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
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
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! CommandsKaizen #165 : How to call Zoho CRM APIs using Client Script
Welcome back to another exciting Client Script post! In this post, we will discuss one of the most frequently asked questions: How do you call Zoho CRM APIs from Client Scripts? In this kaizen post, 1. Ways to make calls to Zoho CRM APIs using ClientKaizen#162 : Add Tags and Open Pre-filled Email Drafts via Client Scripts
Hello everyone! Welcome to another informative Kaizen post. In this post, let us see how to accomplish the following using Client Script. 1. How to auto-tag a record based on field update? 2. How to Open a pre-filled email draft This post will provideExtension Pointers - JS SDK series #4: Managing data from a widget using ZOHO.CRM.HTTP
Handling and managing the data between two applications is a major factor for an efficient business. There are a variety of ways to handle data between Zoho CRM and other third-party applications. You can use deluge CRM tasks, create connectors, use APIKaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho DataPrep Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho Campaigns 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
Unused items should not count into the available number of custom fields
Hey, I realized that unused Items reduce the number of available custom fields. I can't see a case where that makes sense. Especially in our case where we have two different layouts in Deals with a lot of different fields, this causes problems.Introducing Bot Filtering for Accurate Email Campaign Analytics
Dear Marketers, We're excited to announce a new feature designed to enhance the accuracy of your email campaign analytics: bot filtering. This feature helps you filter out bot-generated opens and clicks, ensuring your campaign reports reflect genuineTip 37: Time Log Restriction in Zoho Projects
Timesheet in Zoho Projects helps you big time in entering log hours for the tasks and issues and approving them. Now, with the new Time Log Restriction option, you can set daily and weekly log hour limits. You can restrict users from entering extra log hours than the permissible limit. The limits are restricted to 24 hours per day and 168 hours per week by default based on business hours. To customize, navigate to Task & Timesheet settings under Portal Configuration in Zoho Projects setup and enableChart showing schedule
I want to be able to create a chart for everyday to check and which of which driver is available on the timeframe. Here's my table Name City Day Start Time End Time Driver1 Medicine Hat Monday 11:45 AM 4:45 PM Driver 2 Medicine Hat Tuesday 11:00 AM 7:00Multiple Vendor SKUs
One of the big concerns we have with ZOHO Inventory is lack of Vendor Skus like many other inventory software packages offer. Being able to have multiple vendor skus for the same product would be HUGE! It would populate the appropriate vendor Sku forIn Zoho Projects, is there a way to create a folders template under documents that can be used once a project is created?
We have a specific folder structure that we would like to use that is standard across every project. Instead of having to create this structure every time a project is created, is there a way to create a template for the folders that can be added?Zoho Payroll in France
When will Zoho Payroll be available in France ?Blueprint - 'On hold' state with an automatic transition?
I think I'm missing something here so I'm hoping if I explain what I'm trying to achieve someone might be able to give me a way around it. We sometimes get request far in advance but we don't want to action them unless it is 7 days from when they areHOW TO VIEW INDIVIDUAL COST OF NEWLY PURCHASED GOODS AFTER ALLOCATING LANDED COSTS
Hello, I have been able to allocate landed costs to the purchase cost of the new products. however, what i need to see now is the actual cost price (original cost plus landed cost), of only my newly purchased products to enable me set a selling priceClient Script: $Client.refresh({ triggerOnLoad: true }); not triggering onLoad Client Scripts
Hey friends! I'm trying to store a temporary var, refresh the page for the user, then check that temporary var and do some actions. Theoretically using the title's code: $Client.refresh({ triggerOnLoad: true }); should refresh the page and trigger onCalculate months and years between 2 dates on subform
I am looking for a function syntax for an employment candidate to calculate the number of years and months (decimal format. eg 1.2 years) they are employed. I have their start date entered, but if the end date is blank, that tells me they are still employedCombine related grouping values into categories in CRM analytical components
Hello everyone, Analyzing large datasets can be challenging when dealing with numerous individual data points. It's often difficult to extract meaningful insights when information is scattered and ungrouped. To address this, we're adding options to createHow Kiosk Studio can simplify sales for bank employees | Kiosk Studio Session #4
Hello everyone, Banks can boost revenue by cross-selling to their current customers. For example, they can sell credit cards, personal loans, and more to existing account holders. To do this, bank employees move all around the CRM, open and close records,Tip #19 - Create checkbox tracker in your spreadsheet
Hello Sheet users! We are here with yet another tip to help you get the most out of Zoho Sheet. Spreadsheets can be used to handle a variety of tasks, but ever tried using checkboxes to track the progress of your action items dynamically? Here's a sampleIntegrate Oracle with ZOHO CRM
Please let me know if its possible to Integrate Oracle with ZOHO CRM. If yes then help me in doing it.UUIDs
Has anyone coded a Universal Unique Identifier (UUID) generator in Deluge?Introducing signer groups: Streamline signature collection and make it even faster
Hello everyone, We're excited to introduce signer groups, a feature designed to make your signing process quicker, more efficient, and collaborative. With signer groups, you can send an envelope to a group of people, and any member of the group can openCalendar - Recurring Event - End of Month and Last Weekday of Month
How do I set a calendar event to recur on the last day of every month? How do I set a calendar event to recur on the last weekday of the month?Duplicate Zoho Invoices and Sales Receipts
We have been running into an issue where upon saving an invoice or a sales receipt, we get a duplicate: same information saved twice but with a different invoice id/number and sales receipt id/number. I have logged a ticket but so far no response. ItIntroducing revamped Zoho Creator Developer Console—a powerful platform for developing and distributing apps
Hello everyone! We're thrilled to announce the launch of the revamped Zoho Creator Developer Console—a dedicated platform designed specifically for Creator developers and Partners to build, test, and distribute apps to your clients. Developer ConsolePhone App of CRM doesn't find contacts
I open the crm to and do a contact search but nothing comes up. If I do a full zia search it will find an old note that is attached to a contact and I can open the contact. BUT I still can't enter notes of calls, set appointments, etc. It requests I go[Product Update] Deprecation of 'Inbound Transport Details' module in Zoho Analytics - Amazon Seller Central integration
Dear Customers, Please be informed that the Amazon Seller Central will be deprecating the 'Inbound Transport Details' module APIs effective December 20, 2024. As a result, this module will no longer be supported in the Amazon Seller Central - Zoho AnalyticsIs there any support for Drivers license and other forms of ID scanning capabilities?
When scanning a drivers license barcode for data input to a Form, the scanning tool receives all the raw data but there doesnt seem to be a function to limit or remove the unnecessary fragmrnts, like a prefix. Is there any support or info in the helpExciting Update: Multi WhatsApp Business Account (WABA) Support Now Available in SalesIQ!
We’re pleased to share an important update that will enhance the way you manage your WhatsApp Business accounts (WABAs) within SalesIQ. With the launch of Multi WABA support, you can now connect and manage multiple brands more effectively, each underGravity Forms plugin not passing some fields
I use the gravity form zoho plugin to push data from my lead form into my lead page in Zoho CRM. Everything was working file for about 6 months. Suddenly on Oct 1st, some of the fields are no longer getting passed to Zoho. The fields with the problemCan't delete bank transactions (i changed from 14 days trail to free just now)
Hi, I manually added one bank transaction When i try to delete it, it say below: What should I do?Feature Request: Search in the PC client. Some thoughts about the search.
Hi all. I'm really excited to start using Zoho Notebook, but I'm missing some of the search capabilities on my desktop. There are also some thoughts on improving search in general. Search is very important to me, without it it is difficult for me to useLeave Policy for Brazil
Hi, Brazil asked us to configure Zoho People to apply the following policy: · To block starting vacations 2 business days before holidays or weekends; Employees cannot start their vacations 2 days before holidays or weekends. Example: If December 25thAdding date field to each individual Items when creating Invoices?
When adding items into an invoice I need to be able to have a date for each item. Example below: Date Item Description Qty Rate Discount(%) Tax Amount 31/07/13 Brown Sugar Performance 1.00 3,000.00 0.00 10% $3300 Is this possible or will it be in theAuto-Create OneDrive Folder Structure Upon Lead Creation
Hello, New to Zoho and looking for help on a critical process automation I'm looking to implement. My company currently utilizes OneDrive for file management and the folder structure is Proposals -> Client Name -> Address (where I need to initially createProfile Page View Customization
I need to change the fields, sections from the profile view of an emplyoyee.What do the Image Sizes mean in Zoho CRM Email Templates?
Below you can see the image options in email templates: Banner, Fit, Small, Medium, Original, Custom. Can someone from Zoho please share with me: What each is/means? How each will look on desktop AND mobile? How to edit "custom"? If I choose "Custom"Translate any published presentation to the language of your choice
As part of our constant effort to enrich your presentation experience, Zoho Show has rolled out a new feature for translating published presentations. Consider the following scenario: Zylker IT services, a multinational corporation, has announced productBlueprint: multi-select lookup field not available in the criteria option
I read this old forum post which stated that multi-select lookup fields are now selectable as an option in a Blueprint transition configuration: https://help.zoho.com/portal/en/community/topic/blueprint-multi-select-lookup-field-not-available-within-blueprint-transitionApply Credit Note Automatically
We need the ability to apply open Credit Notes toward invoices generated by recurring invoice as the first, priority payment. This should be an option that we can enable/disable in the recurring profile and/or the Credit Note. Other invoicing systems can do this. I'm not sure why Zoho Invoice doesn't have it. Here's an example for a Recurring Invoice... If a customer has open Credit Notes, and a saved credit card set for auto-pay, once an invoice goes out, the credit balance gets automatically appliedWorkflow for "Expenses" module?
Hi there, over the last 2 years, Zoho Expense has seen tremendous growth and we are happy with it. But, sometimes it is frustrating to see things are being implemented halfheartedly, or so it seems. For example, There is the possibility to create workflowsRecord Template - Conditionally printing sections
Is there a way to conditionally print a section of a Record Template? More specifically I am printing records from a Form "Invoice". That Form has 3 SubForms. I'd like to print the content of those SubForms using a Record Template but only if they have at least one line item. If they have no line items, I'd like to hide the headers for that section on the printout.User can choose the PDF report
Hi. I would like to find out if a user (Creator or customer portal) to choose from the different PDF customised reports that have been built?Query table pull last 12 months
I am tying to pull the following criteria and the date is always what causes me the issue. I want to pull people (pco_id) who have entries of "event_id" being these 2 events and whos "kind" is Regular or Guest and where the event_starts_at (date column)PLEASE FIX Search options and consider a Global seach option
A recent update has removed the ability to search for addresses and phone numbers under contacts. We cannot find where this moved to (If it is still available). Please put these options back as we cannot locate specific projects anymore. Also please consider allowing for a Global search. This would really improve the search engine. For example: If I search for "Sally Jones" then all invoices , estimates, vendors etc.. would populate.. Please let me know if you need any more information. Thank You....Next Page