Kaizen #132 - Manipulating Subforms from third-party Application using Functions

Kaizen #132 - Manipulating Subforms from third-party Application using Functions

Hey folks! Welcome to a fresh week of Kaizen. 

In this post, we will see how to work with subforms and external fields in a module through CRM functions. 

Consider a scenario where a High School utilizes Zoho CRM to manage student records, academic performance, and offered courses. Additionally, the school employs an Exam portal for students to take examinations. After the examination, the portal sends the mark information back to Zoho CRM along with it's own course id, student id, marks & other details. 

Problem Statement 

When the exam portal initiates a webhook call to CRM, the high school management wants to capture that data and update the CRM subform records accordingly. This subform should act as a semester progress report for each student.  

Solution Overview 

To address this requirement, a custom function must be implemented. The webhook URL will be the API REST URL of the custom function in Zoho CRM. Upon receiving the notification, the function is triggered, and the details from the notification are used to manipulate the subform.

Let us walk through this process of triggering functions using a webhook to manipulate subforms. 

Prerequisites 

From the Third-Party Application 

  • We assume that a webhook will be triggered from the third-party application when the exam is over and evaluated by the teacher. The webhook will carry the following information:  
Field
Data Type
Description
Exam Name
String
Name of the examination that the student attends.
Student ID
Long String
Unique ID of the student within the Portal App.
Course ID
Long String
Unique ID of the course within the Portal App.
Marks
Integer
Total marks of the student in the particular course.
Total Time
Integer
Time taken by the student to complete the exam.

  • The webhook URL should correspond to the API REST URL of the custom function in Zoho CRM.  

From Zoho CRM 

Here is a data model image of the CRM modules involved in this scenario for your ease of understanding.  



The Courses, Students and Student Exams modules are assumed to be pre-loaded with records. Following are the module wise fields that are expected to be already configured in the school's CRM org.  

Courses and Students Modules 

External fields named Student Code in the Students module and Course Code in the Courses module are used to match the IDs deployed in the third-party application. 



Note
      External fields can be updated only using the Update Records API.

Student Exams Module 

Following are the custom fields that we assume to be already available in the Student Exams module. 

Field Name
Data Type
Description
Student
Lookup
The field looks up to the Students module.
Total Marks
Integer (Formula)
A subform aggregate field that sums up the values of the Marks field in the Student Performance subform.
GPA
Integer (Formula)
Calculates the GPA of a student in that particular examination.
Exam Name
String (Picklist)
List downs the examinations that are planned to be conducted for the academic year.
 


Student Performance Subform 

A subform named Student Performance within the Student Exams module, comprising the following fields.

Field Name
Data Type
Description
Course
Lookup
Represents the course name and it looks up to one of the courses from the Courses module.
Total Time
Integer
Time taken by the student to complete the exam.
Marks
Integer
Marks of the student in the particular course.

Grade
String (Formula)
Grading system is infused as formula and it works depending on the value in the Marks field.



The subform is assumed to be empty and will be updated only on receiving a webhook notification from the Portal App. 

Note 
      Make a Modules Metadata API call to get the API names of the modules and the subform. Next, fire the GET Fields API call to get the API names of the fields. We will need them in crafting the custom function. 

Creating the Custom Function 

Step 1: Navigate to the Setup > Developer Hub > Functions and click the New Function button. 



Now, create a Standalone function by filling in the details. 


Flow of the Function 

Argument Setup 

Define function arguments to receive details from the function as shown here: 



Data Retrieval 

Invoke the COQL API within the function to retrieve the necessary records from the Student Exams and Courses module. 

student_examMap = Map();
student_examMap.put("select_query","select id from Student_Exams where Student.Student_Code =" + student_id + " and Exam_Name=" + exam_name + " limit 1");
exam_response = invokeurl
[
type :POST
parameters:student_examMap.toString()
connection:"crm_oauth_connection"
];
exam_id = exam_response.getJSON("data").get(0).get("id");

Here, the query is structured to retrieve the ID of the Student Exam record where the Student lookup field corresponds to the record with the Student Code matching the student_id in the notification, and the Exam Name picklist field matches the value of exam_name from the notification. 

