Accessing Subform using Zoho CRM APIs
Hello everyone!
Welcome back to another post in our Kaizen series.
In this post, we will discuss how to manipulate the Subform data using Zoho CRM APIs.
Subforms
A Subform is a data section embedded in the primary form to collect details related to the parent record. It helps in maintaining multiple records under a single parent record.
Using subform, you can create a parent-child relationship between modules, where the parent module represents the primary data and the child module contains the related data.
Data Model Representation
The above diagram shows the data model representation when you create a subform in a module. Use Case
Consider Zylker Consulting organization using Zoho CRM to maintain their leads and their projects. Zylker uses the Project Details subform in the Leads module to collect project-specific information collected from their Leads.
The Project Details subform includes fields such as Project Title,Type, Budget, and Status, in addition to the Parent_Id lookup field.
Now, the Zylker's sales team needs to retrieve all the details of the projects from the Leads module for further project analysis, expected budgets, and status. Let's see how to manipulate these data in CRM using Zoho CRM APIs.
The APIs used in this post
API | Methods |
Subforms API | GET, POST, UPDATE |
Records API | POST, UPDATE, DELETE |
Search API | GET |
COQL API | POST |
Bulk Read API | POST, GET |
How to retrieve subform records using the Zoho CRM APIs?
To retrieve subform records from the subform module, specify the subform module's API name to access their records or fields.
Step - 1
To know the API names of the subform fields in a module, make a GET - Fields Metadata API call. Among all the Leads' fields, subform field can be identified by the json key data_type with the value subform. Corresponding subform module can be found from the json associated_module. Below is the API call & response for such a subform field.
Request URL :
{api-domain}/crm/v6/settings/fields/{subform_field_id}?module=Leads
Request Method: GET
Sample Response:
Step - 2
Using the api_name of the subform module, make a GET Fields metadata API call to get the list of fields (along with their api_name) in the subform. One of the fields of the subform module will be Parent_Id with the data_type as lookup, pointing to the parent module (here it is Leads).
Request URL
Request Method: GET
Sample Response:
Now you know how to get the API name of the subform and its corresponding fields.
Step - 3
Sample Request and Response to retrieve subform records
The below request will retrieve all the subform records in the Leads module. The linking of subform record to the Lead's module will be available in the Parent_Id field, which is highlighted. The id key inside the Parent_Id json object is the id of the Leads records.
How to add data to the subforms?
To add records to the subform, you need the API name of the subform and its corresponding field API names.
Request URL:
Request Method: POST
Sample Input
Retrieve Subform Data via Search API and COQL API
Search API
The above response shows all records that meet the specified criteria.
How to retrieve subform records from a particular parent record?
Retrieving Subforms Data via COQL API
Sample Response:
{ "data": [ { "Last_Name": "Patricia", "Company": "Info Technology", "Email" : "patricia@mail.com", "Project_Details": //API name of the subform [ { "Project_Name": "Mobile App Development for Productivity", "Project_Type": "Mobile App Development", "Expected_Budget": 50000, "Status": "Negotiation in Process" }, //API names of the subform fields { "Project_Name": "Big Data Infrastructure Implementation", "Project_Type": "Infrastructure Upgrade", "Expected_Budget": 30000, "Status": "Proposal Submitted" }, { "Project_Name": "Big Data Infrastructure Implementation", "Project_Type": "Infrastructure Upgrade", "Expected_Budget": 30000, "Status": "Proposal Submitted" } ] } ] } |
The above highlighted syntax is used for adding data to the subform records.
Sample Response:
Kaizen #33 - Subforms API explains in detail how to Fetch, Update, and Delete the subform data with sample requests, inputs, and responses.
Retrieve Subform Data via Search API and COQL API
There may be situations where you need to fetch records based upon certain conditions.
Criteria :
The sales team wants to retrieve the subform records whose budget is greater than or equal to $40000. In this case, we will use Zoho CRM's Search API and COQL API. Let's see how to achieve this.
Search API
To retrieve the records that match your search criteria, retrieve subform data using its corresponding module API name. Note that using Search API, you can fetch data quickly from a single module.
Request URL:
Request Method: GET
Sample Response :
The above response shows all records that meet the specified criteria.How to retrieve subform records from a particular parent record?
To retrieve subforms records in a particular lead record that meet the above criteria, follow the below sample request.
Sample Request URL:
Sample Response:
Retrieving Subforms Data via COQL API
We know that the subform is maintained in a separate module. So, retrieve subform data by querying the subform module's API name and it's parent module via the Parent_Id lookup field.
