Kaizen #31 - Subforms #API

Kaizen #31 - Subforms #API

Hello everyone!
Welcome back to another post in the Kaizen series.
In this post, we will discuss the Subform APIs.

What is a Subform?
A subform is a secondary form or a table that enables you to include multiple line items into a primary form. Every line item is a subform record.
Your CRM data are often inter-dependent. Often, you may have the necessity to associate multiple items to a single record. In the technical lingo, we call these "line items".
Consider we have a Students module to store student records. Apart from the data like name, age, date of birth, email ID, courses opted for etc, we may want to have information such as the languages a student knows and the proficiency level in that language. So, Languages can be a subform in the Students module, and Language and Proficiency can be the two fields in that subform.
Therefore, every row in this subform that holds the language and the proficiency is a subform record or a line item.

Here is how the subform looks in a record in the Students module.


To know more about Subforms, refer to Building Subforms.

Note
The Subform API is available only in the Enterprise and Ultimate editions of Zoho CRM.

Let us see how to insert, update, and delete these subform records through the APIs.

Subform APIs
  1. Insert Subform Records
  2. Update Subform Records
  3. Get a Subform
  4. Delete Subform Records

1. Insert Subform Records

You must use the Insert Subform Records API to insert records to a subform while inserting a record to a module.

Details Required: 
      a. API Name of the subform.
      b. API name of the subform fields.

a. API name of the subform
  1. Make a Get Modules API call. The response displays the details of all the available modules.
  2. Search for the module in which you have created the subform. In our case, it is Students.
  3. Look for the value of the key "generated_type" as "subform". 
  4. The value of the key "api_name" gives the API name of the subform. In our case, it is Languages.

b. API name of the subform fields
  1. Make a Get Fields Metadata API call to the subform module (crm/v2/settings/fields?module=Languages).
  2. Search for the field label. The value of the "api_name" key for the fields in the subform are the API names. Here, they are Proficiency and Language.
  3. Note down the "json_type" that represents the type of value the subform fields accept. Here, they are pick lists that accept string values.

To insert subform records:
Request URL: {{api-domain}}/crm/v2/Students
Request method: POST

Sample Input

{
    "data": [
        {
            "Name":"Allan John",
            "Languages1": [
                {
                    "Proficiency": "Native",
                    "Language": "English"
                },
                {
                    "Proficiency": "Professional",
                    "Language": "French"
                }
            ]
        }
    ]
}

Response:


Note
  • A module can have a maximum of two subforms for all editions except Ultimate. The Ultimate edition can have a maximum of five subforms.
  • Every module can have a maximum of 200 subform records with each subform having a maximum of 100 records.
  • A maximum of five aggregate custom fields are available for a subform.
Possible Errors
The "details" key in the response gives you an idea of where the error occurred. This key contains the API name of the field that has incorrect input and other necessary information in other keys.


HTTP Status and Error Code
"details" key
Reason for error
Handling
400 - INVALID_DATA
"details" : {
"api_name":"sub_form_api_name",
"expected_data_type":"jsonarray"
}
Invalid input for subform.

Construct proper subform data and send it in the request body.
400 - INVALID_DATA
"details" : {
"expected_data_type":"data_type",
 "api_name" : "name_of_field",
 "index" : "subform_array_index",
"parent_api_name":"subform_api_name"
}
You have input Invalid data type for the field.
Use parent_api_name, index, and api_name to identify the invalid field and use expected_data_type to construct a proper value.
400 - INVALID_DATA
"details" : {
 "api_name" : "subform_api_name",
 "info" : "Maximum of 100 records allowed"
}
A subform can only have a maximum of 100 records.
Do not associate further records to the mentioned subform.

2. Update Subform Records

Now that we have created a subform, every subform row is a record with a unique ID. 
Use the Update Subform Records API to update the subform record(s).

Let us now update the subform entries we just added to the Languages subform in the Students module.
The changes we are making are:
      a. Adding a subform entry for the Language "Spanish" with Proficiency as "Professional".
      b. Updating the Proficiency of the Language "French" to "Native".

Details required:
Record IDs of the subform records that you want to update. Make a Get Subform Data API call to the Student record you want to update the subform in.



