getRecords Method

getRecords Method

Purpose

You can use the getRecords method to fetch all users data specified in the API request.

Request URL

XML Format:
https://crm.zoho.com/crm/private/xml/Leads/getRecords?authtoken=Auth Token&scope=crmapi

JSON Format:
https://crm.zoho.com/crm/private/json/Leads/getRecords?authtoken=Auth Token&scope=crmapi

Request Parameters

Parameter Data Type Description
authtoken* String Encrypted alphanumeric string to authenticate your Zoho credentials.
scope* String Specify the value as crmapi
selectColumns String Module(optional columns) i.e, leads(Last Name,Website,Email) OR All
fromIndex Integer Default value - 1
toIndex Integer Default value - 20
Maximum range value - 200
[Maximum range value = toIndex - fromIndex]
sortColumnString String If you use the sortColumnString parameter, by default data is sorted in ascending order.
sortOrderString String Default value - asc
if you want to sort in descending order, then you have to pass sortOrderString=desc.
lastModifiedTime DateTime Default value: null
If you specify the time, modified data will be fetched after the configured time.
newFormat Integer newFormat=1:To exclude fields with "null" values while inserting data from your CRM account.
newFormat=2:To include fields with "null" values while inserting data from your CRM account.
version Integer version = 1:(Default value) This will fetch responses based on the earlier API implementation i.e prior to the enhancements made.
version = 2: This will fetch responses based on the latest API implementation.

* - Mandatory parameter

Note:

  • Refer the Release Notes page to learn more about enhancements made in the API implementation.

Capture Errors

CRM API provides unique error codes to easliy troubleshoot issues in your program while synchronizing data between CRM and your application. To learn more about various error codes and corresponding defintion please refer the Error Codes.

Additional Notes

  • While retrieving data from your Zoho CRM, user’s field-level security settings are applied. Hence to fetch all users data, use the user ID with highest role (Ex: CEO) and profile (Ex: Administrator).
  • fromIndex and toIndex are optional parameters. By default the fromIndex is 1 and toIndex is 20.
  • sortColumnString and sortOrderString are also optional parameters
  • The value for lastModifiedTime parameter should be in yyyy-MM-dd HH:mm:ss format

Examples

To fetch all accounts in JSON format sorted by Account Name (in descending order) starting from 20 to 200

URL Format:

https://crm.zoho.com/crm/private/json/Accounts/getRecords?newFormat=1&authtoken=sbdjEDBDJ445791323
&scope=crmapi&fromIndex=20&toIndex=200&sortColumnString=Account Name&sortOrderString=desc

To fetch all accounts in XML format modified / created after 2008-05-27 00:00:00

URL Format:

https://crm.zoho.com/crm/private/xml/Accounts/getRecords?newFormat=1&authtoken=sbdjEDBDJ1323
&scope=crmapi&lastModifiedTime=2008-05-27 00:00:00

To Fetch Leads with version = 1

https://crm.zoho.com/crm/private/xml/Leads/getRecords?authtoken=Auth Token&scope=crmapi
&selectColumns=Leads(First Name,Last Name,Email,Company,Campaign Source)&version=1
It will return a response like below:

<Leads>
<row no="1">
<FL val="LEADID">2000000022020</FL>
<FL val="Company">Zillium</FL>
<FL val="First Name">Scott</FL>
<FL val="Last Name">James</FL>
<FL val="Email">scott@zillum.com</FL>
<FL val="CAMPAIGNID">2000000072001</FL>
<FL val="Campaign Source">Webinar</FL>
</row>
</Leads>

To Fetch Leads with version = 2

It will return a response like below:

<Leads>
<row no="1">
<FL val="LEADID">2000000022020</FL>
<FL val="Company">Zillium</FL>
<FL val="First Name">Scott</FL>
<FL val="Last Name">James</FL>
<FL val="Email">scott@zillum.com</FL>
</row>
</Leads>

To Fetch Leads without specifying the newFormat parameter

Note:

  • When there is no specification about the response format, the default value "1" is assigned to the newFormat parameter, i.e newFormat = 1

https://crm.zoho.com/crm/private/xml/Leads/getRecords?authtoken=Auth Token&scope=crmapi&selectColumns=Leads(Lead Owner,First Name,Last Name,Email,Company,No of Employees,Annual Revenue,Created By,Created Time)

