Function #41: Sync Associated Subforms!
Welcome back everyone!
The last custom function showed how to update a Contact with Product details from it's Related list in Deals. This week, let's look at a function that lets you update subform records in two modules simultaneously when one of them is updated.
Business scenario
Let's look at how subform helps in an education institution that has deployed Zoho CRM. National Public School, Austin (made up, of course!) has set up Zoho CRM and it follows the same relationship pattern of "Students", "Teachers", "Courses", "Timings"(assume that the said names are Modules in the CRM). Let's say there are 10 students, 3 teachers, 6 classes and 8 hours per day. All these are all interlinked.
Sales data is no different. They are often updated in different modules, such as "Contacts", "Deals", "Products", etc. Hence, it becomes necessary to have many-to-many record associations.Subforms in Zoho CRM helps enable association of multiple data records across modules.
The function for this week lets users sync two subforms in the Accounts module, such that if one subform is updated, the other one gets updated too. Let's say there are two branches for a particular organization. Instead of having the entire organization's info in a single Account record, it's smarter to create multiple Accounts for branches. Hence, you need to associate the Main branch with a sub-branch as well as the sub-branches themselves.
In this function, assume 2 Accounts records, A and B, have subforms each. Every time a row (Account B) is added to subform on account A, the function adds a new subform row (Account A) to the subform on Account B. In other words, when a new branch is opened, the records of the main branch and the other branches are updated. In addition, the information about the rest of the branches are updated in the subform under the new branch.
Getting started with the custom function
- Go to Setup > Automation > Actions > Functions > Configure Function > Write your own.
- Provide a name for the function. For example: "Auto-Subform updates". Add a description (optional).
- Copy the code given below.
- Click “Edit arguments”.
- Enter the name as “acctId” and select the value as “Account Id”.
- Click Save&Execute Script to check the code.
- Save the function.
The Code:
-----------------------------------------------------------------------------------------------------------------------
acctDetails = zoho.crm.getRecordById("Accounts", input.acctId.toLong());
subformDetails = ifnull(acctDetails.get("Related_Accounts"),"");
count = 1;
sub_forms = List();
for each form in subformDetails
{
if ( count == 1)
{
formacctname = form.get("Related_Account").get("name");
formacctId = form.get("Related_Account").get("id");
info "formacctId:" +formacctId ;
formaccttype = ifnull(form.get("Related_Account_Type"),"");
formacctdesc = ifnull(form.get("Description"),"");
subform = Map();
subform.put("Related_Account",input.acctId);
sub_forms.add(subform);
}
count = count + 1;
}
formacctDetails = zoho.crm.getRecordById("Accounts", formacctId.toLong());
formsubformDetails = ifnull(formacctDetails.get("Related_Accounts"),"");
for each forms in formsubformDetails
{
info "formsId:" + forms.get("Related_Account").get("id");
subform1 = map();
subform1.put("Related_Account",forms.get("Related_Account").get("id"));
subform1.put("Related_Account_Type", ifnull(forms.get("Related_Account_Type"),""));
subform1.put("Description",ifnull(forms.get("Description"),""));
sub_forms.add(subform1);
}
parammap = Map();
parammap.put("Related_Accounts",sub_forms);
update = zoho.crm.update("Accounts",formacctId.toLong(),parammap);
info parammap;
info update;
-----------------------------------------------------------------------------------------------------------------------
Note:
- The code given above works only for V2 version of Zoho APIs. Please note that the code WILL NOT work for Version 1.0 APIs.
- Use the function in a Workflow Rule, to automate the process of update.
Found this useful? Try it out and let me know how it works! If you have questions, do not hesitate to ask! Share this with your team if you find it useful. Do check out other custom functions shared in this series here.
See you all next week with another interesting custom function. Ciao!
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
Kevin Flynn
Ben
Pheranda Nongpiur
nicole lynch
Sticky Posts
Function #41: Sync Associated Subforms!
Welcome back everyone! The last custom function showed how to update a Contact with Product details from it's Related list in Deals. This week, let's look at a function that lets you update subform records in two modules simultaneously when one of them is updated. Business scenario Let's look at how subform helps in an education institution that has deployed Zoho CRM. National Public School, Austin (made up, of course!) has set up Zoho CRM and it follows the same relationship pattern of "Students",
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
Partial payments for retainer invoices
When a customer does not pay the entire retainer invoice there is no way to apply a partial payment. PLEASE add this function.Export an email as an HTML file?
