Kaizen #117 - Mass Delete Records Across Modules (Part I)

Kaizen #117 - Mass Delete Records Across Modules (Part I)

Season's greetings to our coding enthusiasts! 

Let us code our way into the festive spirit with another insightful post in our Kaizen series!

In this post, we will explore the process of creating a custom button using functions on the records' detail page. This enables the deletion of all associated child records when the current record is deleted. To fulfill this requirement, we will leverage APIs like COQL API, Records API, and Mass Delete API.

Currently, Zoho CRM provides the delete action exclusively for a specific related list modules when the parent record is deleted. Here are the specifics of ZOHO CRM's default support for deleting related list modules:

Record Module
Related List Module
Leads
Activities, Visits and Email Drafts
ContactsActivities, Visits, Appointments and Email Drafts
Accounts
Activities, Contacts, Deals, Quotes, Sales Orders, Invoices, Cases, Appointments and Email Drafts
Deals
Activities, Cases, Competitors and Email Drafts
Campaigns
Activities, Email Drafts and Child Campaigns 
Cases
Activities and Email Drafts
Products
Activities, Solutions, Cases and Email Drafts
Vendors
Activities and Email Drafts
Quotes
Activities and Email Drafts
Sales Orders
Activities and Email Drafts
Purchase Orders
Activities and Email Drafts
Invoices
Activities and Email Drafts
Services
Appointments and Email Drafts
Custom
Activities and Email Drafts

Perform Mass Delete Across Modules

Assume that you are the Manager of Zylker, an educational institution utilizing ZOHO CRM for customer relationship management. You have implemented custom modules, namely Training Program and Participants in your organization. 

Now, you aim to streamline record management by creating a custom button on the Training Program module's records detail page. On triggering, this button should delete all associated participants of a specific program along with the program itself. 

Let us guide you through the step-by-step process of fulfilling this requirement using ZOHO CRM functions.

Prerequisites

Achieving this requirement is versatile, applicable to both records with a single child module as well as records with multiple child modules. 

A lookup field serves to establish a connection between two modules, designating the module where the lookup field is employed as the child module. The module that the lookup field points to is referred to as the parent module.

To keep it simple, let us consider Participants as the child module with a lookup relationship to the Training Program parent module. 

The knowledge of COQL, Records and Mass Delete Records APIs, Deluge Script and ZOHO CRM Functions ensure effective execution of our outlined process.

Creating a Custom Button

Step 1: Begin by navigating to Setup > Customization > Modules and Fields > Training Program > Links and Buttons > New Button within your ZOHO CRM interface.

Step 2: Provide a name and description for the button. Next, select the Details Page as the designated location for the button from the drop-down menu.



Refer to this document to learn more on creating and using custom buttons.

Step 3: Configure the button's action by selecting Writing Function from the menu.



Step 4: Fill in the basic details for creating a new function. 

Step 5: After clicking the create button, you will be directed to an editor interface, as depicted in this image.



You have to code your function logic in this editor and click the Save button on the top right corner. 

For the scenario discussed, we have attached the function code in a zip file with this post. Download and explore the code to gain hands-on experience in this use case. 

Step 6: Next, you will be redirected to the Links and Buttons page, where you need to configure the visibility of the button based on profiles. Afterward, click on the Save button to confirm your settings.


Flow of the function

The function should initially make a COQL API call to retrieve the participant records that correspond to the record ID of the training program from which the button is triggered. This API can fetch up to 2000 related child records in a single API call.

queryMap = Map();
queryMap.put("select_query","select id from Participants where Training_Program =" + id + "Limit 2000");
response = invokeurl
[
type :POST
parameters:queryMap.toString()
connection:"crm_oauth_connection"
];

Here, connections are used to make ZOHO CRM API calls. To get the current record ID, you have to configure it in function arguments. 

Click Edit Arguments from the top of the page and associate the Training Program ID as shown in this image. 



Before proceeding to the next step, it's crucial to be aware of the following constraints associated with the APIs:
  • COQL API: It can retrieve a maximum of 2000 records per API call.
  • Delete Records API: It has the capability to delete up to 100 records in a single API call.
  • Mass Delete Records API: By utilizing record IDs, it can delete a maximum of 500 records per API call.
Given these constraints, the following logic has been devised to address our specified requirement:

--->  If the participant count is 0, the system should proceed to delete the current record exclusively. 
--->  Incases where the record count is below 100, the Delete Record API must be employed to eliminate records from the Participants module.
--->  If the participant count exceeds 100, the Mass Delete Records API should be used for deleting records within the child module. For scenarios where more than 500 records need deletion, it is necessary to execute this in a loop for four iterations with each deleting 500 records.

