Kaizen #181 - Mandating Subform Data for Blueprint Transitions using Widget

Kaizen #181 - Mandating Subform Data for Blueprint Transitions using Widget



Hello Developers!

Welcome back to another week of Kaizen! 

This time, we are tackling a common challenge on how to enforce subform data from a different module before allowing a blueprint transition in Zoho CRM Deals module.

Many CRM workflows require checking and collecting related records' data across modules before advancing a deal, case, or order to the next stage. Zoho CRM Blueprint natively support subforms from Quotes, Sales Orders, and Invoices for the Deals module with the help of Associated Items in the transition settings. 

Let us explore how to mandate custom subforms' data from a different module for a blueprint transition.

Why Mandate Subform Data from a Different Module?

In Zoho CRM, subforms manage multiple data entries under a single parent record. However, certain blueprint transitions may depend on subform data from related modules, such as:  
  • A Deal's transition may depend on the document data stored in the associated Contact’s subform.
  • A Service Request requiring validation against a subform in the related Account before processing.  
  • A Loan Application requiring income proof from the Customer’s subform before approval.  
Since blueprint transition rules only validate fields within the same module, you can use a custom widget to check and update subform data across modules before proceeding.

Business Scenario: Insurance Deals Qualification

Consider Zylker, an insurance company, using Zoho CRM to manage customers and streamline processes. Their sales process follows this blueprint when a deal reaches the Qualification stage:
Insurance Sales Blueprint

Steps to Build a Blueprint Widget

Step 1 - Review Basics

Refer to our earlier Kaizen on CLI Installation, Creating a Widget Project, and Internal hosting of the same.

Step 2 - Develop your Widget

After setting up the widget project using CLI, implement the logic based on your business case.

Here’s the logic for the sample use case we are discussing:

Widget Execution During Transition
  • When the user clicks the Collect Requirements transition, the widget loads.
  • Using the PageLoad event listener, retrieve the current record's ID and module name.
  • Use the GET Records API via its JS SDK to fetch the Contact ID linked to the Deal. 
ZOHO.embeddedApp.on("PageLoad", function(data) {
      // Fetch the current page's record details
      const recordId = data.EntityId;
      const moduleName = data.Entity;
      ZOHO.CRM.API.getRecord({Entity: moduleName, RecordID: recordId})
        .then(function(response) {
          const record = response.data[0];
          console.log("Current Record Details:", record);
          // Fetch the associated contact ID
 contactId = record.Contact_Name.id;

Check and Collect Required Document Details
  • Using the Contact ID, run a COQL query using Connection JS SDK to check if each Document Category has at least one entry in the Document Details subform.
Notes
Notes
In invoke connection JS SDK, use param type 2 for the API request payload inside the parameter key and param type 1 for regular parameters.

Explore the Working with Connections help page and create a connection with the necessary scopes to invoke the COQL API.
  • If all four categories (Address Proof, ID Proof, Income Proof, Medical Report) have at least one entry, the widget allows the transition immediately.
  • If any category is missing, the widget prompts the user to enter the details in a table that mirrors the Document Details subform in the Contacts module.
// Make a query API call 
          const query = {
            "select_query": `select Document_Category,COUNT(id) from Document_Details where id is not null and Parent_Id='${contactId}' group by Document_Category`
          };
          ZOHO.CRM.CONNECTION.invoke("crm_oauth_connection", {
            method: "POST",
            url: "https://www.zohoapis.com/crm/v7/coql",
            parameters: query,
            param_type: 2,
            headers: {
              "Content-Type": "application/json"
            }
 }).then(function(response) {
     const data = response.details.statusMessage.data;
            if (response.details.statusMessage === "" || (data && data.length < 4)) {
              createSubformUI();
              document.getElementById('contentContainer').style.display = 'block';
            } else if (data && data.length === 4) {
              document.getElementById('messageContainer').style.display = 'block';
              // Enable the "Move to Next State" button if all files are already updated
              const nextStateButton = document.querySelector('.nextStateButton');
              nextStateButton.disabled = false;
              nextStateButton.style.backgroundColor = ''; 
            }
 })

