are defined in your layout for API- level processing and ignore the rest
• $wizard_connection_pathJSON array

  The IDs of the connections in a wizard that indicates the screen traversal when the record is created. Use the IDs in the "connections" key in the "containers" array of the Get Wizards response.

• Wizardstring

  The ID of the wizard in which you want to create the record. Use the Get Wizards API to fetch the ID of the wizard.

• apply_feature_executionJSON array

  Use this array to apply an existing layout rule when you create a record. Layout rules allow you to show a section, certain fields, set mandatory fields, or show a subform. However, you can only trigger the "Set Mandatory Field" option through the API.
  Specify the value layout_rules for the key name to apply a layout rule to the record. Note that you must give this key parallel to "data".
  Ensure that the input body includes all the keys required to satisfy the criteria in the layout rule. The system throws an error, otherwise. For example, if the layout rule triggers when the Lead_Source is Employee Referral, and you have mandated the Company field, then the system throws the MANDATORY_NOT_FOUND error if you fail to give the Company key in the input.

• skip_feature_executionJSON array

  By default, if a Cadence is configured for a module, it will be executed automatically when you create a record via API. This key lets you skip the execution of the Cadences feature during record creation. 
  Specify "cadences" as the value for the "name" key to skip Cadences execution for the record. Ensure you include this key alongside the "data" key in your request. The supported value for the "name" key is "cadences".

• Pipelinestring

  The name of the Pipeline you want the record to be assigned to. Note that this key is mandatory when a pipeline is enabled for the Deals module. Also, it is mandatory to input the Stage for the deal record. Use the Get Pipelines API to get the name of the pipeline.

  In Layouts metadata API, the pick_list_values inside the maps key represent the stages that are available in the pipeline. You can only add a stage that is available in this list to a deal for that pipeline. The system throws an error otherwise.

• Image_UploadJSON Array

  The API name of the image upload field in a module.

  • Encrypted_Idstring, mandatory

    The File_Id you received in the response when you added the image through the Files API.
    You can add multiple images to the image upload field while inserting a record. Refer to the example on the right pane for the JSON structure.

• File_uploadJSON Array

  The API name of the file upload field in a module.

  • file_idstring, mandatory

    The file ID you received in the response when you added the file through the Files API.
    You can add multiple files to the file upload field while inserting a record. Refer to the example on the right pane for the JSON structure.

• Multi-select lookup

  When you create a multi-select lookup field in a parent module to associate multiple records from a child module, a linking module gets created between the parent and the child. In the linking module, this data is arranged as two different lookup fields, one each for the parent and the child. To add values to the multi-select lookup field in the parent module, you must include the child module's lookup field's API name and specify the ID of the record in the child module that you want to associate with the parent.

  In this example, Listings is a multi-select lookup field in the Deals module (parent module) that associates the records in the Listings module (child module). Interested_Listings is the lookup field in the linking module. Refer to the example in the right pane for the JSON structure.

  • ListingsJSON Array
    Interested_ListingsJSON Object

    The API name of the lookup field in the linking module.

  • idString

    The unique ID of the record in the child module that you want to associate with the parent module.

• Multi-user lookup

  The API name of the multi-user lookup field. Accepts the IDs of the users as individual JSON objects. Refer to the example for the JSON structure.

  • Multi-userJSON Array
    Multi-userJSON Object

    The API name of the multi-user lookup field.

  • idString

    The unique ID of the user you want to associate with the multi-user lookup field.

We have given a sample for inserting a quote.

• Subjectstring, mandatory

  Accepts up to 255 characters, and alphanumeric and special characters.

• Quoted_ItemsJSON array, mandatory

  The details of the quote such as the product's name, price book's name, various taxes, discount, quantity etc,.
  Use the Fields Metadata API for the API name and data type of each of these keys.

You can insert a record for a scheduled, completed, and missed call.

• Subjectstring, mandatory

  Accepts up to 255 characters, and alphanumeric and special characters.

• Call_Typestring, mandatory

  The type of call. The possible values are Inbound, Outbound, or Missed.

• Who_IdJSON object, mandatory for scheduled calls

  The name and ID of the contact you want to associate the call to.

• What_IdJSON object, mandatory for scheduled calls

  The name and ID of the record (other than a Contact) you want to associate the call to.

• $se_modulestring, mandatory when you give What_Id

  The API name of the module of the record specified in What_Id.