How do we export an email in Zoho Marketing Automation as an HTML file? We have an advertising partner that needs our campaign email as an HTML file. We can't find any way to do this. If this is not possible, please explain why. It doesn't make sense🇺🇸 🇨🇦 🇲🇽 Ask the Experts: A Live Q&A Session
We’re back with another exciting edition of the Ask the Experts series—this time exclusively for our Zoho Recruit users from the USA, Canada, and Mexico! Whether you're trying to configure your account better, have burning questions about customization,Function #30: Display list of associated PO on SO details screen
Hello everyone, welcome back to our series! Imagine having the ability to effortlessly access and view details of all purchase orders linked to a sales order directly from the sales order itself. Well, today's script is designed to do just that for you.This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details
Hello, Just signed up to ZOHO on a friend's recommendation. Got the TXT part (verified my domain), but whenever I try to add ANY user, I get the error: This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details I have emailed as well and writing here as well because when I searched, I saw many people faced the same issue and instead of email, they got a faster response here. My domain is: raisingreaderspk . com Hope this can be resolved. Thank youConverting Sales Order to Purchase Order
Hi All, Firstly, this code works to convert a sales order(SO) to a purchase order (PO) via a button, however I am running into an issue when I convert the SO where the values from the line items are not pulled across from the SO to the PO. The ones inSelect CRM Custom Module in Zoho Creator
I have a custom module added in Zoho CRM that I would like to link in Zoho creator. When I add the Zoho CRM field it does not show the new module. Is this possible? Do i need to change something in CRM to make it accesible in Creator?In the Blue Print Transition requirement received it will show 8 check field in pop up if they any one of this field then only move to next stage Ist quote
In the Blue Print Transition requirement received it will show 8 check field in pop up if they any one of this field then only move to next stage Ist quote Pls help how i fix thisNimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging
Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integrationCustom Print Button in Page/Stateless Form
[Zoho Creator] Unable to Add Custom Print Button to Page or Stateless Form We need the ability to add a custom print button on a page or stateless form in Zoho Creator to print a templated or formatted output (e.g., appointment confirmation, summary slip).Unified customer portal login
As I'm a Zoho One subscriber I can provide my customers with portal access to many of the Zoho apps. However, the customer must have a separate login for each app, which may be difficult for them to manage and frustrating as all they understand is thatInvitation-Based User Access in Zoho Analytics
Hello everyone, We’re rolling out an important update on how users are added to your Zoho Analytics Organization and Workspaces. Previously, when admins added users, they were automatically added to the organization. Moving forward, to improve securityAsk the Experts 21: Power up your support game with Zoho Desk Automation
" In every business, there are tasks to automate, Zoho Desk helps with features that integrate Assignments to manage tickets and teams to align,Macros for quick actions and workflows to streamline Contracts and schedules to hold things tight, Plans runCRM calendar not syncing with Zoho Calendar
The sync is not happening: This is my Zoho Calendar CalDAV synced with Outlook This is my Zoho CRM Calendar (sadly empty ...) I have enabled CalDAV Access. In Zoho Calendar, I have set up APP Calendar sync like this: What else can I check? ThankAutomating 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 ofPage Variable Not Passed from Report to Form
[Zoho Creator] Page Variable (Resource) Not Passed from Report to Form in Appointment Module We are facing a limitation in our Appointment Module related to the handling of page-level variables. We are using a page variable to select a resource, whichZoho.eu and U.S. Cloud Act? Can U.S. request Zoho.eu data?
Given the current political situation in the U.S. and possible near future implications for data privacy and security, I am curious about Zoho’s obligation to comply with the U.S. cloud act or other U.S. requests for private customer information fromClient Script | Update - Client Script Support For Custom Buttons
Hello everyone! We are excited to announce one of the most requested features - Client Script support for Custom Buttons. This enhancement lets you run custom logic on button actions, giving you greater flexibility and control over your user interactions.Introducing Zoho CRM for Everyone: A reimagined UI, next-gen Ask Zia, timeline view, and more
Hello Everyone, Your customers may not directly observe your processes or tools, but they can perceive the gaps, missed hand-offs, and frustration that negatively impact their experience. While it is possible to achieve a great customer experience byIssue with Missing Scope for Creating Service Report via Zoho FSM API
Hello @Latha Velu , I am currently working on creating a connection to create a Service Report in Zoho FSM using the API. However, while configuring the required scopes, I noticed that the scope ZohoFSM.modules.ServiceReports.CREATE whichFunction #55: Convert multiple quotes to single SO using Custom Button
Hello everyone, and welcome back to our series! In Zoho Books, after a quote is accepted by your customer, it can be converted into a sales order or an invoice. Often, a customer might have multiple quotes, and for easier billing or upon the customer'sMass Print Attachments from Selected Records in Custom Module
Dear Zoho CRM Team, We’d like to request a feature enhancement regarding the handling of attachments. Use Case: We have a custom module that stores invoices uploaded by our affiliates. Currently, we need to open each record individually to print theseHaven't used banking function for years and now want to reconcile and clean up my account
I'm in the UK and have been using Zoho Books for my private mental health practice since 2018. Up until recently, I've entered everything manually and not reconciled any items with my bank account. Every year, I run a report for that year and use thatExperience effortless record management in CRM For Everyone with the all-new Grid View!