Update the Contact's Subform
  • The user enters the document details and clicks the Save button in the widget. 
  • Since subform updates act like a PATCH request, any existing record IDs must be included in the update payload to retain them. To get the existing subform record IDs make a  GET Records API call via its JS SDK. 
async function getExisitingSubFormRecords(contactId) {
let exisitingRecords = [];
awaitasync function getExisitingSubFormRecords(contactId) {
let exisitingRecords = [];
await ZOHO.CRM.API.getRecord({ Entity: "Contacts", RecordID: contactId })
.then(function (response) {
const record = response.data[0];
console.log("Current Record Details:", record);

if (record.Document_Details)
{
record.Document_Details.forEach(function (document) {
exisitingRecords.push({id: document.id});
});
}
})
.catch(function (error) {
console.error("Error fetching records:", error);
});
return exisitingRecords;
} ZOHO.CRM.API.getRecord({ Entity: "Contacts", RecordID: contactId })
.then(function (response) {
const record = response.data[0];
console.log("Current Record Details:", record);
record.Document_Details.forEach(function (document) {
exisitingRecords.push({id: document.id});
});
})
.catch(function (error) {
console.error("Error fetching records:", error);
});
return exisitingRecords;
}
  • Clicking the Save button executes the following actions:
    -> Uploads the selected file to Zoho File System (ZFS) using the Upload File API through its JS SDK.
    -> Updates the Document Details subform in the associated Contact record by adding the file ID from the upload response and each row's entry using the Update Records API (via the Update Record JS SDK).
  • Once the subform is successfully updated, the widget allows the transition to next Blueprint state.
async function updateRecord(event) {
event.preventDefault();
// Collect user entries from each row
const rows = document.querySelectorAll('#documentsTable tbody tr');
const documentDetails = await Promise.all(Array.from(rows).map(async (row, index) => {
const documentCategory = row.querySelector('select[name="documentCategory"]').value;
const documentNumber = row.querySelector('input[name="documentNumber"]').value;
const documentName = row.querySelector('input[name="documentName"]').value;
const documentFile = row.querySelector('input[name="upload"]').files[0];
const fileId = await uploadFile(documentFile);
return {
Document_Category: documentCategory,
Document_Number: documentNumber,
Document_Name: documentName,
Upload: [
{
file_id: fileId
}
]
};
}));
// Get the existing subform records
const existingRecords = await getExisitingSubFormRecords(contactId);
// Merge the existing records with the new records
existingRecords.forEach(record => documentDetails.push(record));
// Prepare the payload for the update API call
const payload = {
id: contactId,
Document_Details: documentDetails
};
// Make the update API call
ZOHO.CRM.API.updateRecord({
Entity: "Contacts",
APIData: payload
}).then(function (updateResponse) {
console.log("Update response:", updateResponse);
const saveButton = document.querySelector('.saveButton');
saveButton.textContent = "Saved";
saveButton.disabled = false;
saveButton.style.backgroundColor = 'grey';
// Enable the "Move to Next State" button after saving
const nextStateButton = document.querySelector('.nextStateButton');
nextStateButton.disabled = false;
nextStateButton.style.backgroundColor = ''; 
})

Step 3 - Validate and Pack the Widget

  • Follow the steps given in the Widget help page to validate and package the widget.
  • Go to Zoho CRM > Setup > Developer Hub > Widgets and click Create New Widget.
  • Fill in the required details as shown in this image and ensure to select Blueprint as the widget type.
    Creating a Blueprint Widget

Step 4 - Associate the Widget with the Blueprint

  • Navigate to Setup > Process Management > Blueprint and open the Deals Blueprint created for this use case.
  • Click on the Collect Requirements transition.
    Associate Widget to a Blueprint Transition
  • In the During tab on the left pane, select Widgets and associate the newly created widget.
  • Publish the Blueprint to activate the changes.

Try it Out! 

A complete working code sample of this widget is attached at the bottom of this post for reference. 
 
Now, let us see how this Blueprint works from the Deals page:  
  1. All required document details are available: The widget validates the Contact’s subform and allows the transition.  



  2. Missing or incomplete document details: The widget prompts the user to enter the missing details, updates the Contact’s subform, and then enables the transition.  



This approach ensures that required subform data from another module is validated and captured before proceeding with a Blueprint transition.  

Would you like us to address any of your pain-points or have a topic to discuss? Let us know in the comments or reach out to us via support@zohocrm.com.

Until next time, Happy Coding! 

---------------------------------------------------------------------------------------------------------------------------------------

Additional Reading

---------------------------------------------------------------------------------------------------------------------------------------


Info
More enhancements in the COQL API are now live in Zoho CRM API Version 7. Check out the V7 Changelog for detailed information on these updates.

    • Sticky Posts

    • Kaizen #217 - Actions APIs : Tasks

      Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

    • Kaizen #216 - Actions APIs : Email Notifications

      Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are

    • Kaizen #152 - Client Script Support for the new Canvas Record Forms

      Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved

    • Kaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script

      Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.

    • Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI

      Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over the

    • Recent Topics

    • Stock count by bin location

      Is there a configuration to make a stock count by bin or area and not by product. these is useful to manage count by area Regards

    • Add Prebuilt "Partner Finder" Template with Native Zoho CRM Integration in Zoho Sites To: Zoho Sites Product Team

      Hi Zoho Team, We hope you're doing well. We would like to request a prebuilt "Partner Finder" template for Zoho Sites, modeled after your excellent implementation here: 🔗 https://www.zoho.com/partners/find-partner-results.html ✅ Use Case: Our organization

    • How Do I Refund a Customer Directly to Their Credit Card?