It will return a response like below:

<Leads>
<row no="1">
<FL val="LEADID">2000000022020</FL>
<FL val="SMOWNERID">2000000018005</FL>
<FL val="Lead Owner">John</FL>
<FL val="Company">Zillium</FL>
<FL val="First Name">Scott</FL>
<FL val="Last Name">James</FL>
<FL val="No of Employees">10</FL>
<FL val="Annual Revenue">1000.0</FL>
<FL val="SMCREATORID">2000000016908</FL>
<FL val="Created By">John</FL>
<FL val="Created Time">2010-03-16 10:04:52</FL>
<FL val="Modified Time">2010-03-16 10:04:52</FL>
</row>
</Leads>

To fetch with newFormat=2

https://crm.zoho.com/crm/private/xml/Leads/getRecords?authtoken=Auth Token&scope=crmapi
&newFormat=2&selectColumns=Leads(Lead Owner,First Name,Last Name,Company,Designation,Email,Phone,Fax,Mobile,Website,Lead Source,Lead Status,No of Employees,Annual Revenue)
This will return a response like below:

<Leads>
<row no="1">
<FL val="LEADID">2000000022020</FL>
<FL val="SMOWNERID">2000000018005</FL>
<FL val="Lead Owner">John</FL>
<FL val="Company">Zillium</FL>
<FL val="First Name">Scott</FL>
<FL val="Last Name">James</FL>
<FL val="Designation">null</FL>
<FL val="Email">null</FL>
<FL val="Phone">null</FL>
<FL val="Fax">null</FL>
<FL val="Mobile">null</FL>
<FL val="Website">null</FL>
<FL val="Lead Source">null</FL>
<FL val="Lead Status">null</FL>
<FL val="No of Employees">0</FL>
<FL val="Annual Revenue">0.0</FL>
</row>

To Call with fromIndex=1,toIndex=25

https://crm.zoho.com/crm/private/xml/Leads/getRecords?authtoken=Auth Token&scope=crmapi
&newFormat=1
&selectColumns=Leads(Lead Owner,First Name,Last Name,Email,Company)
&fromIndex=1&toIndex=25

Note:

  • This will return 1 to 25 records.

To Call with lastModifiedTime

https://crm.zoho.com/crm/private/xml/Leads/getRecords?authtoken=Auth Token&scope=crmapi
&newFormat=1&selectColumns=Leads(Lead Owner,First Name,Last Name,Email,Company)
&lastModifiedTime=2010-04-21 11:09:23

Note:

  • If you specify the time, modified data will be fetched after the configured time.

To select all fields from leads with newFormat=1

https://crm.zoho.com/crm/private/xml/Leads/getRecords?authtoken=Auth Token&scope=crmapi
&newFormat=1&selectColumns=All

Note:

  • This will return all fields which have values.

To select all fields from leads with newFormat=2

https://crm.zoho.com/crm/private/xml/Leads/getRecords?authtoken=Auth Token&scope=crmapi
&newFormat=2&selectColumns=All

Note:

  • This will return all fields, including null value fields.

To Call with lastModifiedTime, fromIndex and toIndex

https://crm.zoho.com/crm/private/xml/Leads/getRecords?authtoken=Auth Token&scope=crmapi&newFormat=1
&selectColumns=Leads(Lead Owner,First Name,Last Name,Email,Company)
&lastModifiedTime=2010-04-21 11:09:23
&fromIndex=1
&toIndex=25

To Call with lastModifiedTime, fromIndex and toIndex (for the Accounts Module)

https://crm.zoho.com/crm/private/xml/Accounts/getRecords?authtoken=Auth Token&scope=crmapi&newFormat=1
&selectColumns=Accounts(Account Owner,Account Name,Phone,Industry)
&lastModifiedTime=2010-04-21 11:09:23
&fromIndex=1
&toIndex=25

Test Program

You can use the attached program to run and test the working of the getRecords method in your Java Environment.
The Java Program contains the following:

  • the ticket generation format
  • the parameters and their values
  • actual usage of the method

Click here to download the program

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