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

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


    • Recent Topics

    • Create Project while winning potentials - Projects v3 api updated code

      Hi all, I've been using the built in function to create a project while a deal is closed won and noticed it had some missing fields when trying to reference the zoho projects v3 api documentation. Specifically the project group had some issues when adding

    • [Free Webinar] Zoho RPA - OCR, PDF Automation, & More

      Hello Everyone! Greetings from the Zoho RPA Training Team! We’re excited to invite you to our upcoming webinar on the latest release updates for Zoho RPA, where we’ll unveil powerful new capabilities designed to make your automation journey smarter, faster,

    • Merge feature parity with writer

      Hello Zoho team, I have run into a workflow limitation with Zoho Contracts and the lack of merge feature parity with what Writer can do. We have created a fairly complex merge process to create a statement of work based on several fields in our CRM which

    • Export option in Contacts is missing

      Hello - I've been clicking around Zoho all morning trying to find the export option. It formerly was in the right hand corner, above the search box, but now I don't see it. I've looked everywhere - Am I missing it somehow? I've attached a screenshot.

    • Formatting of cells changing by itself and formulas not always calculating automatically

      I'm new to Sheets and have been setting up a budgeting template that has many linked tabs. It's going fairly well except certain quirky things have been happening from time to time. 1- sometimes when I scroll up or down I lose formatting from a random

    • Unable to open iOS Zoho CRM app

      i am unable to open Zoho CRM iOS App in iPhone 14 Pro Max v18.5 and it is crashing immediately after i click to open

    • Whatsapp BOT with CRM

      Hello, how do you use Whatsapp integrations in zoho CRM?

    • sync two zoho crm

      Hello everyone. Is it possible to sync 2 zoho crm? what would be the easiest way? I am thinking of Flow. I have a Custom Module that I would like to share with my client. We both use zoho crm. Regards.

    • Side-by-Side view on Windows 11

      Is there a way to open two notes in a side-by-side view? I'm running Notebook on a Desktop running Windows 11. If this feature doesn't exist, do you have plans for it?

    • Value shows in balance sheet for Goods in Transit

      We have transferred goods from one warehouse to another warehouse and accepted the same at another warehouse. Although my balance sheet shows X amount as goods in transit value. I don't understand, how to clear that  Can anyone guide us please?

    • Resolution Time Report

      From data to decisions: A deep dive into ticketing system reports What are time-based reports? Time-based reports are valuable tools that help us understand how well things are going by breaking down key metrics over specific periods. By tracking, measuring,

    • Ask for a quote to multple vendors

      We are able to send a Purchase order, but How can we Send a quote request to our vendor, once the value changes every time? I didn't see any feature like this in Zoho Books/ Inventory. Send this request with the Items that we want to know the cost, to

    • Bigin merge field in email template for subject line to match lead name

      Hello We Are using email in to automatically create leads in our pipelines. When we want to reply from conversations, and apply an email template, it’s not matching the original subject line. It should be lead name to match. But it’s not working. Even

    • How to create auto-link between Invoice and Quote in CRM

      It's strange that when you 'convert' a quote into an invoice, it doesn't auto-link the two. How can we develop an auto sync so we don't need to manually link each invoice to their respective quote?

    • Why Are Columns Reset When Deleting Entry

      Hello, this is quite annoying. We use forms as a questionnaire for candidates, we filter entries by removing columns, when we delete an entry the columns reset. Every "delete" the columns reset, why!? Thank you

    • Pi or Pie? A slice of infinity in customer service

      Hey everyone! While Pi Day is on March 14 (3.14), July 22 marks another special occasion: Pi Approximation Day! On this day, we recognize the mathematical constant π (pi ≈ 22/7); a number that's infinite, irrational, and never-ending. Pi is essential

    • Configuración

      Hola acabo de instalar Zoho CRM y quiero configurarlo correctamente. Al respecto me surgen algunas dudas tales como la diferencia entre: Cuentas, posibles Clientes y Contactos. ¿Conceptualmente que son cada uno? ¿Como se se relacionan entre ellos? Si

    • Why Can't I add unicode emoji's to my signature?