      Hi, I use books to auto-charge my customers credit card. But when I create a credit note there doesn't seem to be a way to directly refund the amount back to their credit card. Is the only way to refund a credit note by doing it "offline" - or manually-

    • Limitation with Dynamic Email Attachment Capture

      I've discovered a flaw in how Zoho Creator handles email attachments when using the Email-to-Form feature, and I'm hoping the Zoho team can address this in a future update. The Issue According to the official documentation, capturing email attachments

    • Zoho Learn Course Completion Notifications/Triggers/API

      Zoho Learn works great and will suit our course creation needs, but it appears to be lacking a bit when it comes to integration with other Zoho services (creator etc.) when it comes to course completion. 1) Is there an API or Zoho Flow trigger for when

    • Enhanced Recording Permission Controls for Zoho Cliq Meetings (Similar to Zoom)

      Hello Zoho Cliq Team, We hope you are doing well. We would like to request an enhancement to the recording permission functionality in Zoho Cliq Meetings. Current Limitation: in Zoho Cliq Only hosts and co-hosts can record a meeting. Participants cannot

    • Phone Connection

      When on a call the person on the other end complains that there is static, I am cutting in and out or they can't hear me all. This happens on the cell connection as well.

    • Can't add a sender adress from zoho campaigns

      hi, I need to change the sender address for a campaign.  When i try to add it i get a message to say 'duplicated email address found while adding your sender address'.  This is the first campaign i'm sending so I don't understand why this message is displayed? Thanks Jane 

    • Allow customers to choose meeting venue and meeting duration on booking page

      My business primarily involves one-to-one meetings with my clients. Given the hybrid-work world we now find ourselves in, these meetings can take several forms (which I think of as the meeting "venue"): In-person Zoom Phone call I currently handle these

    • This domain is not allowed to add. Please contact support-as@zohocorp.com for further details

      I am trying to setup the free version of Zoho Mail. When I tried to add my domain, theselfreunion.com I got the error message that is the subject of this Topic. I've read your other community forum topics, and this is NOT a free domain. So what is the

    • This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details

      Hello, Just signed up to ZOHO on a friend's recommendation. Got the TXT part (verified my domain), but whenever I try to add ANY user, I get the error: This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details I have emailed as well and writing here as well because when I searched, I saw many people faced the same issue and instead of email, they got a faster response here. My domain is: raisingreaderspk . com Hope this can be resolved.  Thank you

    • Export History timeline

      Hi, I have an idea, bout zoho desk history of the ticket it would be great if the agent or admin of the zoho desk can export the timeline of the ticket history for agent report or on other matter.

    • Desk fails to create a new ticket on Reply email

      When I send a direct email to support@mysite.com, Desk will create a new ticket as expected. When I REPLY to an email sent from support@mysite.com, Desk will NOT generate a new ticket. This is very bad. How can I fix this? Use case: In a separate system

    • Condition based aggregate fields in subforms

      Hello everyone, We're excited to inform you about the latest enhancements made to our aggregate field capabilities in subforms; create aggregate fields based on conditions! An aggregate field is a column on which a mathematical function has been applied.

    • Ask the Experts 25: Experience the full spectrum of Zoho Desk’s autumn and spring releases for 2025

      Hello Everyone, We’re on the 25th episode of our ATE series! It's a true milestone in our live community interactions! It’s been an amazing journey since we started in October 2018. Zoho Desk has come a long way, evolving with the support of a wonderful

    • Addin Support in Zoho Sheet

      Is there any addin support available in zoho sheet as like google marketplace to enhance productivity by connecting with other apps, providing AI data analysis, streamlining business processes, and more?

    • Zoho Books | Product updates | November 2025

      Hello users, We’ve rolled out new features and enhancements in Zoho Books. From translating email notification templates to the new transaction locking restrictions, explore the updates designed to enhance your bookkeeping experience. Making Tax Digital

    • Function #61: Automatically add free item to the invoice based on item quantity

      Hello everyone, and welcome back to another Custom Function Friday! During holiday seasons or special promotions, businesses offer deals like BOGO (Buy One, Get One), Buy 3 Get 1 Free, Buy 2 at 50% off, and much more to attract customers. These promotions

    • Notes for Items for Future Purchase Order

      Next time when I order an item, tau have to make some changes in it, that order has to be placed after 4-5 months, I want to save those changes or points somewhere in the item, how will that be possible..

    • Schemes of different tyoe

      How can easily apply hourly, day wise or month wise  schemes on Bill, Quantity, and other schemes. Like I want to apply a scheme  Form today to next 7 days .where i can mention in zoho books so scheme will implement automatically to all customers and

    • Zohomail

      Im trying to setup email address zoho

    • Clients not receiving emails

      I've been informed that my emails are not being received. Is there anything that I should look into to rectify this? Many thanks!