Let us execute this logic in Deluge script,

if(!isNull(response))
{
response = response.toMap();
count = response.getJSON("info").get("count").toNumber();
has_more = response.getJSON("info").get("more_records");
id_list = List();
itr_list = {0,1,2,3};
response = response.getJSON("data");
result = List();
if(count > 0)
{
for each  item in response
{
id_list.add(item.getJSON("id"));
}
if(count > 100)
{
end = 0;
start = 0;
for each  itr in itr_list
{
if(count / 500 - itr > 0)
{
idMap = Map();
if(count - end > 500)
{
end = end + 500;
}
else
{
end = count;
}
idMap.put("ids",id_list.subList(start,end));
response = invokeurl
[
type :POST
parameters:idMap.toString()
connection:"crm_oauth_connection"
];
start = end;
}
}
}
else
{
response = invokeurl
[
type :DELETE
connection:"crm_oauth_connection"
];
}
}
}

Now, let us address the scenario of a training program with over 2000 participants. Following the logic outlined above, our custom button will handle the deletion of only 2000 records. 

To manage this, after successfully deleting the initial 2000 records, the record from the Training Program module should not be deleted. Here, we have to configure a pop-up message signaling that additional records require deletion. To proceed, users must click the same button to eliminate the remaining records along with the current one.

After deleting all records from the child modules, the custom button will proceed to remove the current Training Program record, as shown in the following Deluge code.

if(isNull(response) || !has_more)
{
response = invokeurl
[
type :DELETE
connection:"crm_oauth_connection"
];
return "Deleted Successfully";
}
return "Over 2000 related records were detected. Click 'Cascade Delete' again to delete the remaining and this training program. ";

Let us now check our custom button from the details page of the Training Programs module. 



To prevent additional clicks for deleting the remaining records, we will circle back to you on next Friday with a solution that incorporates the looping mechanism. 
 
We have also brought you a wave of innovation and enhanced features in our V6 APIs. Take a look at them and empower your coding journey with us. 

If you have any queries, feel free to drop them in the comments section below or reach out to us directly at support@zohocrm.com. We eagerly await your thoughts and feedback on this!

Cheers to a productive and joyful season!

Additional Reading
ZOHO CRM Functions: An Overview and setting up functions
Deluge Script: Introduction to Deluge
Records API: Delete Records 



    • Sticky Posts

    • Kaizen #222 - Client Script Support for Notes Related List

      Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore how

    • 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.

    • Recent Topics

    • How to import data from PDF into Zoho Sheet

      I am looking to import Consolidated Account Statement (https://www.camsonline.com/Investors/Statements/Consolidated-Account-Statement) into zoho sheet. Any help is appreciated. The pdf is received as attachment in the email, this document is password

    • Zoho Projects Android app: Integration with Microsoft Intune

      Hello everyone! We’re excited to announce that Zoho Projects now integrates with Microsoft Intune, enabling enhanced security and enterprise app management. We have now added support for Microsoft Intune Mobile Application Management (MAM) policies through

    • Cant't update custom field when custom field is external lookup in Zoho Books

      Hello I use that : po = zoho.books.updateRecord("purchaseorders",XXXX,purchaseorder_id,updateCustomFieldseMap,"el_books_connection"); c_f_Map2 = Map(); c_f_Map2.put("label","EL ORDER ID"); c_f_Map2.put("value",el_order_id); c_f_List.add(c_f_Map2); updateCustomFieldseMap

    • Wrapping up 2025 on a high note: CRM Release Highlights of the year

      Dear Customers, 2025 was an eventful year for us at Zoho CRM. We’ve had releases of all sizes and impact, and we are excited to look back, break it down, and rediscover them with you! Before we rewind—we’d like to take a minute and sincerely thank you

    • About Zoneminder (CCTV) and Zoho People

      Hi team I would like to implement a CCTV service for our branches, with the aim of passively detecting both the entry and exit of personnel enrolled in Zoho Peeple, but my question is: It is possible to integrate Zoho People with Zoneminder, I understand

    • Introducing the Zoho Projects Learning Space

      Every product has its learning curve, and sometimes having a guided path makes the learning experience smoother. With that goal, we introduce a dedicated learning space for Zoho Projects, a platform where you can explore lessons, learn at your own pace,

    • Create CRM Deal from Books Quote and Auto Update Deal Stage

      I want to set up an automation where, whenever a Quote is created in Zoho Books, a Deal is automatically created in Zoho CRM with the Quote amount, customer details, and some custom fields from Zoho Books. Additionally, when the Sales Order is converted

    • How to show branch instead of org name on invoice template?