      Why would Zoho Mail prevent me from adding unicode emojis to my email signature? Every time I try to save the signature, Zoho Mail erases the emoji and any nearby content. Every time I setup something with Zoho, I know I'm going to run into some incredibly

    • GL account associated to each supplier for new bill

      Hello I'm facing problem for all items of my bills that are not inventoried. The need is each time I enter new bill and after I select supplier the GL account section is autopopulated with default GL account (that I would like to add in supplier settings)

    • LinkedIn verification link and otp not receiving

      For the last 2 to 3 weeks I'm trying to verify my LinkedIn account to access my company's LinkedIn page, Linkedin is sending verification links and codes to this email address but I have not received any codes or links. Please help me here. Looking forward

    • Zoho reply to not working. just reply to my self

      Hello. i using on my wordpress website a contact form from Wsform. i can set the reply to email there. normally it works. but since i am using your wordpress plugin zoho mail it doesn`t work. its not using the reply to (email from customer). I just can

    • Mail Merge Stuck in Queue

      I am trying to send Mail Merge's and it never sends out to the full list. It always hits a portion and the rest remain in the "Queue" - the emails I am sending are time sensitive, so I need this to be resolved or have a way to push the emails through

    • SMTP Email Sending Not Working for My Domains and Apps

      Hello Zoho Support Team, I am experiencing a critical issue with sending emails via Zoho SMTP for my domain humanhup.com. Both of my applications, HumanHup and CheapUI, are unable to send emails using Zoho SMTP, even though the same setup was working

    • Receiving too many Spam Leads. Why?

      I am receiving so many junk leads from web forms created by zoho's platform. The junk queries are increasing day by day and are affecting our business. I am continuously following up with zoho team from the past one year but not getting any satisfactory

    • Why is Zoho supporting the Proud Boys?

      Hello. This is the only way I can find to contact your company. There is someone in Maine posing as a law enforcement officer, attempting to kidnap immigrants. They are also recruiting for a known hate group. They have an email address hosted by Zoho.com.

    • Composite Item - Associated/Component Items

      I am trying to find the Associated Item/Component Item field in the Composite Item Table in Analytics. Has anyone been able to find and utilize this field in Analytics?

    • 🚀 WorkDrive 5.0: Evolving from a file sharing app to an intelligent content management platform: Phase 2

      Hello everyone, WorkDrive's primary focus has always been to provide an intelligent and secure content management platform, simplify collaboration, and be the central repository of files for all Zoho apps. In our previous announcement, we unveiled the

    • Use openUrl() to edit a specific record

      I am working on a queue app for my organization. I have a master queue that is a report of meetings with workflow buttons to manipulate the records. One of these buttons I would like to open the record and edit for the purpose of changing the queue lookup

    • why i cant access my web without the www

      please help me

    • Send Whatsapp with API including custom placeholders

      Is is possible to initiate a session on whatsapp IM channel with a template that includes params (placeholders) that are passed on the API call? This is very usefull to send a Utility message for a transactional notification including an order number

    • Help Centre Articles in Desk, Zia and iframe

      Hi, We embed SOP documents into articles from Scribe into using iframe. We are looking at zia indexing articles to present to agents to aid their work. Please advise if zia can view and learn from the content within the iframe?

    • Rich Text/WYSIWYG Input Area

      I'd like to have an option on ZoHo creator to create an input text area for HTML/rich text formatting. :)

    • How to create a directory report from one-to-many relationship

      Hi all, Newbie here. I'm converting an Access DB to Creator. I've learned Forms are tables and Reports are used to edit table rows, not Forms. I've got the data loaded and can maintain it with the Reports already done. I've done filtering and sorting,

    • Change Default Selection for Lookup field

      I have a Lookup field that I have locked, when I unlock it - the user can select the proper Zone but I need it locked, since this may change based on user selection of another field. Example. There are 3 potential zones. User A selects the Hospital Account

    • Restrict visibility and user permissions Creator 5

      I don't understand how restrict visibility for reports interacts with the already established role permissions. It seems that the default on restrict visibility has everything checked for all users, but I cannot set up different levels of permission for different individuals.  Right now I have three different ways to manage users and their access and it's confusing because everything has not migrated to Creator 5. Don't the role permissions extend to the reports as well? Are the selections under

    • LMS - Why do Trainers have to be Users?

      I'm not sure why the software is set up where trainers must be users (i.e., employees). This should really be changed, as there are many cases (the majority of cases for some companies) where classroom trainers are external or contractors. If this is

    • ZOho mail not stopped working with my domain.

      i have changed my name server settings in my domain sigmasquaretec.in . After that my emails are not working with ZOHO.

    • Request to Cancel Zoho Mail Subscription

      Hello Zoho Team, I have migrated to Google Workspace and would like to cancel my Zoho Mail subscription for my organization. Organization Name: AR Creators Media Admin Email: roman@arcreatorsmedia.com Subscription ID: RPUS2005901960812 Please cancel the

    • zoho smtp limit for free users

      What is Zoho SMTP limit for free users?

    • Mailboxes and Alias Email Addeases - Best Palestine’s and Advice:

      Mailboxes and Alias Email Addresses - Best Practices and Advice: what is the best practice for the efficient means to manage And sort, alias, email addresses and third-party after or even the Zoho app itself. I am currently using both Thunderbird and

    • Next Page