Kaizen #124 - Manipulating Subform using Zoho CRM APIs

Kaizen #124 - Manipulating Subform using Zoho CRM APIs

Hello everyone!

Welcome back to another post in our Kaizen series. 
In this post, we will discuss how to manipulate the Subform data using Zoho CRM APIs.

Subforms

A Subform is a data section embedded in the primary form to collect details related to the parent record. It helps in maintaining multiple records under a single parent record. 

Using subform, you can create a parent-child relationship between modules, where the parent module represents the primary data and the child module contains the related data. 

Data Model Representation
The above diagram shows the data model representation when you create a subform in a module.
Consider adding a subform field named Project Details in the Leads module (parent module). Zoho CRM will automatically create a separate module for the subform field with the specified subform field name - Project Details. Each record within the subform module can have multiple fields, in addition to the system-defined Parent_Id lookup field, establishing a connection between the parent (Leads module) and child (subform module) modules. Through this linking process, one can easily identify which subform record corresponds to which specific lead record.

Use Case

Consider Zylker Consulting organization using Zoho CRM to maintain their leads and their projects. Zylker uses the Project Details subform in the Leads module to collect project-specific information collected from their Leads.
The Project Details subform includes fields such as Project Title,Type, Budget, and Status, in addition to the Parent_Id lookup field.
Now, the Zylker's sales team needs to retrieve all the details of the projects from the Leads module for further project analysis, expected budgets, and status. Let's see how to manipulate these data in CRM using Zoho CRM APIs.

The APIs used in this post

API
Methods
Subforms API
GET, POST, UPDATE
Records API
POST, UPDATE, DELETE
Search API
GET
COQL API
POST
Bulk Read API
POST, GET

How to retrieve subform records using the Zoho CRM APIs?

To retrieve subform records from the subform module, specify the subform module's API name to access their records or fields.

Step - 1
To know the API names of the subform fields in a module, make a GET - Fields Metadata API call. Among all the Leads' fields, subform field can be identified by the json key data_type with the value subform. Corresponding subform module can be found from the json associated_module. Below is the API call & response for such a subform field.

Request URL :
{api-domain}/crm/v6/settings/fields/{subform_field_id}?module=Leads

Request Method: GET

Sample Response:


Step - 2
Using the api_name of the subform module, make a GET Fields metadata API call to get the list of fields (along with their api_name) in the subform. One of the fields of the subform module will be Parent_Id with the data_type as lookup, pointing to the parent module (here it is Leads).

Request URL 
Request Method: GET
Sample Response:
Now you know how to get the API name of the subform and its corresponding fields.

Step - 3
Sample Request and Response to retrieve subform records
The below request will retrieve all the subform records in the Leads module. The linking of subform record to the Lead's module will be available in the Parent_Id field, which is highlighted. The id key inside the Parent_Id json object is the id of the Leads records.
 


How to add data to the subforms?

To add records to the subform, you need the API name of the subform and its corresponding field API names.
Request URL:
Request Method:  POST
Sample Input
{
    "data": [
        {
            "Last_Name": "Patricia",
            "Company": "Info Technology",
            "Email" : "patricia@mail.com",
            "Project_Details": //API name of the subform
     [ 
                {
                    "Project_Name": "Mobile App Development for Productivity",
                    "Project_Type": "Mobile App Development",
                    "Expected_Budget": 50000,
                    "Status": "Negotiation in Process"
                }, //API names of the subform fields
                {
                    "Project_Name": "Big Data Infrastructure Implementation",
                    "Project_Type": "Infrastructure Upgrade",
                    "Expected_Budget": 30000,
                    "Status": "Proposal Submitted"
                },
                {
                    "Project_Name": "Big Data Infrastructure Implementation",
                    "Project_Type": "Infrastructure Upgrade",
                    "Expected_Budget": 30000,
                    "Status": "Proposal Submitted"
                }
            ] 
        }
    ]
}

The above highlighted syntax is used for adding data to the subform records. 

Sample Response:

Kaizen #33 - Subforms API explains in detail how to Fetch, Update, and Delete the subform data with sample requests, inputs, and responses.