Note: You can use only =, !=, in and not in operators for querying External fields in Zoho CRM. 

courseMap = Map();
courseMap.put("select_query","select id from Courses where Course_Code =" + course_id + " limit 1");
course_response = invokeurl
[
type :POST
parameters:courseMap.toString()
connection:"crm_oauth_connection"
];
course_id = course_response.getJSON("data").get(0).get("id");

In this COQL call, the query fetches the ID of the record from the Courses module whose Course Code field matches the course_id received in the notification. 

Subform Update Handling

The custom function should address the following three cases inorder to effectively manipulate the subform data from the third-party application. 
  • Every webhook call from the Exam portal should be added as a new entry to the subform.
  •  If entries already exist in the subform, the function should perform PATCH operation.
  • Before executing the PATCH operation, it is crucial to check whether the webhook call is for a new course or an update to the existing course. In such cases, the function should refrain from adding the course; instead, it should update the corresponding entry. 
To append new entries to the subform, you can use the UPDATE Records API. Refer to this kaizen to learn more about manipulating subforms using Zoho CRM APIs. 

Student Performance is a module created for the subform configured in the Student Exams module. In order to perform the PATCH operation with an Update API, make a COQL API call to the Student Performance module and fetch the existing data, if any.  

subform_examMap = Map();
subform_examMap.put("select_query","select Course, Total_Time, Marks from Student_Performance where Parent_Id.id =" + exam_id);
subform_response = invokeurl
[
type :POST
parameters:subform_examMap.toString()
connection:"crm_oauth_connection"
];

This query retrieves the exam records of the student for that particular exam in Student Exams module, from the Student Performance subform. The subform should correspond to the parent record that matches the notification data. Since we already have the ID of that parent record from one of the previous COQL call, we have directly used the response in this query. 

Now that we have the existing subform data, the function has to verify whether the data from webhook call matches any of the Course in the subform data. If it matches, the new entry replaces the existing one; otherwise, the new entry is added to the existing entries and forms a request payload called examinfo. This payload will be used in the later part of the functions to update the record in Student Exams module. 

Following is how you should achieve this using for-each loop. 

final_subform = List();
flag = true;
if(!isBlank(subform_response))
{
subform_data = subform_response.getJSON("data").toList();
if(subform_data.len() > 0)
{
for each  data in subform_data
{
if(data.get("Course").get("id") == course_id)
{
final_subform.add({"Course":{"id":course_id},"Total_Time":time_taken,"Marks":marks});
flag = false;
}
else
{
final_subform.add(data);
}
}
}
}
if(flag || isBlank(subform_response))
{
final_subform.add({"Course":{"id":course_id},"Total_Time":time_taken,"Marks":marks});
}
examinfo = {"Student_Performance":final_subform};

Next, let us update the Student Performance subform in the Student Exams module using the pre-defined integration task called Update Record in Zoho CRM functions. This task makes an Update Records API call to replace all entries within the subform. It updates the entries with the same course_id provided in the notification, inserts new entries and removes old entries accordingly.   

response = zoho.crm.updateRecord("Student_Exams",exam_id,examinfo);
return "nothing";

Save the function and click the more icon of the function you have created and choose REST API.  



Enable the OAuth2 and API Key for the function. 

Next copy the API key and provide it in the webhook URL of the Portal App. 



On receiving notifications to this URL the function will be triggered and the records will be updated. 



We believe you found this post both beneficial and informative!

Your thoughts and perspectives matter to us. If there is a topic you would like us to delve into or if you have any questions, please feel free to drop a comment below or send us an email at support@zohocrm.com.

Stay tuned until we circle back to you on next Friday! 

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

Recommended Reads

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


    • 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

    • Organization Emails in Email History

      How can I make received Org Emails to show up here?

    • how to differentiate if whatsapp comes from certain landing page?

      I create a Zobot in SalesIQ to create a Whatsapp bot to capture the lead. I have 2 landing pages, one is SEO optimized and the other want is optimized for leads comes from Google Ads. I want to know from which landing page this lead came through WhatsApp

    • How to sync from Zoho Projects into an existing Sprint in Zoho Sprints?

      Hi I have managed to integrate Zoho Projects with Zoho Sprints and I can see that the integration works as a project was created in Zoho Sprints. But, what I would like to do is to sync into an existing Zoho Sprints project. Is there a way to make that

    • How to record company set up fees?

