Tip #5: Create or update Zoho CRM records using a single form
How to create or update Zoho CRM records through a single form using the Upsert option?
In the past, inserting or updating a record using form entries required two different actions.
Sometimes, an existing record in Zoho CRM can be duplicated when the same information is again added as a new entry from the form. The solution in this situation is to use the newer values entered in the form to update the existing CRM record, rather than creating a new record (duplicate record) with the updated values.
How it works
You will need to enable the Upsert Record option when you set up the configuration to add form entries as new CRM records. If this option is enabled, when a form is submitted, the system checks if the record already exists:
- If yes, the existing CRM values are updated with the newer form entries.
- If no, a new record is created in Zoho CRM.
How to configure
Finish your integration setup to add the form entries as new records in a Zoho CRM module. Before configuring the integration, enable the Upsert Record option.
Now, you can choose which value to use to check whether the record already exists, e.g. Email, Phone number.
Note that only the fields marked as "Allow no duplicates" in Zoho CRM will be displayed under Upsert Options.
In the example below, when a form entry is submitted, the system checks whether the record already exists by checking the value in the specified Order. According to this, the system first checks if the Email entered in the form exists in Zoho CRM. If not, it then looks for the Secondary Email and if still does not find a match, it finally checks for Phone Number.
If none of these three fields match, then a new record is created as per the integration for the specific module the integration is set up for.
Over to you
How do you think this is will be useful for your business? Comment below.
That's not all! For more discussion on the different workflows in Zoho Forms that can help you work more efficiently with Zoho CRM, check out our upcoming series.
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You may be using tags to filter records, create reports based on specific tags, or let your sales team to know which clients to give priority to. Don't skip tagging for the crm records added via forms. The tags can be set to be automatically captured during the form submission. How it works When you set up a configuration to push form entries into CRM, you can add a tag to them automatically. The tag value can vary based on the respondent's input (captured using form fields), or you can include aTip #2: Prefill forms automatically with existing Zoho CRM data
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