Request URL:
Request Method : POST
Sample Input:
{ "select_query" : "select Expected_Budget from Project_Details where ((Expected_Budget >=40000) and (Parent_Id = 5725767000002105043))" } |
Sample Response:
Using a Parent_Id (lookup field pointing to Leads module) in the COQL criteria automatically adds a left join to the child module (Project_Details). With that join, criteria can be applied to the fields of the parent module also. Below example illustrates that we want to fetch the Expected_Budget field of the Project_Details module where the Expected_Budget is greater than or equal to 40000 for the corresponding Leads with Annual Revenue greater than 1000000.
{ "select_query" : "select Expected_Budget from Project_Details where ((Expected_Budget >=40000) and (Parent_Id.Annual_Revenue > 100000 ))" } |
From the SQL perspective, above COQL can be interpreted as
select pd.Expected_Budget from Project_Details as pd left join Leads as l on pd.Parent_Id=l.id where pd.Expected_Budget>=40000 and l.Annual_Revenue > 1000000 |
Bulk Read API
Bulk Read API allows you to fetch a large set of data i.e., you can fetch a maximum of 200,000 records in a single API call.
To export subform records in the Leads module in CSV file format, use the subform's API name.
Request URL:
Request Method: POST
Sample input to export subform records:
{ "callback": { "method": "post" }, "query": { "module": { "api_name": "Project_Details" //API name of the Subform module }, "file_type": "csv" } } |
Export subform records that meet the specified criteria
To export subform records based on the given criteria above (similar to the criteria for Search and COQL APIs).
Sample Input:
{ . . . "query": { "module": { "api_name": "Project_Details" }, "fields": [ "Project_Name", "Project_Type", "Expected_Budget", "Status" ], "criteria": { "field": { "api_name": "Expected_Budget" }, "comparator": "greater_equal", "value": "40000" //Retrieving subform records with an expected budget greater than or equal to $40,000 } } } |
Export subform records that meet the specified criteria for the particular parent record
To export the subform records of a particular parent record in the Leads module. Check the below sample request.
Sample Input:
{ . . . "query": { "module": { "api_name": "Project_Details" }, "fields": [ "Project_Name", "Project_Type", "Expected_Budget", "Status" ], "criteria": { "group": [ { "field": { "api_name": "Expected_Budget" }, "comparator": "greater_than", "value": "39999" }, { "field": { "api_name": "Parent_Id" }, "comparator": "equal", "value": "5725767000002105043" } ], "group_operator": "AND" } } } |
As the API is an asynchronous API, the response will not be available instantly; the bulk read job is scheduled, and the status can be checked. Once the job is completed, it'll be notified in the callback URL. The records are available in a downloadable CSV file or ICS file (for events). You can export subform records in a module using the subform module API name. See Kaizen #12 Bulk Read API to know how to view the status of the scheduled job and download the file, along with more sample requests and responses.
Frequently Asked Questions
Q. Is the API name of the subform case-sensitive? Also, how can I view the API name of a subform field in the web UI?
Yes, the API name of a subform is case-sensitive. To know the API name of a subform module (e.g. Project Details) Please go to Setup -> Developer Hub -> APIs -> CRM API -> API names -> Click on the parent module where the subform was created (e.g. Leads) and scroll down there you can view the subform field's API name.
Q. I changed the order of subform records and made a GET - Records API call. The system listed the records in the same order as displayed in the UI, rather than the order of their creation. Is this the system design?
When you make a GET - Records API call for a module, it lists the subform records ordered in the UI. Note that you can re-order the subform records. So, when you retrieve those records via the API, they will be listed in the same order as they are arranged in the UI.
Q. Can we change a subform field's API name via API?
You can change the API name of the subform field only through the UI. Go to Setup -> Developer Hub -> APIs -> CRM API -> API names -> Click on the parent module where the subform was created (e.g. Leads) and go to the Field Label section. There you can view the subform field name and edit the API by clicking on the Edit option.
We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com
Stay tuned for more insights in our upcoming Kaizen posts!
------------------------------------------------------------------------------------------------------------------------------
Previous Kaizen Post : Kaizen #123 Data Synchronization from a third party application
-------------------------------------------------------------------------------------------------------------------------------
Cheers!
Additional Reading:
Kaizen Posts:
- Kaizen #10 - Search Records API and Query API
- Kaizen #31 - Subforms API
- Kaizen #80 - COQL API - Part I
- Kaizen #81 - COQL API - Part II
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
Subramanian K
Vigneshwaran K
Raghuram T
Andres
dkvagency
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
Customer Happiness not clickable when using API
Is there a way to automatically add the Customer Feedback links when generating email drafts via the API? Currently, the feedback links are only added when generating an email draft using the UI. I tried using the endpoint described in https://desk.zoho.com/DeskAPIDocument#CustomerFeedback#CustomerFeedback_GetthecustomerfeedbackplaceholderlinkSend To Zoho Sign not Showing
The button send to Zoho sign is not showing on my Zoho CRM . Is there additional steps I need to take after installing Zoho Sign to CRM ?How to Get An Image's URL once it's uploaded to library?
I manage to find URLs to the images I uploaded to my library, but after a day, it seems the links stop working like its only temporary. Where can I find the ACTUAL solid URL for my images that I upload to my Library so I can use them for my custom template / HTML coded template? Thanks, Mac【Zoho CRM】インポート機能のアップデート：既存データへのタグ追加が可能に！
ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 今回は「Zoho CRM アップデート情報」の中のインポート機能のアップデートをご紹介します。 Zoho CRMのタグは、データを効率的に分類、認識するためのラベルです。 タグ付けは次の3つの方法で行えます： 個別タグ付け：少数のデータを手動でタグ付け 自動化：特定のタイミングで繰り返しタグ付け 一括更新：インポート機能でタグを追加または更新 今回のアップデートでは、インポート時に既存のタグを残したまま、新しいタグの追加、既存タグを置き換えできるようになりました。Link to Desk tickets
Hello, We are using Analytics to analyze data in Desk. Is there a way to embed a link to a ticket in reports? We'd love to be able to see the drill down data, and click a value in a result row that would launch the Desk Ticket in another window/tab. Thanks in advance for any ideas!Bluerprints: How to connect the created record back?
I've a blueprint which creates another record as part of an 'After' transition. But the two records don't seem to be linked together. If it's not automatic - how do I get the created record ID to link it to the original record? Thanks!Populate a Related List Item based on a Stage
I would like to know if I can populate a CLOSED DEAL section in a contact that populates only when a Deal (something in the Deal Module) is listed as Closed - Won. I'd like another section that is just called deals, which shows me all other deals thatBeing able to draw inside a module ?
I was wondering if anyone know of a solution for this request. We would like to be able to draw directly from one module in the CRM and have it attached to that record. Here is an example. Paul would go to the customer once he as done the measuring, he2 serial numbers for 1 item (Mac address and Serial number)
There is a way to track 2 serial number type for 1 Item. Ex: Some electronic devices have a MAC address and a serial number. I need to track those 2 numbersHolidays
Hi; For defining Holidays, you need to add logic to handle the year as well as the month & day. We need to be able to enter Holidays for the next year. I need to add a holiday for January 2, 2017, but I can't until January 1st, which is a Sunday and weDelete a department or category
How do I delete a Department? Also, how do I delete a Category? This is pretty basic stuff here and it's impossible to find.Remove or hide default views
I'm looking to only have the views pertinent to my organization. Is there a way to show only my custom views (or separate them to a different area or something)? If not, this should be a feature as switching from Zendesk we had this option...Analytics Module: Can you move items from one dashboard to another?
Is there a way to move items from one dashboard to another? I want to rearrange my dashboard now that I know what i'm doing but i don't want to remake my various widgets? Edit: Hey Zoho, This would be a good feature: to be able to move/copy widgets toCopy Widget to another Dashboard
I can see the option to clone a widget to the same dashboard but is it possible to copy it to another dashboard?Is there a way to print the dashboard?
I would like the capability of printing the dashboard - is that possible?Custom Deal Name in Lead Conversion Mapping
I know there are ways to change the name of a Deal after conversion using a custom function, so no need to repost that information. I would like to see the CRM Improved with Deal Name Customisation and I think the Lead Conversion Mapping page would beBuild custom AI solutions with Catalyst’s QuickML capabilities in CRM
Hello everyone, We’re thrilled to announce an improvement for our Zoho CRM Enterprise users: the ability to create custom AI solutions using Catalyst’s QuickML directly from Zoho CRM. As you may already know, Zia, Zoho CRM’s AI-powered assistant, offersIntroducing Record Summary: smarter insights at your fingertips
Hello everyone, Building on the recent launch of Zoho's in-house Zia Large Language Model (Zia LLM)—a major milestone in Zoho CRM’s AI capabilities—we’re excited to introduce the Record Summary feature. This powerful addition makes use of Zia LLM to simplifySuppress "spreadsheet will not be saved" message on published sheet
I have published a sheet and have one column on that sheet that the user can edit (a dropdown picklist where the user can select the status for each line). Is there a way to suppress the Zoho Sheet message "Any changes made to this published spreadsheetMissing "Email Authentication" tab
Backstage is alerting users about "Unauthenticated Domains" with a large prompt in the backend. It adds a link to learn more. On this tutorial page, it shows where to find the "Email Authentication" tab in this screenshot. However, in our Backstage, thatShow item Cost value on Item screen
The Item screen shows Accounting Stock and Physical Stock. It would be very helpful if value information could be displayed here as well, for instance Cost Price. Currently, to find the Cost Price (as used for inventory valuations) from inside the itemZoho Analytics to Zoho Sheets - automatic update?
