Zoho Corporation

Creating Webhooks
Webhooks facilitates communication with third-party applications by sending instant web notifications every time
an event occurs in Zoho CRM. With Webhooks, you can configure HTTP URLs and associate them in workflow
rules to automate the entire notification process. For general information about Webhooks, please refer
to webhooks.org.

Scenarios
After closing a deal in Zoho CRM, you can push the customer information to Accounting software (e.g. Zoho
Books) and automatically generate an Invoice for the Customer.

You can add subscribers to the mailing list in Email Marketing software (e. g. MailChimp) based on leads or
contacts collected from your Website using Zoho CRM's Web forms.

You can trigger SMS reminders to field sales reps about customer meetings, demos and other events.

You can generate an estimate in your Accounting software (e.g. Zoho Books) as soon as the opportunity stage
is changed from Prospecting to Price Quote.

After closing a deal in Zoho CRM, you can automatically calculate the commission for Sales Reps in Sales
Commission Application built over Zoho Creator.

Target Audience
CRM Users with Manage Workflow permissions

Programmers with REST API skills

Availability

Permission Required
Users with Manage workflow permission in their profile can access this feature.

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 List of Fields in Webhook

Limits and Data

Field Name Description
Type

Name Specify name of the webhook. Alphanumeric (100)

Description Add a description for the webhook. 200 characters

Select type of API method - POST, GET, PUT, and DELETE .

POST allows you to enter the values in the fields of the

associated application.
GET allows you to retrieve information to update in the
fields of a record in Zoho CRM
Method Picklist
PUT updates the existing value in the associated application.
DELETE deletes the existing value in the associated
application.

Note: By default, system will select the POST method.

URL to Notify Specify the REST API URL of the third-party application. 300 characters

Authorization Select the desired Authorization type - General ( includes API Key
Radio Button
Type or AUTH Token) and Connection (OAuth, API Key, etc..)

If Connection is selected, then you can choose the appropriate

connection from the list.

Note: The connection option will only list the existing active
connections.
Either choose an existing connection or create a new one. Read
more about
Connection connections Radio Button
.

If a new connection is added, click on the refresh icon present

near the Choose connection field, to display the newly added
connection in the drop-down.

Module Choose one of the Zoho CRM modules. Picklist

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Supported Modules:

CRM primary module, such as leads, accounts, contacts, deals,

etc.

Meetings and Tasks

Note: You can not set up webhooks for Call Logs and Notes
modules.

Note: URL Parameters - A URL consists of information on the

trigger between Zoho CRM and other applications. The
information trigger in a webhook URL is typically classified as Header Limit: A
Header and Body. webhook can
Parameters added to the header section will have data that will
Header accommodate up to
synchronize with the header of other application. In addition to the
trigger information, header can customarily carry API Keys/ Auth 10 Header URL
tokens.To form the Header URL parameters, choose Module Parameters.
Parameters and/or custom parameters.

Specify the Parameter Name, Parameter type, and corresponding

Parameter Value. Add multiple parameters to build the string. This
format is dynamic, and the CRM gives you the options to choose
the field values from the picklist.

Module Parameter Type includes -

Parameters

CRM primary modules

Users

Organization

Specify the CRM Parameter Name and corresponding value for the
Custom webhook. The name and the value are as configured. Because the
Parameters value in custom parameter is static, this key/value pair is mainly used
to send the Auth tokens, security tokens,API key, etc..

Body The Body part of the URL contains information in the URL string Raw Data Limit : A
about the trigger to other application. You can choose to use Form- webhook can hold up
to 15000 characters

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Data or Raw from the picklist, to configure the body part of the in the raw data text
URL. editor.

Form-Data: It allows you to build the body part of the URL by

simply appending together, Parameter name,and Parameter type or
Parameter Value.You can build Form-Data in 3 ways - Module
Parameters, Custom Parameters, and User-Defined Parameters.

User defined parameter: Specify the Parameter name and the

parameter value. This format is also dynamic, with the ability to
choose the type of value from the insert merge field option using #

Raw Data: Apart from forming the parameters, you can also write
your own data values in the text editor if you select the option Raw
Data as body type. You can input data in either of the following
formats XML, JSON, HTML, or TEXT.You can also use the #
merge field feature to denote a field value within the script.

