Zoho CRM Tip - 52: How to associate multiple line items to a record?

 

Is there an easy way to associate multiple line items to a record?    

 

For better understanding of what line items are in this context, let's look at Zylker, a  

company that is  doing a travel agency business. In this case there can be a wide variety

of travel packages that you are offering to your customers. Each travel package can be 

considered as a deal and anyone can opt for the travel package they are interested with.

The travel packages are considered as "Deals". For each deal there can be multiple 

customers. Considering which, we can create a subform inside the "Deals" and 

choose a lookup field to associate the "Contacts" and the details of the "Contacts" like -

• Travel Start Date
  
• Travel End Date
  
• Age
  
• Amount
  

Special requirements like changing the travel start date and travel end date changes for 

each person(Contact) further. The standard practice is to create a deal for the primary sale.

But how do you  capture the requirements associated with this deal? 

Not all the information will  be required for every customer. Creating custom fields for

the various components   makes the form cluttered and leaves room for many unwanted fields.    

Coming back to the question, yes, you can associate multiple line items to a record  

using Subform.  A subform is a secondary form or a table, which enables us to include  

multiple line items in a primary form. In the context of Zylker,    

●the primary form captures the standard deal details like associated contact,  

  account, lead source, expected revenue, etc.    

●the choices customers make like the Travel start date, Travel end date etc. 

  constitute the line item   that can be added to the subform.  

Follow the below listed steps to add a subform to the primary form: 

1. Go to Setup--> Customization --> Modules and Fields.  

2. Choose the Required Module (Except Activities and Inventory Modules).  

3. Choose the layout.  

4. Drag and drop the Subform Block from the new fields section  

5. Select "Add Field"  

6. Select the field type as Lookup and Choose the module to create the relationship   with.  

7. Add the fields from the "Lookup Module" into the Subform  

8. Save the Layout.  

 

Your subform is now ready.

​

Note:  

 

●Subforms are layout-specific. Create different subforms for different layouts 

  catering to your requirement.

●Using lookup fields, include fields from the lookup module to the subform.The  

   fields included from the lookup module will not sync with the subform. For  

  example, when you change a product description in the subform, it is modified in  

  the subform but not in the original Product module. This is because, you only  

   make an association here, but not synchronization.  

●Using an aggregate field, you can use predefined aggregate functions (SUM,  

  AVERAGE,MAXIMUM and MINIMUM) or Formula functions. For example, when  

  line items are added in the products subform, the prices will be added up  

  automatically. This is done using the SUM function.  

 

Other resources on subforms: Help documentation; Demo video.  

Hope you found this useful. Got a question on subforms? Leave a comment and we will 

get back to you. If you think you missed out on any of our previous Zoho CRM tips, you 

can read them here.

• Topic Participants

• Dinaash R A

  

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