Retrieve Subform Data via Search API and COQL API

There may be situations where you need to fetch records based upon certain conditions.  

Criteria :
The sales team wants to retrieve the subform records whose budget is greater than or equal to $40000. In this case, we will use Zoho CRM's Search API and COQL API. Let's see how to achieve this. 

Search API

To retrieve the records that match your search criteria, retrieve subform data using its corresponding module API name.  Note that using Search API, you can fetch data quickly from a single module.

Request URL:

Request Method: GET
Sample Response :
The above response shows all records that meet the specified criteria.

How to retrieve subform records from a particular parent record?

To retrieve subforms records in a particular lead record that meet the above criteria, follow the below sample request.

Sample Request URL:

Sample Response:



Retrieving Subforms Data via COQL API

We know that the subform is maintained in a separate module. So, retrieve subform data by querying the subform module's API name and it's parent module via the Parent_Id lookup field. 

Request URL:
Request Method : POST

Sample Input:
{
 "select_query" : "select Expected_Budget from Project_Details where ((Expected_Budget >=40000) and (Parent_Id = 5725767000002105043))"
}

Sample Response:
Using a Parent_Id (lookup field pointing to Leads module) in the COQL criteria automatically adds a left join to the child module (Project_Details). With that join, criteria can be applied to the fields of the parent module also. Below example illustrates that we want to fetch the Expected_Budget field of the Project_Details module where the Expected_Budget is greater than or equal to 40000 for the corresponding Leads with Annual Revenue greater than 1000000. 

{
 "select_query" : "select Expected_Budget from Project_Details where ((Expected_Budget >=40000) and (Parent_Id.Annual_Revenue > 100000 ))"
}

From the SQL perspective, above COQL can be interpreted as

select pd.Expected_Budget from Project_Details as pd left join Leads as l on pd.Parent_Id=l.id where pd.Expected_Budget>=40000 and l.Annual_Revenue > 1000000

For more information on COQL API, refer to the Kaizen posts  COQL Part -1 and COQL Part - 2

Bulk Read API

Bulk Read API allows you to fetch a large set of data i.e., you can fetch a maximum of 200,000 records in a single API call. 
To export subform records in the Leads module in CSV file format, use the subform's API name.

Request URL:
Request Method: POST

Sample input to export subform records:
{
    "callback": {
        "method": "post"
    },
    "query": {
        "module": {
            "api_name": "Project_Details" //API name of the Subform module
        },
        "file_type": "csv"
    }
}


Export subform records that meet the specified criteria

To export subform records based on the given criteria above (similar to the criteria for Search and COQL APIs).

Sample Input:
{
        . . .
     "query": {
        "module": {
            "api_name": "Project_Details"
        },
        "fields": [
            "Project_Name",
            "Project_Type",
            "Expected_Budget",
            "Status"
        ],
        "criteria": {
            "field": {
                "api_name": "Expected_Budget"
            },
            "comparator": "greater_equal",
            "value": "40000" //Retrieving subform records with an expected budget greater than or equal to $40,000
        }
    }
}


Export subform records that meet the specified criteria for the particular parent record

To export the subform records of a particular parent record in the Leads module. Check the below sample request.

Sample Input:

{
       . . .
        "query": {
        "module": {
            "api_name": "Project_Details"
        },
        "fields": [
            "Project_Name",
            "Project_Type",
            "Expected_Budget",
            "Status"
        ],
        "criteria": {
            "group": [
                {
                    "field": {
                        "api_name": "Expected_Budget"
                    },
                    "comparator": "greater_than",
                    "value": "39999"
                },
                {
                    "field": {
                        "api_name": "Parent_Id"
                    },
                    "comparator": "equal",
                    "value": "5725767000002105043"
                }
            ],
            "group_operator": "AND"
        }
    }
}


As the API is an asynchronous API, the response will not be available instantly; the bulk read job is scheduled, and the status can be checked. Once the job is completed, it'll be notified in the callback URL. The records are available in a downloadable CSV file or ICS file (for events). You can export subform records in a module using the subform module API name. See Kaizen #12 Bulk Read API to know how to view the status of the scheduled job and download the file, along with more sample requests and responses.