Hello Everyone, Hope you are well! As part of our ongoing series of feature announcements for Zoho CRM For Everyone, we’re excited to bring you another type of module view : Grid View. In addition to Kanban view, List view, Canvas view, Chart view andMS Teams Meeting to Zoho CRM
Has anyone figured out a good way to push MS Teams meeting info on a trigger of "meeting end" to Zoho CRM? We're looking for a way to take attendees of a meeting and meeting duration and push it into Zoho CRM after the meeting has ended. If I can justCreating Layout Rule With Formula Field
By The Grace Of G-D. Hi, I see that i cannot use Layout Rules to show/hide Formula Fields. Is that something you plan on adding sometime soon?Writing SQL Queries - After Comma Auto Suggesting Column
When writing SQL Queries, does anyone else get super annoyed that after you type a comma and try to return to a new line it is automatically suggest a new column, so hitting return just inputs this suggested column instead of going to a new line? AnyoneUsing the "Like" operator in Custom Formula
HI there, Can someone please explain the way to use the "LIKE" operator in an IF statement to compare strings? I have tried the following but am not getting the results I'm after. if( "CurrentStatus" like 'Rejected*','Unsuccessful','Pipeline') Thanks MattZoho CRM Two currencies on one record
Hello all, Our country is planning to transition to Euro from our local currency. The government is planning to mandate that all companies show their invoices, quotes, etc. in both currencies for a period of one year in order to protect from speculation.Combine / merge multiple invoices into master
Good morning Zoho! Upon looking for a solution for my issue, I found many that had my similar problem...dating 13 years ago! Please, any updates on this? Merging multiple invoices on a Master Invoice would alleviate all the extra work of resending andFree Webinar Alert! Productivity Hacks that you don't want to miss on June 24
Hello Zoho Community! Want to work smarter and get more done with Zoho Mail? We’re here to help! Join our interactive webinar to explore powerful Zoho Mail features that can boost your productivity. Watch live demos, learn helpful tips, and take partWeb Clipper cannot save to collections
With the recent update that added collections, i am unable to use the web clipper to save to a collectionSet File Upload fields as mandatory
Currently the CRM for some reason lacks the ability to set a file upload field as mandatory So we have an issue We have a requirement that before a Deal stage is set as Deal is Won the member needs to upload a file Now for some weird reason in Zoho Isort by name is always z to a
I typically keep my notes in alphabetical order. Suddenly they are all backwards - z to a. They stay that way whether I select a to z or z to a. Is there a way to fix this?Project Management Bulletin: June, 2025
Our project management suite's representatives have been busy socializing with global customers in the USA (Zoholics) and Australia (roadshows). We also had multiple stop overs at our customer’s establishments and were glad to see the efficiency our productsHow to get values from both tables in Join in COQL query in Zoho API
In this below query I can get value either from Deal Table or from Contact table. If I wanted data from both the table it is not working. Can you please help me with this. Thanks in advance. { "select_query": "select ,A.Deal_Name,B.First_Name,B.Last_Name,Agenda For Zoholics Benelux & Nordics 2025
Dear Zoho Benelux community, We are pleased to announce the agenda for Zoholics Benelux & Nordics 2025 on September 23-24 at NBC Congrescentrum in Nieuwegein. The topics of the presentations are: Zoho innovations in the region and worldwide The introductionReport Level Button
Currently I couldn't find a way to add a report level button I think currently we can only add buttons/actions for records, but having record based levels would be really beneficial Usecases Click to import/sync Data from On Prem Systems Click to PerformHow to query Deal "Stage" "Is Open" in Analytics SQL?
How do I query this "field" in Analytics? What is going on? It seems like there is another 'mapping' somewhere but that it is inaccessible with raw sql??? If I query "Stage" Like '%Won%' I get a wildly different number than I do when I manually filterKnowledgeable Image Quality is very poor, any recommendations how to improve this?
Hi All, We are looking at migrating our current knowledge base to Zoho so it can be kept in one location. Our current KB utilises a lot of images to try and make it easier for users and less wordy. Unfortunately, when I upload an image within an article,Next Page