managing-zoho-crm

name	managing-zoho-crm
description	Use when working with Zoho Crm — zoho CRM management including leads, contacts, accounts, deals, activities, reports, workflows, and blueprints. Covers pipeline analytics, lead conversion tracking, activity completion, workflow execution monitoring, and API usage limits.
connection_type	zoho-crm
preload	false

Zoho CRM Management Skill

Monitor and manage Zoho CRM operations and sales pipeline.

MANDATORY: Discovery-First Pattern

Always discover modules and org info before querying records.

Phase 1: Discovery

#!/bin/bash
ZOHO_API="https://www.zohoapis.com/crm/v6"
AUTH="Authorization: Zoho-oauthtoken ${ZOHO_ACCESS_TOKEN}"

echo "=== Org Info ==="
curl -s -H "$AUTH" "$ZOHO_API/org" | \
  jq -r '.org[] | "Name: \(.company_name)\nCountry: \(.country)\nEdition: \(.edition)\nCurrency: \(.currency_symbol)"'

echo ""
echo "=== Modules ==="
curl -s -H "$AUTH" "$ZOHO_API/settings/modules" | \
  jq -r '.modules[] | select(.api_supported==true) | "\(.api_name) | Plural: \(.plural_label) | Visible: \(.visible)"' | head -15

echo ""
echo "=== Users ==="
curl -s -H "$AUTH" "$ZOHO_API/users?type=ActiveUsers" | \
  jq -r '.users[] | "\(.full_name) | Role: \(.role.name) | Profile: \(.profile.name) | Status: \(.status)"' | head -10

echo ""
echo "=== Active Workflows ==="
curl -s -H "$AUTH" "$ZOHO_API/settings/workflow_rules" | \
  jq -r '.workflow_rules[] | select(.status=="active") | "\(.name) | Module: \(.module.api_name) | Trigger: \(.trigger.type // "N/A")"' | head -10

echo ""
echo "=== API Usage ==="
curl -s -H "$AUTH" "$ZOHO_API/org" | \
  jq -r '.org[] | "API Credits: \(.api_count_info.api_credits // "N/A")"'

Phase 1 outputs: Org info, modules, users, workflows, API usage

Phase 2: Analysis

#!/bin/bash
echo "=== Record Counts ==="
for module in Leads Contacts Accounts Deals; do
  count=$(curl -s -H "$AUTH" "$ZOHO_API/$module/actions/count" | jq '.count // 0')
  echo "$module: $count"
done

echo ""
echo "=== Pipeline Summary ==="
curl -s -H "$AUTH" "$ZOHO_API/Deals/search?criteria=(Stage:not_equal:Closed Won)&fields=Deal_Name,Stage,Amount&per_page=200" | \
  jq -r '"Open Deals: \(.data | length)\nTotal Value: \([.data[].Amount // 0] | add)"' 2>/dev/null || \
curl -s -H "$AUTH" "$ZOHO_API/Deals?fields=Deal_Name,Stage,Amount&per_page=200" | \
  jq -r '"Deals Retrieved: \(.data | length)\nStages: \([.data[].Stage] | group_by(.) | map({stage:.[0], count:length}) | .[] | "\(.stage): \(.count)")"'

echo ""
echo "=== Lead Conversion (last 30 days) ==="
curl -s -H "$AUTH" "$ZOHO_API/Leads/search?criteria=(Converted_Date:greater_equal:$(date -v-30d +%Y-%m-%d 2>/dev/null || date -d '30 days ago' +%Y-%m-%d))&per_page=200" | \
  jq -r '"Converted Leads (30d): \(.data | length // 0)"' 2>/dev/null || echo "Check lead conversion via reports"

echo ""
 
curl -s -H   | \
  jq -r  2>/dev/null ||  

Output Format

ZOHO CRM STATUS
===============
Org: {name} ({edition})
Active Users: {count}
Leads: {count} | Contacts: {count} | Deals: {count}
Open Pipeline Value: {amount}
Lead Conversion (30d): {count}
Active Workflows: {count}
Overdue Activities: {count}
Issues: {list_of_warnings}

Anti-Hallucination Rules

1. NEVER assume resource names — always discover via CLI/API in Phase 1 before referencing in Phase 2.
2. NEVER fabricate metric names or dimensions — verify against the service documentation or --help output.
3. NEVER mix CLI commands between service versions — confirm which version/API you are targeting.
4. ALWAYS use the discovery → verify → analyze chain — every resource referenced must have been discovered first.
5. ALWAYS handle empty results gracefully — an empty response is valid data, not an error to retry.

Counter-Rationalizations

Shortcut	Counter	Why
"I'll skip discovery and check known resources"	Always run Phase 1 discovery first	Resource names change, new resources appear — assumed names cause errors
"The user only asked for a quick check"	Follow the full discovery → analysis flow	Quick checks miss critical issues; structured analysis catches silent failures
"Default configuration is probably fine"	Audit configuration explicitly	Defaults often leave logging, security, and optimization features disabled
"Metrics aren't needed for this"	Always check relevant metrics when available	API/CLI responses show current state; metrics reveal trends and intermittent issues
"I don't have access to that"	Try the command and report the actual error	Assumed permission failures prevent useful investigation; actual errors are informative

Common Pitfalls

• OAuth token refresh: Access tokens expire in 1 hour — implement refresh token flow
• Data center URLs: zohoapis.com (US), zohoapis.eu (EU), zohoapis.in (India) — match to org
• API limits: Vary by edition — Free has 5000/day, Enterprise has 25000/day
• COQL vs Criteria: Use COQL for complex queries, criteria for simple filters