Frequently Asked Questions

Q.  Is the API name of the subform case-sensitive? Also, how can I view the API name of a subform field in the web UI?
Yes, the API name of a subform is case-sensitive. To know the API name of a subform module (e.g. Project Details) Please go to Setup -> Developer Hub -> APIs -> CRM API -> API names -> Click on the parent module where the subform was created (e.g. Leads) and scroll down there you can view the subform field's API name.

Q. I changed the order of subform records and made a GET - Records API call. The system listed the records in the same order as displayed in the UI, rather than the order of their creation. Is this the system design? 
When you make a GET - Records API call for a module, it lists the subform records ordered in the UI. Note that you can re-order the subform records. So, when you retrieve those records via the API, they will be listed in the same order as they are arranged in the UI.

Q. Can we change a subform field's API name via API?
You can change the API name of the subform field only through the UI. Go to Setup -> Developer Hub -> APIs -> CRM API -> API names -> Click on the parent module where the subform was created (e.g. Leads) and go to the Field Label section. There you can view the subform field name and edit the API by clicking on the Edit option.

We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com

Stay tuned for more insights in our upcoming Kaizen posts!
------------------------------------------------------------------------------------------------------------------------------
Previous Kaizen Post : Kaizen #123 Data Synchronization from a third party application
-------------------------------------------------------------------------------------------------------------------------------



Cheers!

Additional Reading:

Kaizen Posts:





    • Recent Topics

    • Outlook plugin funktioniert nicht.

      DAs Outlook Plugin funktioniert nicht mehr. Ich werde aufgefordert, mich mit der App "OneAuth" anzumelden Intelligente Anmeldung per OneAuth funktioniert nicht zufreidenstellend. Nach erfolgreicher Anmeldungung mittels QR Code lande ich wieder beim QR

    • iOS App Version 3.0 - Customer list gone?

      Not sure when this changed, but I seem to have been updated to 3.0 for the phone app (on iOS). I'm pretty sure that I used to have a Customers button that allowed me, for example, to see what appointments a customer has. Has this disappeared or am I just

    • Zoho Signature, "For Demo Purpose Only Powered by Zoho Sign"

      How to disable this text on the documents for signature. "For Demo Purpose Only Powered by Zoho Sign"

    • Add Resource variable to notification email customisation for Event Type

      The notification email customisation feature for Event Type does not include a variable for the Resource field. Without this field, Zoho Bookings cannot be used by any business for resource-based services or event types e.g. room bookings, equipment bookings.

    • Can't find add role button, is iet st because I have the free subscription

      Trying to add my accountant in Zoho Books if I press the add accountant button, I get stuck as it says no such role exists, and won't let me continue, I can't find the add roles button, so I am stuck. Is it because I have the free subscription? Also can't

    • Calendar view all appointments in workspace

      In the Calendar page, add the ability to view all appointments in the Workspace. The Manage Calendars filter requires me to select at least one user or resource, and it only lets me select up to five of them. There's no filter option to view the entire

    • Tip #13: Identify where your bookings come from with Source Tracking

      Source tracking is the practice of identifying where your bookings originated. This is important, because online bookings come from a wide variety of sources like social media platforms, your website, email and ad campaigns, partner websites, organic

    • Unable to Add Notes

      I've had a user report that they are unable to add notes to account records. I attempted and found the same issue. There is no option to save the note.

    • Workflow Rule Alert Not Working

      I have a workflow rule set (that I've been using for years) that suddenly stopped working. Module - Leads Execute on - Create Alerts - Email Active - Yes When I create my lead I no longer receive my email notification. 

    • Unify Overlapping Functionalities Across Zoho Products

      Hi Zoho One Team, We would like to raise a concern about the current overlap of core functionalities across various Zoho applications. While Zoho offers a rich suite of tools, many applications include similar or identical features—such as shift management,

    • Can zoho sign collect data feeding Zoho Sign?

