Create static subforms in Zoho CRM: streamline data entry with pre-defined values
Last modified on (9 July, 2025):
- This feature was available in early access and is currently being rolled out to customers in phases.
- Currently available for users in the the AU, CA, and SA DCs.
- It will be enabled for the remaining DCs in the next couple of weeks.
Update (26th September 2025):
This feature is now enabled for all the users in the US DC.
Hello everyone,
Traditionally, Zoho CRM's subform capabilities have enabled users to dynamically add, edit, and manage additional data linked to their main records. However, until now, all subform fields were subject to data entry or updates, both on the record's page and through the API.
What's new?
We're excited to introduce the static subform option, designed to offer a more controlled and consistent approach to data entry in Zoho CRM. Administrators can now pre-define certain fields and the exact number of rows in a subform.
In certain scenarios, a subform should maintain a fixed number of rows with fixed values across all records. For example, a subform could be set up to include specific columns consistently, such as "Document Type" and "Issuing Authority." The rows for these columns could remain constant and feature values like "Driver's License," "Social Security Card," and "Passport" for "Document Type," and "State Department of Motor Vehicles," "Social Security Administration," and "U.S. Department of State" for "Issuing Authority." Unlike a standard subform, where users can dynamically add or remove rows, a static subform ensures these rows are consistent across all records.
This ensures consistency and eliminates the need for users to manually enter or maintain these rows in each record, thereby saving time.
How does static subform address this need?
Static subforms enable administrators to define specific fields and a fixed number of rows within a subform.
For example, consider the aforementioned use case of a client's details in KYC records, which might always consist of documents like a driver's license, passport, and social security card. Other fields within the subform may vary, which allows for customization as needed when creating or editing records.
Consider job applications, for example. With static subforms, HR departments can standardize the collection of essential documents such as resumes/CVs, educational certificates, and proofs of residence. This ensures that every applicant's profile is complete and consistent, making the data management process more efficient and reliable.
This approach not only streamlines the application process but also ensures companies receive thorough and consistent candidate profiles.
Key highlights
- Administrators can easily set up a static subforms by configuring rows with static values.
- Admins have the option to automatically update all existing record entries with static values while mapping the static values in the configuration pop-up.
- Additionally, you can convert a static subform field into a normal field at any point. However, it's not possible to convert a normal subform into static subform.
Notes:
- These fields are static across all the layouts in a module and synced across all associated records.
- Changes will be applied to all existing records only if the admin checks the option to update existing records in the static value mapping pop-up.
- Transforming regular subform fields into static fields is not possible.
- Once a subform is designated as static, its type cannot be changed.
- Static subform feature is currently available only in web. They're unavailable on mobile devices and for API versions below 5.1.
Thanks,
Nizamuddin
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