      Hi all, We are starting out our company in Australia and would appreciate any help with setting up Books accounts. We paid an accountant to do company registration, TFN, company constitution, etc. I heard these all can be recorded as Incorporation Costs, which is an intangible asset account, and amortised over 5 years. Is this the correct way to do it under the current Australian tax regulations? How and when exactly should I record the initial entry and each year's amortasation in Books? Generally

    • How to create a drop down menu in Zoho Sheets

      I am trying to find out, how do I create a drop down option in Zoho sheet. I tried Data--> Data Validation --> Criteria --> Text  --> Contains. But that is not working, is there any other way to do it.  Thanks in Advance.

    • Show Payment terms in Estimates

      Hi,  we are trying to set up that estimates automatically relates payment terms for the payment terms we introduced on Edit contact (Field Payment terms).  How can it be done? Our aim is to avoid problems on payment terms introduced and do not need to introduce it manually on each client (for the moment we are introducing this information on Terms and Conditions.  Kind Regards, 

    • How can I calculate the physical stock available for sale?

      Hey Zoho Team,  I've tried to calculate the physical stock on hand in various ways - but always receive a mismatch between what's displayed in Zoho Inventory & analytics.  Can you please let me know how the physical stock available for sale is calculated?

    • When dispatched to crew, assigning lead missing

      Hello, For the past two or three weeks, whenever an officer assigns Service Appointment to a team, the lead person is missing from the assigned service list. Therefore, we have to reschedule the SA and then the lead person becomes visible in the assigned

    • open word file in zoho writer desktop version

      "How can I open a Microsoft Word (.doc or .docx) file in Zoho Writer if I only have the file saved on my computer and Zoho Writer doesn't appear as an option when I try 'Open with'? Is there a way to directly open the .doc file in Zoho Writer?"

    • I want to transfer the project created in this account to another account

      Dear Sir I want to transfer the project created in one account to another account

    • Inactive User Auto Response

      We use Zoho One, and we have a couple employees that are no longer with us, but people are still attempting to email them. I'd like an autoresponder to let them no the person is no longer here, and how they can reach us going forward. I saw a similar

    • Weekly Tips : Customize your Compose for a smoother workflow

      You are someone who sends a lot of emails, but half the sections in the composer just get in your way — like fields you never use or sections that clutter the space. You find yourself always hunting for the same few formatting tools, and the layout just

    • Zoho Slowness - Workarounds

      Hi all, We've been having intermittent slowness and Zoho just asks for same stuff each time but never fix it. It usually just goes away on it's own after a couple weeks. Given that speed is a very important thing for companies to be able to keep up with

    • Custom Bulk Select Button

      Zoho CRM offers the ability to select multiple records and invoke a Custom Button This functionality is missing from Recruit Currently we can only add buttons in the detail page and list But we cannot select Multiple Records and invoke a function with

    • Zoho CRM still doesn't let you manage timezones (yearly reminder)

      This is something I have asked repeatedly. I'll ask once again. Suppose that you work in France. Next month you have a trip to Guatemala. You call a contact there, close a meeting, record that meeting in CRM. On the phone, your contact said: "meet me

    • Power of Automation :: Smart Ticket Management Between Zoho Desk and Projects

      Hello Everyone, A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate

    • First day of trying FSM in the field.

      What we found. 1. with out a network connection we were unable to start a service call? 2. if you go to an appointment and then want to add an asset it does not seem possible. 3. disappointed not to be able to actually take a payment from within the app

    • BUG - Google Business Buttons - Add a button to GBP Post

      I am experiencing an issue with the "Add a button" feature when creating posts for my Google Business Profile (GBP) through Zoho Social. When I schedule or publish a GBP post and include a call-to-action button with a specific URL, the post itself publishes

    • Rich text Merge field - Not using font specified in HTML

      I have a rich text merge field in a writer template which is creating a table. I have chosen to use this method instead of a repeat region because I need to specify specific cell background colours which change every time the document is created. The

    • Support for Custom Fonts in Zoho Recruit Career Site and Candidate Portal

      Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to use custom fonts in the Zoho Recruit Career Site and Candidate Portal. Currently only the default fonts (Roboto, Lato, and Montserrat) are available. While these

    • CC and/or BCC users in email templates

      I would like the ability to automatically assign a CC and BCC "User (company employee)" into email templates. Specifically, I would like to be able to add the "User who owns the client" as a CC automatically on any interview scheduled or candidate submitted

    • Trying to export a report to Excel via a deluge script

      I have this code from other posts but it gives me an error of improper statement, due to missing ; at end of line or incomplete expression. Tried lots of variations to no avail. openUrl(https://creatorapp.zoho.com/<username>/<app name>/XLSX/#Report:<reportname>,"same

    • Need help to create a attach file api

      https://www.zoho.com/crm/developer/docs/api/v8/upload-attachment.html Please help me to create it... It's not working for while. Do you have some example?