      I m sending contracts to client who are not in my zoho CRM database yet. Can the data they enter in Zoho sign contract I send them, (that includes...) official company name address first name second name etc, ...Create or update a contact / account

    • IMAP ACCOUNT ACCESS PROBLEM

      Hi! I moved from Gmail some time ago to ZOHO. It works fine and it worked till yesterday. I found out that on my MAC OSX mail client I can not receive emails from ZOHO using IMAP. Gmail is set to IMAP and works OK. My company email account uses POP and works good as well. Is there anybody else who has such problem or this might be something with my email client...? I didi check for the settings but everything is as it was from the beginning. Honestly, I didn't change anything recently. It just stopped.

    • Modified approved time log

      I can’t seem to find a way to make change to approve time log entry. The case is the following. We pay the employees every 2 weeks, so employe A enter is time for the 2 weeks and then submit his timesheet. Now is superior approve the time he worked via

    • I want to Show the product list based on the drop Down

      in quotation app , amc form form i have Department drop down field and in subform i have loop up field item description taken from the anothe app PRO I want to show the product list look up based on the deparment selected example if they selected deparment

    • Inventory Barcode Creation - Add Picture of Item

      Hi I am trying to set up bar code labels and include a picture of the item on the label - any idea on how to add that field to the barcode generator?

    • Shared Snippets Everyone

      Hi, Now that the Shared Snippets have been released and I think will be the most used feature implemented in 2023 :) Creating and Using Snippets in Ticket Responses - Online Help | Zoho Desk Maintain consistency in ticket responses with shared snippets

    • Topics assigned to Contacts in Campaigns

      I have yet to find an efficient way to assign topics to contacts in campaigns with the new system in place.  We have daily contacts added to our system through various forms and we have to manually go in and add topics to contacts before each email campaign

    • Zoho CRM email formatting issues

      I have been having a hard time with formatting email templates. It feels like Zoho email is "fighting my edits." It refuses to change size, font, etc. Sometimes, the template looks great, then when the email gets sent, it looks completely different- some

    • Weekly Tips : Seamlessly collaborate with Share Drafts in Zoho Mail

      Ever found yourself stuck wondering how to get input on an important email draft without actually sending it? Maybe you want a teammate’s feedback or approval from your manager—without exposing sensitive info. Or perhaps you are working across different

    • How to Share a workdrive folder outside organization ?

      Hi, Earlier we were using Google Suite and were able to share the google drive folders with external organization ( Auditors , marketing collaterals ) as most of them had a personal gmail account they were able to access it without any issue. How can

    • Zoho CRM Account Duplication via Credit Application Form

      Hi, We send a credit application link to our customers via email, which is managed through Zoho Campaigns. When a customer submits the form, it automatically creates a new account in Zoho CRM. We would like to know how to stop this from creating duplicate

    • Flexible Milestone Invoicing

      If your Zoho Projects portal is integrated with Zoho Invoice/Books, you can now create an invoice for your milestones. You can enable it under Integration Preference and invoice milestones regardless of the project's billing type. For instance, consider

    • The get records i am getting produts that show in the show in the sub form item list field

      The get records i am getting produts that show in the show in the sub form item list field if(input.Department != null) { // Get filtered records once creator_ptid = zoho.creator.getRecords("harshadgroup","item-master","All_Products","Department == \""

    • Add Zoho Form Submission as Attachment to Zoho CRM Deal using Zoho Deal ID

      Hi Zoho team, I have a Zoho Form in which one of the fields will be hidden but will be defaulted with the Zoho Deal ID. Once the form is submitted, I want to reattach the submitted form (and another uploaded file field) into Zoho CRM Deals record. The crazy part is that Deal Name and Stage are the only two fields available for mapping. I have the actual Deal ID. Why can't I just use that. Can you please fix it so that I can properly attach the submission using Zoho Deal ID instead of name/stage (which

    • Payment link showing as malicious

      We've had a few customers who have been unable to pay invoices as the payment link (the domain is zohosecurepay.eu) is showing as a malicious website in their browser. Could anyone help with this please?