    • Free Plan mail accounts details

      In the zoho mail pricing there's a free plan that includes: FREE PLAN Up to 25 Users 5GB* /User, 25MB Attachment Limit Webmail access only. Single domain hosting. I need to make sure that I'm able to create multiple email accounts in the form of: name@domain.com

    • ZOHO Mail App Not working

      There seems to be an issue with Zoho Mail App today. It is not connecting to server, internet is working fine, tried uninstalling app and reinstalling, loading circle keeps spinning round. Is there an update on the way?

    • No more IMAP/POP/SMTP on free plans even on referrals with NO NOTICE

      Outraged. Just referred a colleague to use her domain (not posting it publicly here) to Zoho, just as I have other colleagues, clients, friends. Expected the exact same free plan features as I have and as everyone else I ever referred got. I was helping

    • Unable to receive email - "5.3.0 - Other mail system problem 554-'5.2.3 MailPolicy violation Error delivering to mailboxes'"

      My users are unable to receive emails from one particular domain, apparently. The domain known to be kicked back is whitelisted in the spam control. I sent an email to support earlier this morning but I have not received a reply. The error in the title

    • Caixa de saída bloqueada. Como desbloquear?

      Olá, meu e-mail isabela.celli@sivirino.com está com a caixa de saída bloqueada. Não consigo enviar e-mails. Acredito que tenha sido porque mandei o mesmo e-mail para várias pessoas, pedindo uma cotação de serviço. Vocês podem desbloquear para mim? Quantos

    • Zoho Forms - Improve the CRM integration field to query data from more than one module

      Hi Forms team, Something I get stuck on regularly is pre-populating a form with data when that data is spread across 2 or 3 modules. For example Contacts, Accounts and Deals. I don't want to duplicate the information in CRM so I end up writing a function

    • desbloquear cuenta

      Buenos dias  Cordial saludo Tengo una cuenta libre en zoho mail asociado a un dominio, pero uno de los usuarios se bloquea el correo porque dice que ha excedido el límite de correo, por favor podrian desbloquearla y como hago para que esta persona debe enviar sus correos sin ningun probleama. Gracias de antemano

    • Not Receiving Incoming Mail

      I can send emails from my account but I do not receive any. I originally set up forwarding and it worked for a while and then stopped. I turned off forwarding and now do not receive any emails. Could you please check what is causing this issue? Thank you

    • Will zoho thrive be integrated with Zoho Books?

      title

    • BARCODE PICKLIST

      Hello! Does anyone know how the Picklist module works? I tried scanning the barcode using the UPC and EAN codes I added to the item, but it doesn’t work. Which barcode format does this module use for scanning?

    • Making preview pane "stick"

      Hello, Is it possible to fix/dock the preview pane so that it's always there? The modern monitors are all very wide so there's plenty of space horizontally. Having the preview pane disappearing and appearing again when you click on an email message in

    • Reason:554 5.1.8 Email Outgoing Blocked

      I have been struggling to set up my email address for some time now; it's difficult to locate what I need. Additionally, I cannot send or receive any emails. I keep receiving the "Reason: 554 5.1.8 Email Outgoing Blocked" error. There doesn't seem to

    • Trouble Connecting Zoho Mail via IMAP in n8n – Need Help

      Hi everyone 👋, I'm trying to connect my Zoho Mail account to n8n using the IMAP Email Trigger node, but I'm facing issues getting it to work fully. ✅ Here's what I’ve done so far: ✅ IMAP access is enabled in my Zoho Mail settings ✅ I’m using the correct

    • Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked

      Hi, I sent few emails and got this: Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked And now I have few days since I cant send any email. Is there something wrong I did? Also can someone fix this please

    • Changes to the send mail Deluge task in Zoho CRM

      Hello everyone, At Zoho, we continuously enhance our security measures to ensure a safer experience for all users. As part of our ongoing security enhancements, we're making an important update on using the send mail Deluge task in Zoho CRM. What's changing?

    • Page Rules in Forms

      🚀 Dynamic Page Navigation Implementation I successfully implemented dynamic page navigation based on a user's radio button selection. The goal was to direct users to a specific, corresponding page while ensuring they only interact with the flow determined

    • Cancellation of written-off invoice

      Hi, Can I know when we cancel the write off (write back), in which FY, the reversal is recorded. It doesn't ask as to when the write off should be cancelled to reflect!. It shouldn't reflect in the year in which the invoice was written off since the Year

    • Create Invoice automated with Package

      Does anyone knows how to create an invoice from a SO when we have created the package? We do these manually. and validate that the product packed is the product invoiced (if the order is partially packed) Regards, JS

    • Next Page