      Not sure why invoices are showing the org name not the branch name? I can insert the branch name using the ${ORGANIZATION.BRANCHNAME} placeholder, but then it isn't bold text anymore. Any other ideas?

    • Admin asked me for Backend Details when I wanted to verify my ZeptoMail Account

      Please provide the backend details where you will be adding the SMTP/API information of ZeptoMail Who knows what this means?

    • Unable to remove the “Automatically Assigned” territory from existing records

      Hello Zoho Community Team, We are currently using Territory Management in Zoho CRM and have encountered an issue with automatically assigned territories on Account records. Once any account is created the territory is assigned automatically, the Automatically

    • Kaizen #223 - File Manager in CRM Widget Using ZRC Methods

      Hello, CRM Wizards! Here is what we are improving this week with Kaizen. we will explore the new ZRC (Zoho Request Client) introduced in Widget SDK v1.5, and learn how to use it to build a Related List Widget that integrates with Zoho WorkDrive. It helps

    • Set connection link name from variable in invokeurl

      Hi, guys. How to set in parameter "connection" a variable, instead of a string. connectionLinkName = manager.get('connectionLinkName').toString(); response = invokeurl [ url :"https://www.googleapis.com/calendar/v3/freeBusy" type :POST parameters:requestParams.toString()

    • Possible to connect Zoho CRM's Sandbox with Zoho Creator's Sandbox?

      We are making some big changes on our CRM so we are testing it out in CRM's Sandbox. We also have a Zoho Creator app that we need to test. Is it possible to connect Zoho CRM's Sandbox to Zoho Creator's Sandbox so that I can perform those tests?

    • I Need Help Verifying Ownership of My Zoho Help Desk on Google Search Console

      I added my Zoho desk portal to Google Search Console, but since i do not have access to the html code of my theme, i could not verify ownership of my portal on Google search console. I want you to help me place the html code given to me from Google search

    • Timeline Tracker

      Hi Team, I am currently using Zoho Creator – Blueprint Workflows, and I would like to know if there is a way to track a timeline of the approval process within a Blueprint. Specifically, I am looking for details such as: Who submitted the record Who clicked

    • Primary / Other Billing Contacts

      If you add an additional contact to a Zoho Billing Customer record, and then mark this new contact as the primary contact, will both the new primary and old primary still receive notifications? Can you stop notifications from going to the additional contacts

    • Missing Import Options

      Hello, do I miss something or is there no space import option inside of this application? In ClickUp, you can import from every common application. We don't want to go through every page and export them one by one. That wastes time. We want to centralize

    • CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

      Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage files

    • Is it possible to enforce a single default task for all users in a Zoho Projects ?

      In Zoho Projects, the Tasks module provides multiple views, including List, Gantt, and Kanban. Additionally, users can create and switch to their own custom views. During project review meetings, this flexibility creates confusion because different users

    • [Free Webinar] Zoho Creator webinars - Learning Table and Creator Tech Connect Series in 2026

      Hello everyone, Wishing you all a wonderful new year! May 2026 and the years ahead bring more opportunities, growth, and learning your way 🙂 We’re excited to kick off the 2026 edition of the Learning Table Series and Creator Tech Connect Series ! Learning

    • Reply and react to comments

      Hi everyone! We're excited to bring to you a couple of new features that'll make your sprint process simpler. A cloud application brings with it an array of social media features that can be efficiently used in your organizational setup. As an agile scrum

    • Restrict Users access to login into CRM?

      I’m wanting my employees to be able to utilize the Zoho CRM Lookup field within Zoho Forms. For them to use lookup field in Zoho Forms it is my understanding that they need to be licensed for Forms and the CRM. However, I don’t want them to be able to

    • Module Customisation - Lookup function not available

      Good evening, Within my business, I can have multiple customers, who have multiple mobile assets. When I set these assets up, I enter information such as vehicle registration, Vehicle identification number (VIN), Unit number, YOM, in addition to others.