    • Export view via deluge.

      Hi, Is it possible to export a view (as a spreadsheet) via deluge? I would like to be able to export a view as a spreadsheet when a user clicks a button. Thanks     

    • how to add subform over sigma in the CRM

      my new module don't have any subform available any way to add this from sigma or from the crm

    • Outdated state in mexico

      Hello Zoho team, the drop down to add the state for customers, when they introduce their state in mexico has a city named “Distrito Federal” that name changed many years ago to “ciudad de mexico”. could you please update this so my clients can find the

    • Support new line in CRM Multiline text field display in Zoho Deluge

      Hi brainstrust, We have a Zoho CRM field which is a Muti Line (Small) field. It has data in it that has a carriage return after each line: When I pull that data in via Deluge, it displays as: I'm hoping a way I can change it from: Freehand : ENABLED Chenille

    • Possible to generate/download Quote PDF using REST API?

      See title. Is there any way after a quote has been created to export to a PDF using a specified template and then download it? Seems like something that should be doable. Is this not supported in the API v2.0?

    • Creating an invoice to be paid in two installments?

      Hi there, I own a small Photographic Services business and have not been able to find a way to fit my billing system into Zoho, or any other Accounting software. The way my payments work is: 1. Customer pays 50% of total price of service to secure their

    • Bug in allowing the user to buy out of stock items

      Hi i want to allow the user to buy out of stock items, according to the commerce documentation if i disable Restrict "Out of stock" purchases it will, but it doesnt work, so i want to know if it had any relation with zoho inventory, and if theres any

    • Zoho CRM Calendar | Custom Buttons

      I'm working with my sales team to make our scheduling process easier for our team. We primary rely on Zoho CRM calendar to organize our events for our sales team. I was wondering if there is a way to add custom button in the Calendar view on events/meeting

    • Replace Lookup fields ID value with their actual name and adding inormation from subforms

      Hi everyone,  I wanted to see if someone smarter than me has managed to find any solutions to two problems we have. I will explain both below.  To start we are syncing data from Zoho CRM to Zoho Analytics and I will use the Sales Order module when giving

    • Can a Zoho Sites page be embedded into another website (outside Zoho)

      Hi All, We have a request from a client - they'd like to take one of our information pages created in Zoho Sites and embed it into their own website? I was told through an email with Zoho that this was possible >>Thank you for your patience regarding

    • Bug in allowing the user to buy out of stock items

      Hi i want to allow the user to buy out of stock items, according to the commerce documentation if i disable Restrict "Out of stock" purchases it will, but it doesnt work, so i want to know if it had any relation with zoho inventory, and if theres any

    • Transition Criteria Appearing on Blueprint Transitions

      On Monday, Sept. 8th, the Transition criteria started appearing on our Blueprints when users hover over a Transition button. See image. We contacted Zoho support because it's confusing our users (there's really no reason for them to see it), but we haven't

    • Zoho CRM Sales Targets for Individual Salespeople

      Our organistion has salespeople that are allocated to different regions and have different annual sales targets as a result. I am building an CRM analytics dashboard for the sales team, which will display a target meter for the logged in salesperson.

    • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

      The address field will be available exclusively for IN DC users. We'll keep you updated on the DC-specific rollout soon. It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition. Managing addresses

    • Transfer all Related Data to new Account Owner

      Currently when I change the account Owner I only see the option to change only the open deals But I want the new account owner to take over all the related modules and all the deal stages Is it not possible right now? Am I missing something? Do I really

    • Can i connect 2 instagram accounts to 1 brand?

      Can i connect 2 instagram accounts to 1 brand? Or Do i need to create 2 brands for that? also under what subscription package will this apply?

    • How to Calculate MTTR (Mean Time to Resolve)

      We want to calculate MTTR (Mean Time to Resolve) in our Zoho Analytics report under Tickets. Currently, we are using the following fields: Ticket ID Ticket Created Time Ticket Closed Time Ticket On Hold Time We are planning to calculate MTTR (in days)

    • Next Page