Kaizen #199: FAQs on Multi-Select Lookup (MxN) Field in Zoho CRM
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.
Hey everybody!!!
Welcome back to another post in the Kaizen series!
In this post, we will address some of the most frequently asked questions about the Multi-Select Lookup(MxN) field from the Zoho CRM developer community forum.
1. What is a Multi-select lookup field?
A multi-select lookup field in Zoho CRM lets you create a many-to-many relationship between two modules. This means a record in one module can be linked to multiple records in another module and vice versa.
For example, using an multi-select lookup field, you can associate multiple skills with an employee.
2. How does the Mutli-Select Lookup relationship work?
When you create a Multi-Select Lookup between two modules, for example, Employees and Skills, Zoho CRM automatically creates a hidden linking module, which is also known as an MxN module. This module stores the associations between records in the two modules, enabling you to track and manage many-to-many relationships.
For instance, if you link Employees and Skills, a linking module named EmpXSkills will be created.
This linking module is accessible only via API.
Backend Flow of multi-select lookup Relationship
In the linking module, two lookup fields (lookup fields with api names - Employees and Skills) will be created. The lookup fields, one pointing to Employees and the other pointing to Skills from the linking module, establish a connection between the linking module and its associated module.
Why you cannot use a lookup field for this use case?
In Zoho CRM, a lookup field creates a one-to-many relationship between two modules i.e. one record in the source module can be linked to only one record in the target module.
Example :
If you create a lookup field for Skills in the Employees module, each employee can be linked to only one skill. So, use a multi-select lookup field instead of a lookup field when you need to represent complex relationships like one employee - many skills and one skill - many employees.
3. How to create a multi-select Lookup field using Zoho CRM APIs?
To create a Multi-Select lookup field between two modules using Zoho CRM APIs, follow these steps:
Step 1: Identify the Module API Name
Before creating the field, you should know the API names of the Employees and Skills modules. For that, use the Get Module Metadata API.
Request URL : {{api-domain}}/crm/v8/settings/modules
Request method : GET
Now, search for the Employees module in the response and note its API name.
Step 2: Use the Create Custom Fields API
To establish a many-to-many relationship between two modules, in our case, Employees and Skills, you need to create a custom field of type multi-select lookup in the Employees module (parent module). Here, we will associate multiple skills to an employee.
This custom field requires:
- The related module you want to link to - Skills.
- A display field from the related module
- The linking module (EmpXSkills), which stores the actual associations.
Use the Create Custom Fields API to create custom fields.
Request URL : {{api_domain}}/crm/v8/settings/fields?module=Employees
Request method : POST
Sample input :
|
{
"fields": [
{
"field_label": "Skills", //Name of the field in your module
"data_type": "multiselectlookup", //Type of the field
"multiselectlookup": { //This JSON object contains the multi-select lookup relationship details
"connected_details": { //Details about the module and field you want to link
"module": {
"api_name": "Skills" //API name of the related module
},
"field": {
"field_label": "Skills" //The field in the related module to display
}
},
"linking_details": { //Details about the junction or linking module that manages the many-to-many relationship
"module": {
"plural_label": "EmpXSkills" //Plural label of the junction module
}
}
}
}
]
}
|
4. How Do You Find the Linking Module and Field API Names?
To know the API name of the linking module:
Use the Get Modules API and search for "generated_type" : "linking" in the response to identify MxN modules. In our case, EmpXSkills.
Request URL : {{api_domain}}/crm/v8/settings/modules
Request method : GET
To know the field API names in the linking module:
Use the Get Fields Metadata API to retrieve the API names of lookup fields within the linking module.
Request URL : {{api_domain}}/crm/v8/settings/fields?module=EmpXSkills
Request method : GET
5. How do I associate records via a multi-select lookup field using the Insert Records API in Zoho CRM?
To associate records using a multi-select lookup field, you must provide the record IDs from the related module. The association is made through the linking module.
Example :
Associating multiple skills with an employee using the multi-select lookup field.