The request to update the subform is
Request URL: {{api-domain}}/crm/v2/Students/3652397000002125005
Request method: PUT

Sample Input

{
    "data": [
        {
            "Languages": [
                {
                    "Proficiency": "Professional", //new subfrom record
                    "Language": "Spanish"
                },
                {
                    "id":"3652397000002125020",  //ID of the subform record that you want to update
                    "Proficiency": "Native",
                    "Language": "French"
                },
                {
                   "id":"3652397000002125019" //ID of the subform record that does not need any change
                }
            ]
        }
    ]
}

Response:



Note
  • You must specify the record IDs of the subform records you want to update and also the ones you do not want to update.
  • If you do not specify their IDs, the system deletes those records from the subform.

Possible Errors

HTTP Status and Error Code
"details" key
Reason for error
Handling
400 - INVALID_DATA
"details" : {
"api_name":"sub_form_api_name",
"expected_data_type":"jsonarray"
}
Invalid input for subform.
Construct proper subform data and send it in the request body.
400 - INVALID_DATA
"details" : {
"expected_data_type":"data_type",
 "api_name" : "name_of_field",
 "index" : "subform_array_index",
"parent_api_name":"subform_api_name"
}

You have input invalid data type for the field.
Use parent_api_name, index, and api_name to identify the invalid field and use expected_data_type to construct a proper value.
202- INVALID_DATA
Message: the id given seems to be invalid
1. Either the record ID or the subform record ID is invalid, (or)
2. User does not have the permission to the mentioned record.
1. Check the record ID sent in the API request URL or in the request body (or)
2. Check the subform record ID sent in the request body.

3. Get a Subform

You can use the Get Subform Data API to fetch the details of the subform of a record.
In the response, the key Parent_Id gives the name and ID of the record that the subform record is associated to.

Request URL: {{api-domain}}/crm/v2/Languages
Request method: GET

Response:



You can also get the subform details when you fetch a record from the module the subform is created in.

Request URL: {{api-domain}}/crm/v2/Students/3652397000002125005
Request method: GET

The response is as below.



4. Delete Subform Records

Simply make an Update Subform Records API call to the record whose subform record you want to delete.
Specify only the IDs of the subform records that you want to retain. The system deletes the other subform records whose IDs you have not specified.


We hope you found this post useful. Stay tuned for more!

Write to us at support@zohocrm.com if you have any questions, or let us know in the comment section.

Cheers!













    • Sticky Posts

    • Kaizen #197: Frequently Asked Questions on GraphQL APIs

      🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.

    • Kaizen #198: Using Client Script for Custom Validation in Blueprint

      Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.

    • Celebrating 200 posts of Kaizen! Share your ideas for the milestone post

      Hello Developers, We launched the Kaizen series in 2019 to share helpful content to support your Zoho CRM development journey. Staying true to its spirit—Kaizen Series: Continuous Improvement for Developer Experience—we've shared everything from FAQs

    • Kaizen #193: Creating different fields in Zoho CRM through API

      🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.

    • Client Script | Update - Introducing Commands in Client Script!

      Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! Commands

    • Recent Topics

    • Zoho Mail SMTP IP addresses

      We are using Zoho Mail and needs to whitelist IP for some redirections from your service to another e-mails. You can provide IP address list for Zohomail SMTP servers?

    • Migrate Your Notes from OneNote to Zoho Notebook Today

      Greetings Notebook Users, We’re excited to introduce a powerful new feature that lets you migrate your notes from Microsoft OneNote to Zoho Notebook—making your transition faster and more seamless than ever. ✨ What’s New One-click migration: Easily import

    • Zoho Campaigns - Why do contacts have owners?

      When searching for contacts in Zoho Campaigns I am sometimes caught out when I don't select the filter option "Inactive users". So it appears that I have some contacts missing, until I realise that I need to select that option. Campaigns Support have

    • One Contact with Multiple Accounts with Portal enabled

      I have a contact that manages different accounts, so he needs to see the invoices of all the companies he manage in Portal but I found it not possible.. any idea? I tried to set different customers with the same email contact with the portal enabled and

    • End Date in Zoho Bookings

      When I give my appointments a 30 minutes time I would expect the software not to even show the End Time.  But it actually makes the user pick an End Time.  Did I just miss a setting?  