Preview URL displays the complete webhook URL for GET and
DELETE request method, while for the POST and PUT method,
Preview URL only the configured URL is displayed. Read-only
To preview the URL, Click the Refresh icon in the bottom of the
text editor, You can also copy the URL.

Notes:

If the Request Method is selected as POST or PUT, then the configuration types - Header and Body
appears.
If the Request Method is selected as DELETE, then the header and Form-Data of the body
configuration appears.
If the Request Method is selected as GET, only the body of the configuration type in form-data
format, appears.
It is not possible to use the participant’s personal details such as their email, phone, mobile number,
etc. as a parameter in Webhook in the Meetings module.

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Set Up Webhooks
Setting up Webhooks includes the following three steps:

Create a webhook.

Associate webhook to a workflow rule.

Test webhook integration.

To create a webhook

1. Go to Setup > Automation > Actions > Webhooks.

2. In the Webhooks page, click Configure Webhook.

3. In the New Webhook page, specify all necessary parameters.

4. Click Save.

Recognize Unsupported Merge Field Values

Sometimes you may notice that the merge field values you have used in the Value Description editor of your
webhook now get displayed as ${Unsupported_Field}. Following are some of the reasons why this happens.

Custom field deleted

The merge field whose value you have inserted has been deleted. If your webhook's Value Description editor
continues to contain the merge field value of a deleted field, that value will be displayed
as ${Unsupported_Field}.

Custom look-up field deleted

The custom look up field whose value you have inserted has been deleted. If your webhook's Value
Description editor continues to contain the merge field value of a deleted look-up field, that value will be
displayed as ${Unsupported_Field}.

Field not listed in the list of Available Merge Fields

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 If you have used the merge field value of a field that is not among the list of available merge fields for the
selected module, then it will be displayed as ${Unsupported_Field}.

For example, if you insert the merge field value ${Leads.Lead Id} in the Value Description editor for the Deals
module, it will get displayed as an unsupported field.

Integrations/Features disabled

When a feature or integration has been disabled for your account, the fields that were created as part of the
integration will also not be available for the account post the deactivation. If a merge field value of such a field
has been inserted in the Value Description editor, it will be displayed as ${Unsupported_Field}. This is
applicable to the following features/integrations.

Google Ads Integration - Google Ads fields that are no longer available will not be supported.

Visitor Tracking (Zoho SalesIQ Integration): Visitor Tracking fields that are no longer available will not
be supported.

Territory Management - Fields that are no longer available will not be supported.

Multicurrency - Currencies that have been deactivated will not be supported.

To associate webhook to a workflow rule

1. Go to Setup > Automation > Workflow Rules

2. In the Workflow Rules page, click the Create Rule.

3. In the Create New Rule page, specify workflow rule parameters.

4. Under Workflow Actions, select webhooks.

5. In the Call Webhook popup, select the required webhook and click Associate.

6. Click Save.

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 To test the webhook integration

1. Add test data in CRM according to your workflow rule criteria.

2. In your application check for the data received from Zoho CRM via webhook notification.

3. If there is an error or data mismatch, modify your webhook settings in Zoho CRM.

4. Continue this test until you obtain the required data from Zoho CRM to your Application.

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Notes:

You can associate up to 6 (1 Instant Action and 5 Time-Based Actions) webhooks per workflow rule.

Data transfer limit:

Header: A webhook can accommodate up to 10 Header URL Parameters (including module

and custom parameters).
Body:
- Form-data: 25 module parameters, 10 custom parameters, and a structured parameter with
length up to 10000 characters.
- Raw data type: Up to 15000 characters can be passed. If you are using Raw data type
parameters, you cannot use the Form-data type.

You cannot retrieve data from other Apps to Zoho CRM using webhooks.

You must update the API ticket regularly according to limits in third-party applications.

You will not receive any email notification, if the Webhook integration stopped functioning due to
any issue in a third-party API.

If there is any failure in the process, Webhook will send a notification first, Zoho CRM system will
send a second notification after 15 min. Thereafter, the system will not send any Webhook
notifications for that particular workflow trigger.

If you exceed the maximum count per day, the system will not send remaining Webhook
notifications to third-party applications and will notify the failure to Administrator.