• Call_Start_TimeDateTime in ISO8601 format, mandatory for scheduled and completed calls

  The date and time at which the call started. For a scheduled call, this time must be greater than the current time.

• Call_Durationstring, mandatory for completed calls

  The time duration in HH:mm format that the call lasted for.

• Call_Purposestring, optional

  The purpose of the call. Use the Fields Metadata API for the possible values of this field.

• Outbound_Call_Statusstring, optional

  The status of the outbound call. The possible values are Scheduled or Completed.

Sample Input to Insert a Recurring Event

• Event_Titlestring, mandatory

  Represents the name of the event and it accepts alphanumeric and special characters.

• All_dayBoolean, optional

  Represents whether the event happens for an entire day.
  Possible Values:
  True: The event occurs either for a whole day or more than a day.
  False: The event occurs for less than a day.

• Start_DateTimeDateTime, mandatory

  Indicates the commencement date and time of the event. The value should be given in the ISO8601 format.

• End_DateTimeDateTime, mandatory

  Provides the concluding date and time of the event. The value should be given in the ISO8601 format.

• ParticipantsJSON object, optional

  Contains the name, participant and type of the attendees of the event.
  type: It denotes the module of the participant record in your CRM. You can also specify email in this key to use the participant's email ID and add them to the event. Possible Values: lead, contact, user and email.
  participant: This key holds the record ID of the participant.
  Email: When "type":"email", use this key to specify the email ID of the participant.

• What_IdJSON object, optional

  Contains the name and ID of the record to which the event is related.

• $se_modulestring, mandatory for What_ID

  Denotes the module API name of the record specified in What_ID.
  Possible values: Accounts, Deals, Products, Quotes, Sales_Orders, Purchase_Orders, Invoices, Campaigns, Vendors, and Cases.

• Who_IdJSON object, optional

  contains the name and ID of the participant related to the What_ID, who is also associated with the event.

• Remind_AtJSON array, mandatory for recurring meetings

  Indicates the time at which you want to set reminder for the event. The reminder should be given in this format with in string "Unit Period". For example, 15 mins and 2 hrs.
  Possible Values:
  Unit: numbers between 0 to 60
  Period: mins, hrs, days, weeks.

• Recurring_ActivityJSON object, optional

  Contains the RRULE to create recurring meetings. You can set the frequency, interval, and until which date and time the meeting should recur in the FREQ, INTERVAL, and UNTIL keys, respectively.

• Subjectstring, mandatory

  Accepts up to 255 characters and alphanumeric and special characters.

• Recurring ActivityJSON object, mandatory for a recurring task

  The RRULE that defines the frequency, interval, start date and end date of the task.

• Remind_AtJSON object, mandatory for reminder

  The details of the reminder you want to set up for the task.
  Each JSON object in this array contains the following keys:
  ACTION - mandatory. Represents whether you want the reminder in an email or as a pop up. The values are EMAIL and POPUP.
  TRIGGER - mandatory. The date and time in ISO8601 format at which the reminder must be triggered. You can also specify -P1D, -P2D, -P3D, -P4D, -P5D, -P6D, -P1W, -P2W -P3W to trigger the reminder before "n" days or "m" weeks. -PnD and -PmW can be used only for recurring tasks. For non-recurring tasks, specify DATE-TIME only.
  TRIGGER_TIME - mandatory when you use -PnD and -PmW. The time in the 24 hour format at which you want the reminder.

Possible Errors

• INVALID_MODULEHTTP 400

  The module name given seems to be invalid
  Resolution: You have specified an invalid module name or there is no tab permission, or the module could have been removed from the available modules. Specify a valid module API name.

• INVALID_MODULEHTTP 400

  The given module is not supported in API
  Resolution: The modules such as Documents and Projects are not supported in the current API. (This error will not be shown, once these modules are been supported). Specify a valid module API name.

• INVALID_DATAHTTP 400

  Invalid Data
  Resolution: One of the input keys is specified in the wrong format. Refer to Sample Attributes section above and specify valid input.

• INVALID_DATAHTTP 400

  Given Probability is not valid
  Resolution: The probability of winning a deal cannot be less than 0% or greater than 100%. Specify a valid probability.

• MULTIPLE_OR_MULTI_ERRORSHTTP 400

  Duplicate data in multiple fields
  Resolution: You have enabled duplicate check for multiple fields and all or some of the fields contain duplicate data in the input. The "errors" array gives you the details of the module and the API name of the fields that contain duplicate data. Specify unique values to these fields.