    • email forwarding not working

      Your email forwarding service does not work. I received the confirmation email and completed the confirmation, after that nothing and nothing since no matter what I have tried. Shame as everything else was smooth. I spose it's harder to run one of these web based internet mail services than you guys thought!!! can you fix the email forwarding asap PLEASE!

    • Google Ads Conversions Not Being Tracked in Zoho CRM

      We have 3 different conversions created in our Google Ads Account. Only one of the 3 conversion types is tracking in Zoho CRM. Our forms are Elementor Forms that are mapped into Zoho CRM. It apprears to me that all leads are showing up in Zoho CRM, but

    • Enable Locations for Expense

      Hi, please enable Locations (ex Branches) for Zoho Expense so that there is consistency between this app and Zoho Books. Thanks in advance.

    • Currency abbreviations

      Hello, Im stuck, and need help. I need the currency fields for example, opportunity value, or total revenue, to be abbreviated, lets say for 1,000 - 1K, 1,000,000 - 1M, and so on, how should I do this?

    • in the Zoho Creator i have File Upload field get the file on submission of the form Get the File and upload to Zoho Books

      in the Zoho Creator i have File Upload field get the file on submission of the form Get the File and upload to Zoho Books . how I get the file From zoho creator and upload to Zoho Books . using Api response = invokeUrl [ url: "https://www.zohoapis.com/creator/v2.1/data/hh/l130/report/All_Customer_Payments/"+input.ID

    • Generate a link for Zoho Sign we can copy and use in a separate email

      Please consider adding functionality that would all a user to copy a reminder link so that we can include it in a personalized email instead of sending a Zoho reminder. Or, allow us to customize the reminder email. Use Case: We have clients we need to

    • Syntax for URLs in HTML Snippets

      What are some best practices for inserting a URL in an HTML snippet? I've looked at Zoho Help articles on navigation-based and functional-based URLs, but I'm still unclear on how to incorporate them in an HTML snippet. For example, 1. How do I link to

    • Rate Limiting in Zoho Flow (OpenAI API)

      Hi Everyone, We are facing some issues when using Zoho Flow as we have a deluge script running which is making external calls to OpenAI endpoint. Sometimes the response takes more than 30 seconds meaning the script will timeout. We want to implement a

    • Placing a condition before converting the LEAD

      Hi,  I need some assistance with Lead conversion. I need to place certain conditions before allowing the user to convert the lead.  For example: up until the certain status's doesn't equal "green" don't allow to convert lead.  I tried creating this using

    • it is possible to open a widget via deluge script function

      I have one function that is workflow action I call my fucntion I need to call the internal widget it is possible to open or it have to please tell me the solution

    • Creator - Portal Custom Domain

      I will pay $100 in crypto to anyone who can actually get my Creator Custom Domain to function (actually tell me how you got yours to).  Domain verifies, Nothing. I've been fighting it a week, multiple chats to customer service. Clearly I'm doing something wrong.  Some datapoints Domain name itself unimportant, can be a string of numbers.  I need to know what registrars are working for you because GoDaddy does NOT.  Do I need hosting? I've tried both ways and nothing works.  I pushed through Cloudflare

    • steps and options to change Domain DNS/Nameservers settings

      Please share the options or steps to change  Domain DNS/Nameservers settings 

    • Employees in Leave Policy exceptions

      In the Leave Policies we should be able to add specific employees to the exception list So it will be like All Employees except A,B,C in the exception list, currently we can only add departments etc

    • How I set default email addresses for Sales Orders and Invoices

      I have customers that have different departments that handle Sales Orders and Invoices. How can i set a default email for Sales Orders that's different than the default email for Invoices? Is there a way I can automate this using the Contact Persons Departments

    • Modular Permission Levels

      We need more modular Permissions per module in Books we have 2 use cases that are creating problems We need per module export permission we have a use case where users should be able to view the sales orders but not export it, but they can export other

    • Kaizen #157: Flyouts in Client Script

      Hello everyone! Welcome back to another exciting edition of our Kaizen series, where we explore fresh insights and innovative ideas to help you discover more and expand your knowledge!In this post, we'll walk through how to display Flyouts in Client Script

    • How get stock name from other column ?