Hi all, If I create a zoho sheet from an Analytics Report or Analytics Data, is there a way for the zoho sheet to automatically update as the Report / Data in analytics updates?Integration with Moodle
Greetings, I hope find all doing well and safe. I've recently returned to using Zoho Flow after a break and was hoping to connect my WooCommerce store with Moodle, the world's most widely used learning management system. My goal was to automatically enrollHow to Record Loan with interest
I have received loans from friend he give me like 2 loans so far one is one year repayment and one short, how to properly record his payment, and repayment and give him statement for each loan he give meTask status - completed - other options
I have a dumb question I know i can make custom statuses for the tasks - but is there anyway to make additional "completed" statuses like for instance if i have a task "call back customer" and i leave a vm for them to call back marking it "completed -Task module and related-to field
In modules other than the Task Module I can add several lookup fields to provide a variety of relationships. In the Task module lookup fields are not available. There is only one "related to" field which I want to use for Company. But I want to relateAdd Lookup Field in Tasks Module
Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (https://help.zoho.com/portal/en/community/topic/custom-fields-on-task-module).migrating from Zoho Invoices (CRM) to Zoho Books
Good day, I was wondering if there was a easy way to migrate all the quotes and invoices from Zoho Invoices CRM to Zoho Books. We plan to move to using Zoho Books in a few weeks and would like to have all the quotes and invoices from the past 3 yearsZoho MA and Custom Module
I am trying to create a sync between Markting Automation and Zoho CRM. I am mapping a custom module from the CRM. The custom module has email field mobile phone field However I cannot finish the integration since the system keeps asking me for email orWhen is partial reimbursement going to be launched?
Hi there. I saw somewhere that the partial reimbursement feature is in the work. What is the update and ETA of that? Our clients and prospects have been asking us and we agree that that is an important feature to have.Year-End Wrap: Declutter Your Inbox Using Email Filters
Ping!—an email drops in. And another. And another! It's finally that time of the year when your inbox will be bursting with messages from team members, clients, and marketing agents, leaving you feeling overwhelmed and distracted. Sounds familiar? NowUnified Notes View For Seamless Collaboration
To facilitate better coordination among different departments and team members, the notes added to a record can now be accessed in all its associated records. With this, team members, from customer service representatives to field technicians, can easilyQ4 Europe In-person Zoho User Group Meetup: Streamlining Your Business Processes & Introduction to Zoho CRM for Everyone
Hello Zoho Community, We are excited to announce our upcoming Zoho User Group meetup in Europe! This session is designed to help you streamline your business processes using Zoho CRM, with a special focus on enhancing customer interactions and leveragingFormula fields - Request for dynamic recalculation / proper implementation
Hi Guys, I have a big problem with Zoho formula fields. They don't recalculate each time the record is viewed - only when a record is edited. Formula fields should be updated dynamically each time a record is retrieved. As an example: I have a formulaItems attribute questions
Many of my items have attributes, such as size and color. How can I add new fields to the "New Items" screen to capture that in my Purchase Orders, Items, and Sales Order pages? I only see these attribute fields when adding an Item Group. Also, on theOrganize and Track Phases with Phase Custom Views
Phase Custom Views let you filter and display phases based on specific criteria. This helps you focus on what’s most relevant for you and your team. Filter phases using criteria such as budget, status, and more. Share views with specific users or teamsRecord Asset Received as Payment
How exactly would you account for this in books? For example, I receive a mini computer for a review and I get to keep it after the video is published. Would debit my normal asset account (e.g. Computers) and credit an income account (e.g. Other Income).Invoice Line Item Report
Is it possible to run an 'Invoice Line Item Report'? The 'Invoice Details Report' shows one row per invoice. I would like one row per Invoice Line Item.Transform Your Customer Support with AI-Powered Chatbots in Zoho SalesIQ
Ever wondered how some companies seem to have superhuman customer support? Let's uncover their secret! In the digital age, customer expectations are skyrocketing. Did you know that according to McKinsey, 75% of consumers expect a response within fiveProgressive Invoicing
Progressing invoicing is needed for many industries. It would be great to see it implemented into Zoho Books as well. Set up and send progress invoices in QuickBooks Desktop (intuit.com)Next Page