Zoho Crm Automation

Core Workflows

1. Search and Retrieve Records

When to use: User wants to find specific CRM records by criteria

Tool sequence:

1. ZOHO_LIST_MODULES - List available CRM modules [Prerequisite]
2. ZOHO_GET_MODULE_FIELDS - Get field definitions for a module [Optional]
3. ZOHO_SEARCH_ZOHO_RECORDS - Search records by criteria [Required]
4. ZOHO_GET_ZOHO_RECORDS - Get records from a module [Alternative]

Key parameters:

• module: Module name (e.g., 'Leads', 'Contacts', 'Deals', 'Accounts')
• criteria: Search criteria string (e.g., 'Email:equals:[email protected]')
• fields: Comma-separated list of fields to return
• per_page: Number of records per page
• page: Page number for pagination

Pitfalls:

• Module names are case-sensitive (e.g., 'Leads' not 'leads')
• Search criteria uses specific syntax: 'Field:operator:value'
• Supported operators: equals, starts_with, contains, not_equal, greater_than, less_than
• Complex criteria use parentheses and AND/OR: '(Email:equals:[email protected])AND(Last_Name:equals:Doe)'
• GET_ZOHO_RECORDS returns all records with optional filtering; SEARCH is for targeted lookups

2. Create Records

When to use: User wants to add new leads, contacts, deals, or other CRM records

Tool sequence:

1. ZOHO_GET_MODULE_FIELDS - Get required fields for the module [Prerequisite]
2. ZOHO_CREATE_ZOHO_RECORD - Create a new record [Required]

Key parameters:

• module: Target module name (e.g., 'Leads', 'Contacts')
• data: Record data object with field-value pairs
• Required fields vary by module (e.g., Last_Name for Contacts)

Pitfalls:

• Each module has mandatory fields; use GET_MODULE_FIELDS to identify them
• Field names use underscores (e.g., 'Last_Name', 'Email', 'Phone')
• Lookup fields require the related record ID, not the name
• Date fields must use 'yyyy-MM-dd' format
• Creating duplicates is allowed unless duplicate check rules are configured

3. Update Records

When to use: User wants to modify existing CRM records

Tool sequence:

1. ZOHO_SEARCH_ZOHO_RECORDS - Find the record to update [Prerequisite]
2. ZOHO_UPDATE_ZOHO_RECORD - Update the record [Required]

Key parameters:

• module: Module name
• record_id: ID of the record to update
• data: Object with fields to update (only changed fields needed)

Pitfalls:

• record_id must be the Zoho record ID (numeric string)
• Only provide fields that need to change; other fields are preserved
• Read-only and system fields cannot be updated
• Lookup field updates require the related record ID

4. Convert Leads

When to use: User wants to convert a lead into a contact, account, and/or deal

Tool sequence:

1. ZOHO_SEARCH_ZOHO_RECORDS - Find the lead to convert [Prerequisite]
2. ZOHO_CONVERT_ZOHO_LEAD - Convert the lead [Required]

Key parameters:

• lead_id: ID of the lead to convert
• deal: Deal details if creating a deal during conversion
• account: Account details for the conversion
• contact: Contact details for the conversion

Pitfalls:

• Lead conversion is irreversible; the lead record is removed from the Leads module
• Conversion can create up to three records: Contact, Account, and Deal
• Existing account matching may occur based on company name
• Custom field mappings between Lead and Contact/Account/Deal modules affect the outcome

5. Manage Tags and Related Records

When to use: User wants to tag records or manage relationships between records

Tool sequence:

1. ZOHO_CREATE_ZOHO_TAG - Create a new tag [Optional]
2. ZOHO_UPDATE_RELATED_RECORDS - Update related/linked records [Optional]

Key parameters:

• module: Module for the tag
• tag_name: Name of the tag
• record_id: Parent record ID (for related records)
• related_module: Module of the related record
• data: Related record data to update

Pitfalls:

• Tags are module-specific; a tag created for Leads is not available in Contacts
• Related records require both the parent record ID and the related module
• Tag names must be unique within a module
• Bulk tag operations may hit rate limits

Common Patterns

Module and Field Discovery

1. Call ZOHO_LIST_MODULES to get all available modules
2. Call ZOHO_GET_MODULE_FIELDS with module name
3. Identify required fields, field types, and picklist values
4. Use field API names (not display labels) in data objects

Search Criteria Syntax

Simple search: