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
Managing Rental Sales in Zoho Inventory
I am aware that Zoho Inventory is not yet set up to handle rental sales and invoicing. Is anyone using it for rentals anyway? I'd like to hear about how others have found work arounds to manage inventory of rental equipment, rental payments, etc. ThMegamenu
Finally! Megamenu's are now available in Zoho-Sites, after waiting for it and requesting it for years! BUT ... why am I asked to upgrade in order to use a megamenu? First: Zoho promised to always provide premium versions and options for all included Zoho-applicationsCannot access KB within Help Center
Im working with my boss to customize our knowledge base, but for some reason I can see the KB tab, and see the KB categories, but I cannot access the articles within the KB. We have been troubleshooting for weeks, and we have all permissions set up, customersZoho Flow to Creator 3001 Respoonse
I have updated my Flows with the new V2 connection to Zoho Creator, but now some Flows do not work. They take in data from a Webhook and are supposed to create a record in Creator, however creator returns a 3001 message along with a failure, but I cannotFile Upload to Work Drive While Adding Records in Zoho Creator Application
Hi I am trying to set a file attachment field in zoho creator form, to enable the user to upload a scanned document from their local pc. The file should be uploaded to zoho workdrive and not to the default zoho creator storage. The file link should beWhy not possible to generate?
Using this https://desk.zoho.com/DeskAPIDocument#TicketCount#TicketCount_Getticketcountbyfield on my ZML script url :"https://desk.zoho.com/api/v1/ticketsCountByFieldValues?departmentId=XXXXXXXXXXX&accountId!=XXXXXXXXX&customField1=cf_country_1:XXXXXX&field=overDue"email
Hi My crm email is not working, can you check, I have zoho one account.Need option to see Mass Emails & Cadences in Gmail Outbox OR a dedicated Zoho Outbox
Hi everyone, Right now, when we send 1:1 emails from gmail (with gmail API connected to Zoho CRM), those emails appear both in gmail's sent folder and in Zoho CRM. That works well. But when we send Mass Emails or Cadence emails form Zoho CRM, they areI can't found API for Sales Receipts
Hello May you please help me to find an API document for Sales Receipts to get data and retrive a custom fields like Invoice and credit notes RegardsKaizen #205 - Answering Your Questions | Managing Picklists and Enabling History Tracking via Zoho CRM APIs
Hello everyone! Welcome back to another post in our Kaizen series. In this post, we will look at how you can manage picklist fields in Zoho CRM using APIs. This topic was raised as feedback to Kaizen #200, so we are taking it up here with more details.Multiple 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 forInternally created tickets
Hi there When tickets are created internally on-behalf of customers - there is nothing to show that the ticket was created by an internal agent. This means, that it's easy for our agents to confuse tickets which were created by internal team members andAutomatically change website passwords
Hi everyone, We just switched to a Professional package to also use the "Automatically change website passwords" function. But I cannot find anything about it, how to use it, anywhere. Does anyone know how I can use this function? Best, CasparChange Invoice Prices for an Effective Date
Hi, It would be a really good feature to be able to change the prices on invoices/recurring invoices from an effective date in the event of price increases. For instance, I am in the process of increasing prices that will be effective from a specific"Other Current Asset" accounts as "Paid Through" accounts in Expense
It would be incredibly useful to be able to assign accounts of type Other Current Asset as Paid Through accounts in Expense. Currently, Other Current Liability are permitted as Paid Through Accounts. This makes sense, as Credit Cards are current liabilities.Multi column open text questions that allows respondents to add rows for additional information
I need to create a question that has 2 columns with open text, but I also need to allow respondents to click a "+" button, or something similar, so that they can add additional information if they choose to. I've tried using the Multiple Textboxes typeBot Filtering & Apple Mail Privacy Protection Compliance in Zoho Campaigns
Dear Campaigns Users, The wait is over! We’re excited to announce that the enhanced bot filtering feature is now live in Zoho Campaigns. This update brings greater accuracy to your email campaign reports by distinguishing real user engagement from automatedDécouvrons les détails qui simplifient vos journées de travail avec Trident
Nous nous installons dans des routines efficaces et rodées avec le temps. Chaque matin, nous ouvrons nos e-mails, passons aux messages, consultons notre agenda, puis attaquons nos tâches. Ce processus nous semble maîtrisé, mais est-il réellement optimiséIssue with Purchase Rate Showing as “0” After Importing Items List
Dear Zoho Books Support Team, Good day. I’m reaching out regarding an issue I’m facing while importing my items list into Zoho Books. Despite mapping all fields correctly and including the purchase price for each product in my Excel file, the PurchaseAPI for Task Entity in Zoho Books
I’m working on automating task creation in Zoho Books via a custom button in the Bills Module. The goal is to create a task in the Tasks Module and assign it to the Finance Team, so they can track progress efficiently. While reviewing Zoho Books documentation,create invoice in zoho books from the zoho forms
Is there a native way to have create invoice in zoho books, when zoho form is completed?Email undelivered
GOod Day I am always receiving an uncategorized-bounce to my email. I am not sure why this is happening.Add inventory_valuation_method to items endpooints
To ensure consistent item creation it would be helpful to have the inventory_valuation_method (FIFO vs WAC) be able to be set at item creation or as an update (consistent with current behavior where it is not allowed for items with existing transactions)Use Zoho to send sales receipts for Gocardless transactions
I've been using gocardless for years and have d/d mandates set up on there. Each week we get bulk payments from customer d/d's. However, we need to send sales receipts to these customers. So I know I can sync mandates into Zoho, and then I can set upZoho - Gocardless sales receipts
I've been using gocardless for years and have d/d mandates set up on there. Each week we get bulk payments from customer d/d's. However, we need to send sales receipts to these customers. So I know I can sync mandates into Zoho, and then I can set upIntroducing Rollup summary in Zoho CRM
------------------------------------------Moderated on 5th July'23---------------------------------------------- Rollup summary is now available for all organizations in all the DCs. Hello All, We hope you're well! We're here with an exciting update thatIntroducing Connected Workflows in Zoho CRM for Everyone : Free Your Teams to Focus on What Matters
Hello Everyone, We’re thrilled to introduce the next big evolution in Zoho CRM for Everyone -- Connected Workflows. This new feature builds on our commitment to deliver a CRM that’s truly inclusive, adaptable, and designed for consistent collaborationIntroducing Connected Records to bring business context to every aspect of your work in Zoho CRM for Everyone
Hello Everyone, We are excited to unveil phase one of a powerful enhancement to CRM for Everyone - Connected Records, available only in CRM's Nextgen UI. With CRM for Everyone, businesses can onboard all customer-facing teams onto the CRM platform toCooling-off Period Just Got Better: More Coverage, More Control
We’ve enhanced the Cooling-off Period feature in Zoho Recruit to give you more control over repeat applications and referrals. This helps you maintain a cleaner, more efficient recruitment pipeline. With this enhancement, you can: Prevent duplicate candidateRevenue Management: #7 Revenue Recongition in Construction & Real Estate Industry
If you are in the construction or real estate business, you are used to long project timelines and progressive invoicing to keep up with your billing. But when does revenue get recognized? Will it happen when the contract gets signed? At different milestonesTikTok (and other social platform) Messages and comments of the past
When I link a social channel, Zoho will show in "Inbox", "Messages" and "Contact" sections the interaction done in the past? (comment, messages...)Email Integration - Zoho CRM - OAuth and IMAP
Hello, We are attempting to integrate our Microsoft 365 email with Zoho CRM. We are using the documentation at Email Configuration for IMAP and POP3 (zoho.com) We use Microsoft 365 and per their recommendations (and requirements) for secure email we haveHow do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.
How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.Restrict Employee mail deletion
Dear Zoho, Is there a way where i can restrict my employees to delete any mails from their account554 5.1.8 Email Outgoing Blocked.
Hi guys, I just singed up for mateusz.nowicki@zoho.com mail and I can't send any mails.. Why? Everytime I try to send something I got error like the one in the screenshot. Please, help me.Zoho IP blocked by SpamHaus
ERROR CODE :550 - 5.7.0 Your server IP address is in the SpamHaus SBL-XBL database, byeFile Upload in Creator's Subfrom
Hello Sir/Madam, Here is a Problem......... Scenario: In CRM One Custom Module (Payments) have one File Upload Field now we have to Upload that File into Creator's Custom Form (Documents) have one Subform (Documents) in Document Upload Field using DelugeError AS101 when adding new email alias
Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.Trigger workflow base on email clic
Searching the help and forum, I see that there were workflow trigger rules based on email. But now, I can't find this type of trigger when I create a custom workflow. What I'm looking for would be to automate the sending of an email for a new prospect,Bigin Form Acknowledgement
How to troubleshoot and find out why form acknowledgement is not sending emails after form submission?Next Page