Mass Delete Records Across Modules
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 |
| Contacts | Activities, 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 [ url :"https://www.zohoapis.com/crm/v6/Participants?ids=" + id_list 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 |
Custom Buttons: Creating and using custom buttons |
ZOHO CRM Functions: An Overview and setting up functions |
Deluge Script: Introduction to Deluge |
Connections: Working with connections |
Kaizen #80: Types of queries and when to use them |
Kaizen #81: Supported field types in COQL with examples |
Records API: Delete Records |
Mass Action: Mass Delete Records API |
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
Kiruthiga G
Sticky Posts
Kaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Kaizen #198: Using Client Script for Custom Validation in Blueprint
Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Celebrating 200 posts of Kaizen! Share your ideas for the milestone post
Hello Developers, We launched the Kaizen series in 2019 to share helpful content to support your Zoho CRM development journey. Staying true to its spirit—Kaizen Series: Continuous Improvement for Developer Experience—we've shared everything from FAQsKaizen #193: Creating different fields in Zoho CRM through API
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! Commands
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
Delay function execute
I've got a workflow which uses a webhook to send information to Flow, which in return updates a record in Creator. Problem is, by the time this has executed, the rest of my script has run and can't find the (yet to be) updated info in the record. Is thereRefunds do not export from Shopify, Amazon and Esty to Zoho. And then do not go from Zoho inventory to Quickbooks.
I have a huge hole in my accounts from refunds and the lack of synchronisation between shopify , Amazon and Etsy to Zoho ( i.e when I process a refund on shopify/ Amazon or Etsy it does not come through to Zoho) and then if I process a manual credit note/How to allow download of a file AFTER information is collected?
I can't find this anywhere. Can someone help with what seems to be a pretty basic web function today? - File is stored in Workdrive - Prospect goes to a URL where the file is located - System requests prospect to enter "Name" and "Email" - An email isEmail Reminders on Shared Calendars
How do we turn off the setting that emails reminders to everyone who has accepted or declined a calendar invite? If 8 of us have been invited to the same meeting, we receive 8 notifications for every step of the process, from invitation to decision.Add Baseline methods to API
There are no API methods for creating or querying baselines, Use case: Customer is notified of the current project start date according to plan via another product/integration. We would like to auto create a baseline (Automated via API) at the pointBulk Fill In & Edit PO/Bill/SO/Invoice
Hello, I am adding stock in bulk on a PO, the system is automatically populating the Rate (price) and Tax from the item data. Problem is that the bill rate is different from the rate on the item data, so I have to manually erase each and enter the price.Fixed Assets beg balance
Hello, I trust you are well I'm a new zoho books user and I find it difficult to plug in the fixed assets balance and here's what I have done: 1- I imported the fixed assets data into the fixed assets module as per the instructions 2- the import processSyncing with Google calendar, Tasks and Events
Is it possible to sync Zoho CRM calendar, task and events with Google Calendar's tasks and events. With the increasing adoption by many major tool suppliers to sync seamlessly with Google's offerings (for instance I use the excellent Any.do task planningCRM Deluge how can link attach file with workdrive file.
Hi, We have create file at workdrive and would like to link to attachment at crm module by deluge. Right now can only upload it to attachment but can not link the file from workdrive. Thank youFeature announcement: AI-powered document generator in Zoho Sign
Hi there! We recently announced manual document creation by offering an editor within Zoho Sign. Today, we are excited to announce AI-powered document generation to help you draft agreements, purchase orders, and other important business documents inPermanently deleted files
Is there a way to get back permanently deleted files from your account if they were accidentally deleted and no longer recoverable from the recycling bin? I know I am probably screwed but I just figured I would ask.Shared Mailbox in iOS app
Hi, On the desktop I am using a Shared mailbox for our company's general mailbox that somebody else should be able to view. In the iOS app however I can't find it? Old sources on the internet says this isn't possible but that can't be right? SomebodyTip #41- Simplify Compliance and Efficiency with Zoho Assist’s Data Cleanup Feature- 'Insider Insights'
Managing device data efficiently is just as important as securing remote access. With Zoho Assist’s Data Cleanup feature, admins can easily remove outdated or unnecessary device records, keeping the console organized and secure. This action is carriedRevenue Management: #6 Revenue Recognition in Professional Services Industry
If you run a consulting firm, agency, or any service-based business, you have a situation where you have signed the contract, maybe even sent the invoice, and have received some initial payments. So, can you consider this as revenue? What if the projectThis domain is not allowed to add. Please contact support-as@zohocorp.com for further details
I am trying to setup the free version of Zoho Mail. When I tried to add my domain, theselfreunion.com I got the error message that is the subject of this Topic. I've read your other community forum topics, and this is NOT a free domain. So what is theZoho fsm scheduled maintenance dispatch
Hi, I'm reaching out regarding an issue I'm encountering with the Scheduled Maintenance feature in Zoho FSM. I’m trying to configure it so that it automatically dispatches all maintenance jobs scheduled within the next 150 days, starting from today. However,Template modifiactions
Hello, I am struggling with the templates in ZOHO Books. Especially with the placement of some items, like company address, ship to, bill to etc. For example: One item I like from template X (placement of ship to and bill to next to each other in thezoho.inventory.getRecords returns no records
I running a custom function (Deluge) in Zoho Flow with a connection to Zoho Inventory. To debug the problem, I created the test function below. It returns "Number of contacts fetched: 0". This confirms that there's no issue with the org ID or connectionHow do I get Status History data of my Projects?