Request URL : {{api-domain}}/crm/v8/Employees
Request method : POST
Sample input :
|
{
"data": [
{
"Name": "Patricia",
"Email": "patricia@mail.com",
"Position": "Marketing Specialist",
"Year_of_Experience": 5,
"Skills": [ // API name of the multi-select lookup field in the Employees module
{
"Skills": { // API name of the lookup field in the linking module pointing to the Skills module
"name": "Marketing",
"id": "5725767000002149427" //ID from the Skills module are mandatory to establish the link
}
},
{
"Skills": {
"name": "Social Media Marketing",
"id": "5725767000002149476"
}
}
]
}
]
}
|
6. How do I associate an Employee's skills using the linking module in Zoho CRM?
To establish a relationship between the Employees and Skills modules through the linking module, use the Insert Records API to create a record in the linking module, EmpXSkills.
To do this,
- Use the appropriate lookup field API names to reference the parent module.
- You must need the record IDs from both the Employees and Skills modules to create the associations.
Request URL : {{api-domain}}/crm/v8/EmpXSkills
Request method : POST
Sample input :
|
{
"data": [
{
"Name": "Patricia",
"Employees": {
"id": "5725767000002161001" // Record ID from the Employees module
},
"Skills": {
"id": "5725767000002149476" // Record ID from the Skills module
}
}
]
}
|
7. When should I use create/update operations in the Employees module vs the EmpXSkills module?
|
Employees Module |
EmpXSkills (linking) Module |
|
Use when you want to create or update an Employee and associate Skills using the Multi-select Lookup field. |
Use when you want to create or remove associations between existing Employee and Skill records without modifying the actual Employee or Skill data. |
|
Creating a new employee and assigning their skills at once. |
Managing relationships between existing records i.e., linking and unlinking skills to employees. |
8. How to update a record in the linking module?
To update a record in the linking module, use the Update Records API.
Request URL : {{api-domain}}/crm/v8/EmpXSkills/5725767000006269044
Request method : PUT
Sample input :
|
{
"data": [
{
"Skills": {
"name": "Marketing",
"id": "5725767000002170035" //Associating another skill with the employee
}
}
]
} |
In the above sample, we have replaced an existing skill associated with an employee with another Skill in the linking module.This is done by updating the Skills lookup field in the EmpXSkills record.
Please note that in the linking module, Skills is a lookup field, so you can associate only one skill per linking record. But in the Employees module, Skills is a multi-select lookup field, so an employee can be associated with multiple skills.
9. How to unlink records from the parent module as well as the linking module?
Unlink the associated records from the parent module:
Using the Update records API, you can remove an associated skill from an employee, use the "_delete": null key within the multi-select lookup field in the Employee record update.
Request URL : {{api-domain}}/crm/v8/Employees/5725767000006269044
Request method : PUT
Sample input :
|
{
"data": [
{
"Skills": [
{
"Skills": {
"name": "Marketing",
"id": "5725767000002170035" // The Skill record you want to unlink
},
"id": "5725767000007228047", //record ID - The record created in the linking module for the employee with the Marketing skill
"_delete" : null
}
]
}
]
}
|
Replace an associated record from the linking module:
Use the Update Records API to replace an existing association in the linking module.
Request URL : {{api-domain}}/crm/v8/EmpXSkills/5725767000007228035
Request method : PUT
Sample input :
|
{
"data": [
{
"Skills": {
"name": "Java",
"id": "5725767000005259075" //replacing a new skill
}
}
]
}
|
In the above sample, we have replaced the existing skill with Java.
10. Why am I seeing the error "DUPLICATE_LINKING_DATA" in the Update Records API?
This error occurs when you try to associate records with the parent record that are already linked with the Multi-select lookup field. To resolve this, check the records you are trying to link and make sure your association is only with records that are not already linked.
Know your existing linked records:
Before the Update Records API, use the Get Related Records Data API and search for the multi-select lookup field. In our case, Skills is the multi-select lookup field created in the Employees module. This will return all records already associated.
Example :
The response returns all Skills already linked with that Employee.
Using this way, compare the IDs from the API response with the new records you are about to link, and only proceed with non-duplicate IDs. This avoids duplicate entries and prevents the "DUPLICATE_LINKING_DATA" error.
11. What happens if I delete a record in the linking module?
When you delete a record in the linking module, it only removes the association between the related records in the Employees and Skills modules.
Note :
- Deleting a linking module record removes only the relationship between two records from the Employees and Skills modules.
- Deleting an Employee or Skill record deletes all corresponding entries in the linking module as well.