In the URL to Notify field, if you want to specify a port number, please note that only 80 or 443 port
numbers are supported.

Zoho CRM gives an option to select the required Date/Date Time format and Time Zone during
Webhook param configuration.

Limits for Webhooks:

Professional edition - 50,000 calls/day or 100 calls/user/day (whichever is lower).

Enterprise edition - 500,000 calls/day or 500 calls/user/day (whichever is lower).

Ultimate edition - 1,000,000 calls/day or 1000 calls/user/day (whichever is lower).

Business Scenario 1
Calculate Sales Commission in Zoho Creator App upon closing an Opportunity in Zoho CRM.

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Purpose
Sales Managers and the Payroll team can use the Sales Commission app to calculate the compensation for your
Sales Reps according to a pre-defined formula that is been set by your organization (for example, flat 2% of the
closed contract or sales amount). This application helps you to reduce manual entries, minimize errors and save
time while calculating the commission for your Sales Reps. Additionally, Sales Reps can track their monthly
commissions in a central location.

Pre-requisite
Account in Zoho Creator Application

Permission to access Zoho API

Familiarity with Zoho Creator

Procedure
1. Create the Sales Commission App in Zoho Creator (Refer Zoho Creator Tutorial on Creating Apps)

2. Configure webhook in Zoho CRM

3. Set up Workflow Rule

4. Test your webhook integration

Step 1: Create Sales Commissions App in Zoho Creator

In Zoho Creator, create the Sales Commission App with following fields:

Sales Rep

Deal Name

Customer Name

Opportunity Amount

Type of Business: New Business or Existing Business

Closing Date

Sales Commission

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 To create an Application in Zoho Creator refer to the online help

Step 2: Configure Webhook

Select the following Fields from the Deal module while setting up user-defined parameters:

Deal Name

Closing Date

Type

Record Owner

Amount

In Webhook, specify the following details:

URL to Notify:

1. https://creator.zoho.com/api/xml/write - POST method

Raw- Body type Parameters (XML, Text, JSON, or HTML)

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 1. <ZohoCreator>

2. <applicationlist>

3. <application name='sales-commissions'>

4. <formlist>

5. <form name='Commissions'>

6. <add>

7. <field name='Name'>

8. <value> ${Potentials.Potential Name} </value>

9. </field>

10. <field name='Closed_Amount'>

11. <value> ${Potentials.Amount} </value>

12. </field>

13. <field name='Closing_Date'>

14. <value> ${Potentials.Closing Date} </value>

15. </field>

16. <field name='Customer_Name'>

17. <value> ${Accounts.Account Name} </value>

18. </field>

19. <field name='Type_of_Business'>

20. <value> ${Potentials.Type} </value>

21. </field>

22. <field name='Sales_Rep'>

23. <value> ${Potentials.Potential Owner} </value></field>

24. </add>

25. </form>

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 26. </formlist>

27. </application>

28. </applicationlist>

29. </ZohoCreator>

Note

In the above XML string, name represents the field in Zoho Creator App and the value for data is to
be pushed from Zoho CRM.

<applicaton name> is the name of the application that contains the form in Zoho Creator. Get your
application name from the Application Settings tab of Zoho Creator.

<form name> is the name of the form where you edit records in Zoho Creator. Get your form name
from the Form Settings of your Zoho Creator account.

Ensure that the date format in the Creator app is in yyyy-MM-dd format. You can change the date
format from the Application Settings of your Zoho Creator account.

Custom Parameters:

Parameter Description

Configure a connection with creator in the Connections under Developer Space and select
Authorization the same in the authorization type of the webhook in CRM. Refer to the Creator help for
more details.

zc_ownername* Specify the application owner's name of your creator account.

Note

To retrieve data from other apps to Zoho Creator, you must specify the username and Authorisation
typ. To generate Zoho API information, refer to the Online help

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Step 3: Set up Workflow Rule
Follow these steps in the Workflow Rule page:

1. Set up workflow criteria as:

Type is New Business

Stage is Closed Won

2. Click Next.

1. Select webhook as instant action.

2. In the Call Webhook popup, select the required webhook from the list and click Associate.

3. Save the workflow rule.

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Associate Webhook to Workflow Rule

Step 4: Test your Integration

1. Add a test deal in CRM with Type and Stage fields as a New Business and Closed Won respectively. While
entering test data, ensure that Amount, Closing Data, Record Owner, Account Name and Deal Name are also
entered.