    • Side bar menu

      It would be great if you could stop the auto collapse of expanded menus when selecting a different module. It would save a lot of mouse clicks for a lot of users that frequently switch between sales & purchases as we do, it's easier to collapse them manually when not required !

    • Add Microsoft Entra ID to Zoho One

      Hi! Have anyone tried the Zoho connection to Microsoft Entra ID (https://help.zoho.com/portal/en/kb/one/admin-guide/directory-stores/articles/add-microsoft-azure-to-zoho-one?action=kbArticleFollow&actionId=4014605732522 ) This is a big operation and you

    • Multiple Respondents for One Survey Submission?

      Does anyone know of a way to allow multiple respondents to complete only one  survey and then also see (while completing the survey) the responses for their fellow colleagues who already answered that question? The situation is that our new customers have within their own organization, multiple employees that will need to assist in the one survey response. Since we don't always know which new respondent is the "who" that will have the answer, we need multiple respondents to be able to view the response

    • Can you remove the title from the forms?

      I am placing the iframes for my forms on my website.  Is it possible to remove or hide the title of the form so that it doesn't show up on the website? Is it possible to place text in the form like "clicking submit will take you to paypal." thanks

    • Lost the ability to sort by ticket owner

      Hi all, in the last week or so, we have lost the ability to sort tickets by Ticket Owner. Unlike the other columns which we can hover over and click on to sort, Ticket Owner is no longer clickable. Is it just us, or are other customers seeing this too?

    • Mask Name Field in Report

      Is it possible to have the Name field as "Last Name, First Name" in a scheduled report.

    • Custom Project View by Project Group

      Hi Zoho Team, I used to have a custom project view which showed all my active projects (not cancelled or completed) and the list was separated into projects groups. Some time ago, possibly a couple of months ago, I began to see all projects even cancelled

    • Unable to attach the file via the API.

      We are trying to attach files to a Candidate in Zoho Recruit using the API. We reviewed the following API documentation: 🔗 Upload Attachment While this API does allow file attachment via a URL, that’s not what we want — we do not want to attach public-facing

    • Zoho Books (UK) needs to be able to submit a CT600 CTSA return

      As well as a VAT Return, most (if not all) small businesses have to submit a CT600 Corporation Tax Self-Assessment. There are many providers who do this (like Xero) bujt not Zoho. Can you add this to the request list please? Many thanks Steve

    • Stock Update After Approver 1 Approval in Multi-Level Approval Flow

      Hi Team, We have configured a multi-level approval process for POs/Bills. Our requirement is to update the item stock quantity based on the billed quantity immediately after Approver 1 approves the bill. Please find the script attached below. However,

    • Zoho Form Auto Fill

      I am setting up a Zoho form for my independent sales reps to request quotes. Their names are in the first field under a dropdown menu. The next field is their email address. I want the email address field to automatically be filled in when they select

    • Image Resolution Restriction Option in Zoho Forms File Upload

      Hi Zoho Forms Team, Greetings, We would like to request a feature enhancement for Zoho Forms regarding the file upload field. Currently, Zoho Forms allows us to restrict the file size of uploaded images, but not the image resolution (in megapixels). This

    • Can't select Leave type while applying a leave

      Hello, while trying to apply a leave, I can't find any leave type among the options in the Leave type select: Here are my leave settings. Daily: Hourly: Tried to clear cache and to navigate from another browser, but the problem persists. Any hint? Thank

    • Mes débuts sur Zoho Forms | 13 champs à l'export ! seulement

      Bonjour, je débute sur Zoho Forms, je viens de créer un formulaire avec tests dans la foulée et je n'ai que 13 champs qui remontent sur mon export CSV alors que j'ai plus de questions et champs qui devraient remonter. J'ai actuellement une formule payante

    • Introducing real-time document commenting and collaboration in Zoho Sign

      Hi, there! We are delighted to introduce Document commenting, a feature that helps you communicate with your recipients more efficiently for a streamlined document signing process. Some key benefits include: Collaborate with your recipients easily without

    • Next Page