• INVALID_DATAHTTP 400

  Wizard connections supplied do not form a valid path
  Resolution: You must specify the IDs of the connections in the right sequence. For example, to create a record in the wizard's screens 1 and 2, you must specify the connection IDs of screen1 followed by screen2.

• INVALID_DATAHTTP 400

  Wizard connection id is invalid
  Resolution: Specify the right connection ID. Use the IDs in the "connections" key in the "containers" array of the Get Wizards response.

• INVALID_DATAHTTP 400

  Wizard connections supplied do not form a valid path
  Resolution: You must specify the IDs of the connections in the right sequence. For example, to create a record in the wizard's screens 1 and 2, you must specify the connection IDs of screen1 followed by screen2.

• DEPENDENT_FIELD_MISSINGHTTP 400

  Required field not found

  • You have not specified $wizard_connection_path in the input while creating a record in a wizard. Include the key "$wizard_connection_path" in the input.
  • For the Appointments module, you have given the value as "yes" for the Job_Sheet_Required key, but the input does not have the job sheet section.
• DEPENDENT_SERVICE_ERRORHTTP 400

  Error
  Resolution: When you insert a record in the Campaigns module, and there is an error in the dependent service you have integrated with CRM.
  "NO_PERMISSION" indicates you do not have permission to create records in the dependent service's module. Contact your administrator.
  "LIMIT_EXCEEDED" indicates that you tried to add more than the allowed limit of 100 records per API call.
  "PROCESSING_ERROR" indicates there was an error while processing your request. Contact your administrator.

   
• INVALID_DATAHTTP 400

  Invalid data has been provided for the "name" key in the "skip_feature_execution" property 
  Resolution: Specify the supported value for the "name" key. The supported value is "cadences".

• MANDATORY_NOT_FOUNDHTTP 400

  The required key is missing in the "skip_feature_execution" property 
  Resolution: Specify the "name" key with the valid value "cadences".

• MANDATORY_NOT_FOUNDHTTP 400

  Required field not found
  Resolution: You have not specified one or more mandatory fields. Refer to System-defined mandatory fields for each module section above.

• INVALID_DATAHTTP 400

  Invalid Data
  Resolution: One of the input keys has the invalid data type. Refer to Sample Attributes section above and specify valid input.

• DEPENDENT_MISMATCHHTTP 400

  In the Appointments module,

  • You are trying to update one or more fields of a job sheet that is not associated to that appointment.
    Resolution: Update the fields that are related to the right job sheet and the appointment.
  • You are trying to create a job sheet for an appointment that is not competed.
    Resolution: Create job sheets only for completed appointments.
• INVALID_URL_PATTERNHTTP 404

  Please check if the URL trying to access is a correct one
  Resolution: The request URL specified is incorrect. Specify a valid request URL. Refer to the request URL section above.

• OAUTH_SCOPE_MISMATCHHTTP 401

  Unauthorized
  Resolution: Client does not have ZohoCRM.modules.{module_name}.CREATE scope. Create a new client with valid scope. Refer to scope section above.

• NO_PERMISSIONHTTP 403

  Permission denied to add records
  Resolution: The user does not have permission to add records. Contact your system administrator.

• INTERNAL_ERRORHTTP 500

  Internal Server Error
  Resolution: Unexpected and unhandled exception in Server. Contact support team.

• INVALID_REQUEST_METHODHTTP 400

  The http request method type is not a valid one
  Resolution: You have specified an invalid HTTP method to access the API URL. Specify a valid request method. Refer to endpoints section above.

• AUTHORIZATION_FAILEDHTTP 400

  User does not have sufficient privilege to add records
  Resolution: The user does not have the permission to add records. Contact your system administrator.

• DUPLICATE_DATAHTTP 400

  duplicate data
  Resolution: You have specified a duplicate value for one or more unique fields. The "details" key in the response gives the API name of the field that holds duplicate value in the input and the "module" JSON object gives the API name and ID of the existing record with the same value. Refer to Fields Metadata API to know the unique fields.

• LIMIT_EXCEEDEDHTTP 400

  Only 50 participants can be added to an event.
  Resolution: You can add only a maximum of 50 participants to an event. Ensure that the number of participants you add does not exceed 50.

Further Reading