2. Open your Sales Commission App in Zoho Creator and check for the CRM data.
If you've not received any data, modify the webhook configuration and continue testing. After successful
testing, remove test entries and roll-out this integration to your CRM users.

Business Scenario 2
Send SMS alerts to customers and sales reps.

Purpose
A payment from a customer is due today. You can send an SMS with the payment due date, customer name, and
amount details to your Sales Rep by associating webhook to time-based action in workflow rule.

Pre-requisite
Account in SMS gateway service

Permission to access Workflow Rules

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Procedure
1. Create an account in SMS gateway service

2. Configure webhook in Zoho CRM

3. Set up Workflow Rule

4. Test your webhook integration

Step 1: Create an account in SMS gateway service

In your SMS gateway service, create an account and get these details to configure webhook:

Sales Rep

Deal Name

Customer Name

Opportunity Amount

Type of Business: New Business

Stage: Closed Won

Payment Due Date (custom field)

Currently Zoho has partnered with the following SMS Gateway providers:

Bulk SMS

Clickatell

Screen Magic

Valueleaf

Solutions Infini

You can buy SMS credits and API details from the above vendors.

Step 2: Configure Webhook

Select the following Fields from the Leads module while setting up user-defined parameters:

Domain Name of SMS gateway

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Username

Auth Token

In webhook, specify the following details:

URL to Notify:

1. http://<Domain Name>/smsgateway/post - POST method

User-defined Parameters (XML or JSON)

1. <?xml version="1.0"?>

2. <m:Library xmlns:m="http://www.screen-magic.com/" xmlns="http://www.defns.com/">

3. <username>xxxx@xxxxx.com</username>

4. <senderid>SMS-Provider</senderid>

5. <accountid>XXXXXXX</accountid>

6. <authtoken>XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX</authtoken>

7. <message mobilenumber="${User.Mobile}">Hi ${User.Last Name}, Payment amount

${Potential.Amount} is due today from ${Account.Name}. Please contact ${Contact.Last Name}
ASAP</message>

8. </m:Library>

Note

In the above XML string, we've used Screen Magic gateway for demonstration purpose.

Step 3: Set up Workflow Rule

Follow these steps in the Workflow Rule page:

1. Set up workflow criteria as:

Type is New Business.

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Stage is Closed Won.

Choose Closing date.

2. Select the webhook as a time-based action.

3. Save workflow rule.

Workflow Rule Criteria

Associate Webhook to Workflow Rule

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 Step 4: Test your Integration
1. Add a test deal in CRM with Type and Payment Due Date fields as a Existing Business and Today
respectively. While entering test data, ensure that Amount, Closing Data, Record Owner, Account Name and
Deal Name are also entered.

2. In your mobile phone check for the SMS alert

If you've not received SMS, modify the webhook configuration and continue testing. After successful testing,
remove test entries and roll-out this integration to your CRM users.

Refer Error Codes

Webhook execution may sometimes fail due to one of the following reasons:

Bad Request - A required parameter may be missing

Unauthorized Request - An invalid Auth Token is provided.
Request Failed - Parameters were valid but request failed.
Page not Found - If the requested item doesn't exist.
Third-party error - Due to a glitch in the third-party application.
Third-party server not available - Disconnection at the third-party API server.
Internal process failure - If there is an error in processing the webhook.
Day limit reached - If the org had reached the maximum limit for the day.
Invalid URL - If the URL is SSRF vulnerable or an invalid URL.
Socket timeout - If the webhook is invoked but response is not received until 10 seconds.

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow
 View Webhooks Usage Graph
Zoho CRM provides graphs that show the daily or weekly usage statistics of webhooks across various features.
You can view the alert usage from Go to Setup > Automation > Actions > Webhooks.

The More Info link provides detailed information on the usage stats. Please note that the graph will cover the
usage stats of the past 7 days.

SEE ALSO
Associate Functions
Email Notifications
Field Updates

https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/webhooks-workflow