Playbooks relies on API calls to connect with CRM to deliver the core capabilities of the platform such as importing records, running Robots, and syncing data to CRM records. Since Playbooks isn’t the only application that uses API calls, it’s important to keep API use within certain boundaries to prevent other CRM integrations from failing. The API Limiter places guardrails to prevent Playbooks from consuming all API calls, optimize existing API usage, and prevent CRM disruptions.

API Limiter

When the API Limiter launches in April 2021, Playbooks will have a setting built into the platform that only allows a certain number of API call requests within a given time frame. This time frame is customizable and can be set to a rolling period as short as 5 minutes. When Playbooks hits the number of API calls allowed for the time frame, it will stop using API calls which means it will also stop communicating with CRM. This might cause errors with Playbooks and prevent record imports, Robots from running, and data syncing to CRM records. Once that time frame has passed, Playbooks will begin to consume API calls again and Robots will resume running, data will sync to CRM record, and records can be imported.

To illustrate how this works, let’s say your organization has a limit of 10 API calls for 10 minutes. If all 10 API calls are consumed on minute 0 of the 10 minutes, Playbooks wouldn’t be able to consume any more API calls until 10 minutes has passed. Once that 10 minutes is up, a new 10 minute time frame begins and Playbooks can begin using the next set of 10 API calls.

How to Set API Limiter

Right now, the API Limiter is OFF by default. In order to activate the API Limiter, contact XANT support and specify the number of API calls per time frame your organization requires (e.g., 10 API calls per 5 minutes, 100 API calls per hour, or 1000 API calls per day). Work with a XANT representative to determine what API limit suits your organization. In future releases, managers and admins will have the ability to set their own API Limits, receive email warnings, and enable user notifications for API Limits. If API usage is still excessive, try setting a higher runtime for Robots.