    • zoho click, and nord VPN

      Unfortunately, we've been having problems with Zoho Click, where essentially the line cuts off after about a minute's worth of conversation every time we are on VPN. Is there a way we can change this within the settings so it does not cut the line off

    • Zoho Calender

      a) does the clanender in zoho project allow you to see the name of the event in the celnder view, it currently says either "Task (1) or "Milestoen (1)" b) Alternatively does the calender in Zoho project integrate with zoho calender?

    • Matching ZOHO Payments in Banking

      Our company has recently integrated ZOHO Payments into our system. This seemed really convenient at first because our customers could pay their account balance by clicking on a link imbedded in the emailed invoice. Unfortunately, we can't figure out how

    • Team Gamification

      Would love to motivate, engage and encourage our team with our social media posts. Would like to include Gamification features of Social Media in Zoho Social or Marketing Automation. And also bring in Social Advocacy tools/tracking/management to these,

    • Power up your Kiosk Studio with Real-Time Data Capture, Client Scripts & More!

      Hello Everyone, We’re thrilled to announce a powerful set of enhancements to Kiosk Studio in Zoho CRM. These new updates give you more flexibility, faster record handling, and real-time data capture, making your Kiosk flows smarter and more efficient

    • New Enhancements to Zoho CRM and Zoho Creator Integration

      Hello Everyone, We’ve rolled out enhancements to the Zoho Creator and Zoho CRM integration to align with recent updates made to the Zoho Creator platform. With enhancements to both the UI and functionality, This update also tightens access control by

    • Work Type - Limitation

      Hello, I'm setting up work types and have noticed, a limitation on the parts area to 10 lines. Can this be increased to 20 or greater? In addition to this, when I attempt to add the work type to a work order, the correct labour hours doesn't flow through.

    • Emails sent through Bigin are not posting in IMAP Sent folder

      I have set up my email to work from within Bigin using IMAP.  I am using IMAP so I can sync my email across multiple devices - phone / laptop / desktop / iPad / etc.  I want all my emails to populate my email client (outlook & iphone email) whether or

    • Turning the page for Zoho SalesIQ: 2025 to 2026

      As we wrap up 2025, we would like to take a moment to reflect on what we set out to achieve this year, what we’ve delivered, and where we’re headed next. What we focused on in 2025 This year was all about strengthening the core of engagement and AI, making

    • Stage-probability mapping feature in custom module

      Hi, I'm building a custom module for manage projects. I would like to implement the stage-probability feature that Potentials has. Is this possible?

    • Temporary Outage in Zoho Cliq Affecting US Users – July 23, 2025

      We experienced a service disruption in Zoho Cliq that impacted core functionality for users in the US region. The issue occurred between Jul 23, 2025, 06:54:00 PM IST and 07:13:13 PM IST, lasting approximately 19 minutes. To restore service stability,

    • Why Sharing Rules do Not support relative date comparison???

      I am creating a Sharing Rule and simply want to share where "Last Day of Coverage" (Date field) is Greater than TODAY (Starting Tomorrow). However, sharing rules don't have the option to compare a date field to a relative date (like today), only to Static

    • Zoho Cliq not working on airplanes

      Hi, My team and I have been having this constant issue of cliq not working when connected to an airplane's wifi. Is there a reason for this? We have tried on different Airlines and it doesn't work on any of them. We need assistance here since we are constantly

    • Problem with Workdrive folders

      I'm having a problem a problem accessing files in a Zoho work drive folder when using the Zoho writer app. The problem folder appears grayed out in the Zoho work drive window in both the online and writer application. However I can open the folder in

    • Multi-currency and Products

      One of the main reasons I have gone down the Zoho route is because I need multi-currency support.  However, I find that products can only be priced in the home currency, We sell to the US and UK.  However, we maintain different price lists for each. 

    • Create an Eye-Catching Announcement Widget for Your Help Center

      Hello Everyone! In this week’s edition, let’s explore how to keep your customers updated with exciting news in the Help Center. See how ZylkerMobile wowed their customers by bringing updates right to their portal. ZylkerMobile, the renowned brand for

    • 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

    • Next Page