      How get stock name from other column ? e.g. =STOCK(C12;"price") where C12 is the code of the stock

    • Adding a developer for editing the client application with a single user license

      Hi, I want to know that I as a developer I developed one application and handed over to the customer who is using the application on a single user license. Now after6 months customer came back to me and needs some changes in the application. Can a customer

    • Download an email template in html code

      Hello everyone, I have created an email template and I want to download it as html. How can i do that? I know you can do it via the campaigns-first create a campaign add the template and download it as html from there. But what if i don't want to create

    • Attachment is not included in e-mails sent through Wordpress

      I have a Wordpress site with Zeptomail Wordpress plugin installed and configured. E-mails are sent ok through Zeptomail but without the included attachment (.pdf file) Zeptomail is used to send tickets to customers through Zeptomail. E-Mails are generated

    • Upcoming Changes to the Timesheet Module

      The Timesheet module will undergo a significant change in the upcoming weeks. To start with, we will be renaming Timesheet module to Time Logs. This update will go live early next week. Significance of this change This change will facilitate our next

    • Best way to schedule bill payments to vendors

      I've integrated Forte so that I can convert POs to bills and make payments to my vendors all through Books. Is there a way to schedule the bill payments as some of my vendors are net 30, net 60 and even net 90 days. If I can't get this to work, I'll have

    • Cant update image field after uploading image to ZFS

      Hello i recently made an application in zoho creator for customer service where customers could upload their complaints every field has been mapped from creator into crm and works fine except for the image upload field i have tried every method to make

    • Billing Management: #4 Negate Risk Free with Advances

      In the last post, we explored how unbilled charges accumulate before being invoiced. But what happens when businesses need money before service begins? Picture this: A construction company takes on a $500,000 commercial building project expected to last

    • Is there an equivalent to the radius search in RECRUIT available in the CRM

      We have a need to find all Leads and/or Contacts within a given radius of a given location (most likely postcode) but also possibly an address. I was wondering whether anyone has found a way to achieve this in the CRM much as the radius search in RECRUIT

    • Zoho CRM Inventory Management

      What’s the difference between Zoho CRM’s inventory management features and Zoho Inventory? When is it better to use each one?

    • Cannot Enable Picklist Field Dependency in Products or Custom Modules – Real Estate Setup

      Hello Zoho Support, I am configuring Zoho CRM for real estate property management and need picklist field dependency: What I’ve tried: I started by customizing the Products module (Setup > Modules & Fields) to create “Property Type” (Housing, Land, Commercial)

    • Get Workflow Metadata via API

      Is there a way to get metadata on workflows and/or custom functions via API? I would like to automatically pull this information. I couldn't find it in the documentations, but I'm curious if there is an undocumented endpoint that could do this. Moderation

    • Zoho Projects - Q2 Updates | 2025

      Hello Users, With this year's second quarter behind us, Zoho Projects is marching towards expanding its usability with a user-centered, more collaborative, customizable, and automated attribute. But before we chart out plans for what’s next, it’s worth

    • FSM setup

      So we have been tinkering with FSM to see if it is going to be for us. Now is the time to bite the bullet and link it to our zoho books and zoho crm. The help guides are good but it would really help if they were a bit more in depth on the intergrations.

    • Upcoming Updates to the Employees Module in Zoho Payroll (US)

      We've made a couple of updates to the Employees module in Zoho Payroll (latest version of the US edition). These changes will go live today. While creating an employee Currently, the Compensation Details section is part of the Basic Details step, where

    • Possible to Turn Off Automatic Notifications for Approvals?

      Hello, This is another question regarding the approval process. First a bit of background: Each of our accounts is assigned a rank based on potential sales. In Zoho, the account rank field is a drop-down with the 5 rank levels and is located on the account

    • ZOHO Creator subform link

      Dear Community Support, I am looking for some guidance on how to add a clickable link within a Zoho Creator subform. The goal is for this link to redirect users to another Creator form where they can edit the data related to the specific row they clicked

    • Allow Resource to Accept or Reject an Appointment

      I have heard that this can be done, is there any documentation on how?

    • Create new Account with contact

      Hi I can create a new Account and, as part of that process, add a primary contact (First name, last name) and Email. But THIS contact does NOT appear in Contacts. How can I make sure the Contact added when creating an Account is also listed as a Contact?

    • Next Page