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.
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Prasana Lakshmi
Hugues
Sticky Posts
Tip #10: Automatically add tags to Zoho CRM records using form responses
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
How to automatically prefill a form with existing Zoho CRM data? Prefilled forms can be useful when you want your prospects to view and confirm their data, and in a wide range of other situations. In Zoho Forms, we prefill the fields with the values from Zoho CRM using the Zoho CRM field. What is a Zoho CRM field? A Zoho CRM field acts as a two-way communication channel, by sending data to Zoho CRM from forms and fetching information from CRM into Forms. The field will look up data from your CRMTip #8: Pass Adwords data (GCLID) and UTM parameters to Zoho CRM using forms
When you are using forms to capture leads, you may wonder: " How did they find me? Which marketing campaign worked best?" You can answer this question by capturing the Google Adwords data (GCLID) or the UTM parameter details in your CRM using forms. This can be a great way to gauge the effectiveness of your campaigns and identify the most effective ways to capture leads. Capturing GCLID parameters How it works If a person finds your form by clicking an ad, a GCLID gets created. When they fill outZUG (Zoho User Group) In-person Meetups - Maximize Data Efficiency with Zoho Forms & Beyond
Hello Zoho Community, Join us for our upcoming meetups in ANZ, where we'll dive into seamless data handling and maximizing efficiency through Zoho Forms and beyond. Explore the potential of Zoho Forms customization and integration, from mastering theTip #9: Modify deal properties in Zoho CRM using form responses
How to modify deal properties of Zoho CRM records using form responses? Deal properties in Zoho CRM records are constantly modified based on the status of the deal. You can automatically modify deal properties (like the deal closing date, or deal name) and even update the deal stage, using form inputs. This can drastically reduce the work your team would otherwise do to search and change individual record details manually. How it works This works by integrating the form with the Deals module of Zoho
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Kaizen #192 - Implementing Custom Token Persistence in Python SDK
Welcome back to another week of Kaizen! Last week, we discussed how to implement Login with Zoho using OAuth 2.0 and saw how to bring it to life in a real-world application with the Zoho CRM Python SDK. We also discussed how Zylker Academy built a customShowing the map along with mileage expense
When you use the GPS to track mileage, it shows you the map of the actual path travelled. It would be very useful and practical to save that map with the mileage expense, so that when the report is created, it provides a map of each mileage expense associatedEnable Validation Rule for Multi-Select Picklist Field
Zoho, Please allow validation rules for multi-select fields.File Upload field not showing in workflow
Hi, I have added a field on Zoho CRM. I want to use it in a workflow where that particular field is updated based on another field, however it is not showing up in the field list to select it in the workflow. Why is this please?CRM Custom function updating a module record shows the Super Admin user as the record modifier
Dear Zoho CRM Team, Is there any way to update this so that when a custom function has updated a record the Super Admin user doesn't become the modifier? This happens on the record as a modifier and shows up in the audit logs. It would be more usefulBest practice importing items and matching assemblies
Hi, I was wondering what would be the best practice to import items and composite items (assemblies) From my backup, what should I import first? The items or the composite items? I am on Zoho one, using inventory and books. Kind regards, SabineBest way to fetch employee names from Zoho People into Zoho Creator Inventory Stock Form field Employee Name Lookup
Hi Team, I have a requirement in my Zoho Creator application (Inventory Stock Adjustment) where I need to fetch employee names from Zoho People and use them as a lookup in a form. Currently, I am considering using an integration field to fetch this dataget file api is returning Junk data
I am working on extension development where at one point I need to retrieve attachments on records I found out I can use only invokeconnection and not invokeurl in extension development The invoke connection returns the image in raw binary format. WhenNeed help with message box
End user updates many records at once. Each have unique serial number. They want a confirmation box that says starting number, ending number and qty. Is there any way to do this? I been searching and asking support but seems like no great solution.[Webinar] The Transformative Power of Gen BI
Traditional decision-making tools are no longer enough. The integration of generative AI into business intelligence (BI) is proving to be a true game changer—enabling businesses to make faster, smarter, and better informed decisions. Early adopters ofBackorder process review - Automating Removal of Sales Order from "On Hold" When PO is Received
Hello Zoho Inventory Team, Currently, sales orders in On Hold status are released only when the bill for the purchase order is created. In our workflow, it would be much more efficient if the sales order could automatically move out of On Hold as soonHow to access the saved Query using API?
I have created a query in setting. Is it possible to access it from a API? What's the endpoint? I tried /v8/queries/important_deals but didnt' work.création d'une base de données
base de donnee d'un lycéeUser Session variables to recall after form submit & redirect to menu
Hey, Forgive me if this is a simple answer I have overlooked. I have built a big onboarding process for my SAAS platform which is built and managed by an external Dev team. I am hoping to embed my new creator app on the SAAS platform. I have a menu pageZoho Writer Merge Template with data from Zoho Analytics Views
Hello, Is there any way to pull information from Zoho Analytics and put it into a Merge Template? I am trying to create a bulk export of one report that filters on a field to create a single document for each of the filter fields.Having to enter bill before stock shows as available.