12. How do I query linked records?
Use the COQL API to query multi-select lookup data by specifying the corresponding linking module's API name directly in your query. The linking module is treated as a separate module in Zoho CRM, so you can retrieve associated records by querying it like any other module.
Sample query :
|
{
"select_query": "select Skills.Name as skill, Employees.Name as employee from EmpXSkills where Skills.Name like '%Marketing%'"
}
|
Use the Get Module Metadata API to know the linking module's API name.
13. How do I export multi-select lookup records using the Bulk Read API?
To export multi-select lookup data, linking module records efficiently, use the Bulk Read API with the linking module’s API name.
Request URL : https://www.zohoapis.com/crm/bulk/v8/read
Request method : POST
Sample Request :
|
{
"callback": {
"method": "post"
},
"query": {
"module": {
"api_name": "EmpXSkills" //API name of the linking module
},
"fields": [
"Employees.Name",
"Employees.Year_of_Experience",
"Skills.Name"
],
"criteria": {
"group": [
{
"field": {
"api_name": "Employees.Year_of_Experience"
},
"comparator": "greater_than",
"value": "4"
},
{
"field": {
"api_name": "Skills.Name"
},
"comparator": "contains",
"value": "Social"
}
],
"group_operator": "AND"
}
}
}
|
14. Can I import my linking module's data using the Bulk Write API?
Yes. Like the Leads and Contacts modules, you can also import linking module's data into Zoho CRM using the Bulk Write API by directly specifying the linking module’s API name.
If you are importing data that involves both a parent module, Employees and its associated MxN linking module, follow these steps:
1. Create separate CSV files:
- One for the parent module - Employees
- One for the linking module - EmpXSkills
2. Zip the files into a single ZIP file.
3. Upload the ZIP in a single Bulk Write API request.
4. Ensure accurate field mappings are provided in the API request body.
Refer to Kaizen #131 - Bulk Write for parent-child records using Scala SDK for more details on handling parent-child records.
15. Can I receive notifications if a multi-select lookup field in a module is modified or updated?
Yes, you can receive notifications when a MxN field is updated using the Notification API. To enable instant notifications for actions performed in a module, use the respective API names of the linking module in the input body.
Request URL : https://www.zohoapis.com/crm/bulk/v8/actions/watch
Request method : POST
Sample input :
|
{
"watch": [
{
"channel_id": "10000",
"events": [
"EmpXSkills.all" //EmpXSkills represents the API name of the linking module
],
"notify_url": "https://webhook.site/9f5ba227-ce5a-4709-814d-b044c003d605",
"return_affected_field_values": true
}
]
}
|
16. Can I use criteria-based filtering when accessing multi-select lookup data using the Search API?
Yes, you can filter multi-select lookup data using the criteria parameter in the Search API's URL.
Here is an example that fetches records from the EmpXSkills linking module.
Request URL : {{api-name}}/crm/v8/EmpXSkills/search?criteria=((Secondary_Email:equals:patricia@mail.com)and(Skills:equals:Content_Marketing))
Request method : GET
Sample response :
x-----------------------------x
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 #198: Using Client Script for Custom Validation in Blueprint | Kaizen Directory
Other FAQs in the Kaizen series :
- Kaizen#75 - Frequently Asked Questions on Client Script
- Kaizen #147 - Frequently Asked Questions on Zoho CRM Widgets
- Kaizen #155 - Frequently Asked Questions on Subforms
- Kaizen #170 - Frequently Asked Questions on Notification APIs
- Kaizen #195: Frequently Asked Questions on Bulk Read API and Bulk Write 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
Subramanian K
Sticky Posts
Kaizen #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 achievedKaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script
Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI
Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over theKaizen #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.
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
No connection to the server
Hello! I can't add a new email address to my mailbox because your server is rejecting me. Please help. I took and added a screenshot of this problem Marek OlbrysEmails missing from desktop but visible on phone
Subject says it all. Windows 11 laptop. Apple phone. all systems up to date.Website Hosting
Hello, I want to host my domain on Hostinger, and I want my emails to run through Zoho Mail. Please provide me with the SPF record, MX record (Type: TXT), and A record, so that I don’t face any issues with my emails. My website is on Hostinger hosting,Can not search zoho mail after update V.1.7.0
i can not search mail on to and cc box from attached picture and then search contacts box can't click or use anything. include replay mail too.How to retreive the "To be received" value of an Item displayed in Zoho inventory.