I want to build a table in Zoho Analytics that Groups by Date, when Projects entered a certain status. I cannot find Status History or any such useful data available in the Setup of my Data Source sync. Please advise how I can achieve this?Zoho Campaigns Event timestamps do not propagate to Zoho CRM
We have integrated Zoho CRM and Zoho Campaigns. But when looking at Contact records, the Campaign event data is missing the actual timestamps: especially when a particular email was sent. They're not in the Campaigns related list, and the cannot be foundFeature announcement - Simplifying document creation with Zoho Sign
Hi there, We are pleased to announce the release of our document creation feature, enabling you to create, edit, and finalize documents like agreements, purchase orders, and contracts without relying on external tools or applications. <br> ThisIntegrating File Attachments in Zoho Flow Email Notifications
Hi, I would like to be able to send an email once an entry is made in a form, and in this email, I would like to attach a file that has been added to the form using the ImageUpload (or FileUpload) widget. So, I started by creating a flow that will triggerCRM->INVENTORY, sync products as composite items
We have a product team working in the CRM, as it’s more convenient than using Books or Inventory—especially with features like Blueprints being available. Once a product reaches a certain stage, it needs to become visible in Inventory. To achieve this,Zoho Mail SMTP IP addresses
We are using Zoho Mail and needs to whitelist IP for some redirections from your service to another e-mails. You can provide IP address list for Zohomail SMTP servers?Zoho project purchases
Hi Folks, I think having a purchase module in projects will help in putting together a project p and L. Project wise purchases and expenses. Do let me know your thoughts.Create Tasklist with Tasklist Template using API v3
In the old API, we could mention the parameter 'task_template_id' when creating a tasklist via API to apply a tasklist template: https://www.zoho.com/projects/help/rest-api/tasklists-api.html#create-tasklist In API v3 there does not seem to be a way toHow can I restore all the deleted Time entries of a Task in Zoho Projects
How can I restore all the deleted Time entries of a Task in Zoho Projects? Query: In Zoho Projects, I cloned a task and deleted the time entries from the cloned task. However, this also deleted the time entries from the original task. How can I restoreIs there a way to make an account inactive in ZoHo Desk
We have a few Clients "Accounts" that we no longer do business with. It would be beneficial for them to not show up in lists. However, we want to go back and view tickets, time, etc.How to set the value of the Phone field importing contacts in Zoho Desk
Hi everyone, i'm new in Zoho Desk, we're setting up the environment and i'm importing contacts from another CRM using a file CSV and i'm getting a problem with phone numbers (italian): the leading zero is cut away, also if the value is inside double quotes.Can we generate APK and IOS app?
Dears, I want to know the availability to develop the app on zoho and after that .. generate the APK or IOS app and after that I added them to play store or IOS store.. Is it possible to do this .. I want not to use zoho app or let my customers use it. thanksSet Custom Icon for Custom Modules in new Zoho CRM UI
Change total display format in weekly time logs
Hi! Would it be possible to display the total of the value entered in the weekly time log in the same format that the user input? This could be an option in the general settings -> display daily timesheet total in XX.XX format or XX:XX.Deprecation Notice: OpenAI Assistants API will be shut down on August 26, 2026
I recieved this email from openAI what does it means for us that are using the integration and what should we do? Earlier this year, we shared our plan to deprecate the Assistants API once the Responses API reached feature parity. With the launch of Conversations,How to center a field inside a section?
I’ve been trying to center a field inside a section in Zoho Canvas. When I align it visually, it looks centered in the editor, but after clicking Save, the field appears misaligned on the actual canvas. I also tried setting the field to full width, butQuick Create needs Client Script support
As per the title. We need client scripts to apply at a Quick Create level. We enforce logic on the form to ensure data quality, automate field values, etc. However, all this is lost when a user attempts a "Quick Create". It is disappointing because, fromKaizen #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 associatedIs there any way to recall an email sent using Zoho CRM?
If an email is sent using Zoho Mail, there is a recall option/functionality that is available to the sender. Is there any way to recall an email if it was sent using Zoho CRM? I can't seem to find that option. Any help would be appreciated.Enable 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?Next Page