Hi, Am I right in thinking you must create a bill from the purchase order receipt before the goods are available for shipping?Agent Availability Report
From data to decisions: A deep dive into ticketing system reports Businesses need to track when their support agents check in and check out from work. This report, titled Agent Availability, is one of the static reports that helps managers track the numberAI-driven construction analytics using Zoho Projects Plus
Construction projects thrive on timelines; if a project is completed on or before the expected time, it makes headlines, but if it gets delayed, the company’s credibility will be at risk. Such projects require precise planning and constant monitoring,Canadian payroll
Hello ZOHO, is any updates on when payroll for Canada will be available?Unified customer view: Bringing product intelligence into your CRM data
For businesses today, applications and digital interfaces are the main touch points in the customer journey. While Zoho CRM data already tells who your customers are and what they buy, Zoho Apptics tells you how they interact and engage with your product.Zoho Creator SaaS app with multiple client AND multiple users
I am close to finalizing a Zoho Creator app that will be used by different companies to manage sale info, and each company can have multiple users using the app. Things were going perfectly until I tried a search on a report. I use a database field in each table to separate the data for each company, which works great. BUT when I do a search, I get to see ALL the data. This means that Company A could easily see the data from Companies B and C via the built-in search. Is there a way to set up theProject Change Orders and Additions
We are in the process of migrating from QuickBooks Online to Zoho Books. We have Zoho One and like the ability to sync all of our data across everything. And I like that projects work in a way that's less dumb than QuickBooks. I'm trying to figure outTrack online, in-office, and client location meetings separately with the new meeting venue option
Hello everyone! We’re excited to announce meeting enhancements in Zoho CRM that bring more clarity and structure to how meetings are categorized. You can now specify the meeting venue to clearly indicate whether a meeting is being held online, at thePossible to send Zoom AI Companion transcripts and summaries to contacts in CRM?
Title says it all. Is it possible to send Zoom AI Companion transcripts and summaries to contacts in Zoho CRM?How do I edit the Calendar Invite notifications for Interviews in Recruit?
I'm setting up the Zoho Recruit Interview Calendar system but there's some notifications I don't have any control over. I've turned off all Workflows and Automations related to the Calendar Scheduling and it seems that it's the notification that is sentPosibility to add Emoticons on the Email Subject of Templates
Hi I´ve tried to add Emoticons on the Subject line of Email templates, the emoticon image does show up before saving the template or if I add the Emoticon while sending an Individual email and placing it manually on the subject line. Emoticons also showClarity on extended contract status
Clarity on “extended” status- How does Zoho “extend” a contract? E.g. if client extends by 1 month, can the “end date” be adjusted accordingly in Zoho and tagged as “Extended” with a clear audit trail that also captures the client’s email? Note- EmailCustomizing contract status
Can we customize/add/remove status on Zoho contracts ourselves or does Zoho needs to do this? Context- There is a long list of status on Zoho but not all of them are relevant for us . There are few status which are missing and needs to be added. E.g-Set Custom Business Calendars and Holidays for Global Teams
Managing a project across diverse teams means accounting for more than just tasks and deadlines; it means acknowledging how and when each team actually works. Users might follow different working days or observe region-specific holidays that cannot be[Integration edition] Deluge learning series - Integrations between Zoho apps and Third-party services with Deluge | 28 August 2025
We’re excited to welcome you to the Deluge learning series: Integration edition! The Integration edition will run for three months: Session 1 – Integrating Zoho Apps with Deluge using inbuilt integration tasks Session 2 – Integrating Zoho Apps with DelugeCritical Vulnerability in all major password manager plugins - is Zoho Vault affected?
Hi Zoho, a security researcher found a critical clickjacking vulnerability in all major browser password managers: DOM-based Extension Clickjacking: Your Password Manager Data at Risk | Marek Tóth Is Zoho Vault affected as well? Apparently the Vault extensionChange eMail Template for Event-Invitations
Hello ZOHO-CRM Team How I can change the eMail Template for Event-Invitations? I work with the German Version of the Free Version. I know how I can modify eMail alerts or Signature Templates, but where I can other eMails modify you send out? Thank you for your answer. Regards, JuergNeed Your Insights
Hi Zoho, I'm confused why the flow only sends to one output. setVariable15 is from a list. It doesn't consider the 2nd entry. Any thoughts?Map Dependency Fields - How can can I limit picklist values from a multi-select Parent field?
I know the "Map Dependency Fields" feature doesn't allow a multi-select parent field. However, I need the functionality. Can I do it through a deluge function, and would it still support color coding picklists? We need the color coding for quick scanningDYK 1 - Color Palette for Enhanced Visual Identification of Status
Introducing the Did You Know series of posts. The goal of this series is to familiarize users with certain features or enhancements in Zoho Projects that may not be evident at first glance. The first post in this series deals with color palettes for indicatingInvalid field in the COQL query
Dear Zoho Support! I believe that you already helped me with a similar problem a few years ago. One of my clients has a custom field named "LOB" in the "Deals" Module (see the field's metadata below). The COQL query using this field: : "select id, Deal_Name,Automating Employee Birthday Notifications in Zoho Cliq
Have you ever missed a birthday and felt like the office Grinch? Fear not, the Cliq Developer Platform has got your back! With Zoho Cliq's Schedulers, you can be the office party-cipant who never forgets a single cake, balloon, or awkward rendition ofTransferring domain registration to new registrar and switching email hosting at the same time?
I need to transfer an existing domain uv cure adhesive that's currently with SiteGround to Porkbun. I also need to move the existing custom email addresses from SiteGround to Zoho Mail. I'm not sure if I should transfer the domain first and then tackleSplit deposits
Can Zoho do split deposits. One deposit, two checks for two separate invoices from different customers. This is one of the most common tasks I can imaging. When I mark the two invoices paid, there are two deposits in bank register. When I try to match,Deactivate Desk Contact without Deleting Contat
We have a client who has multiple tenants for regulatory purposes, and as such, has a few users that have email addresses in both tenants. They've then emailed into the ticketing system, so we have multiple contacts (no big deal, we want to keep theirNext Page