Hi everyone, We have our own Deluge code to generate a PO according to taget quantity and box quantity, pretty usefull and powerful! However, we want to reduce our quantity to order according to "To be received" variable. Seems like this might not evenKaizen #211 - Answering your Questions | Using Canvas and Widgets to Tailor CRM for Mobile
Howdy, tech wizards! We are back with the final post in addressing the queries you shared for our 200th milestone. This week, we are focusing on a couple of queries on Zoho CRM mobile configurations and custom payment gateway integration. 1. Mobile SDKRemove "Invalid entries found. Rectify and submit again" modal
Following up on a post from a few years back, but can the Zoho team consider either removing the 'Invalid entries found. Rectify and submit again' modal that displays for empty mandatory fields OR allow an admin to change it? I've built a custom errorNo Functional Autosave or Manual Save Button
Application : Zoho Notebook So I wanted to try Zoho Notebook(On Ubuntu) as an application, I installed the application and went solving my LeetCode problems visually(Drawing mode), at one point the app just stopped saving anything... Every time I triedCadence reports as front-end reports
Hello everyone, We have built a cadence which is connected to the Leads module. There are 11 steps in total, 7 are automatic emails and 4 are tasks for the Lead owners. As admins, we have access to this (very nicely made) 'View Reports' tab where we canShow elapsed time on the thank-you page?
Is it possible to display the total time a user spent filling out a Zoho Form on the thank-you? I’d like to show the difference between the `form submission timestamp` and the `start time` (currently have a hidden Date-Time field set to autofill the dateEmail 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 haveI need to do crud with snippet html
I need to implement a form with an improved user interface. I would like to use snippets to build a CRUD that allows me to create and update records. How could I achieve this using snippets?Allow Stripe Credit Card and Stripe ACH payment methods to be enabled separately on an invoice.
I need to be able to pick at the invoice level whether Stripe Credit Card and/or Stripe ACH payment methods are available. Currently, I'm not able to select from the two Stripe payment methods individually on an invoice. However, there are some largerResume Harvester: New Enhancements for Faster Sourcing
We’re excited to share a set of enhancements to Resume Harvester that make sourcing faster and more flexible. These updates help you cut down on repetitive steps, manage auto searches more efficiently, and review candidate profiles with ease. Why we builtIncorrect “correct” password on email client apple mail
I have troubleshot this account several times. I have deleted and re added account. It keeps saying incorrect password. Can you check that it is not locked on your end?Is it possible to lock editing subform rows?
Ideally editing would only be locked after the form has been updated but I still want them to be able to add new subform records at any time and they should be able to delete rows from the subform. It is a named subform if that's relevant however the"Spreadsheet Mode" for Fast Bulk Edits
One of the challenges with using Zoho Inventory is when bulk edits need to be done via the UI, and each value that needs to be changed is different. A very common use case here is price changes. Often, a price increase will need to be implemented, andWhat is the maximum file size of a video upload in Zoho chat?
Can I upload a 20 mb video file and share it with my colleagues?Update a field in ALL all calls under a contact
HI guys! I have written some deluge code to update a field in my calls after i have comepleted the call, i need this field to update in all my scheduled calls as well that are comeing up. I just cant seem to get it to work, i have put teh code below,Automatic Matching from Bank Statements / Feeds
Is it possible to have transactions from a feed or bank statement automatically match when certain criteria are met? My use case, which is pretty broadly applicable, is e-commerce transactions for merchant services accounts (clearing accounts). In theseVerifying Zoho Mail Functionality After Switching DNS from Cloudflare to Hosting Provider
I initially configured my domain's (https://roblaxmod.com/) email with Zoho Mail while using Cloudflare to manage my DNS records (MX, SPF, etc.). All services were working correctly. Recently, I have removed my site from Cloudflare and switched my domain'sFat Download of Ulaa Browser
I just observed that Ulaa Browser is offering an one-capsule big download. These days it is a custom to offer a small bootstrap downloader and based on user customization options an appropriate download completes. And this is particularly common withCancelled Transfer order problem
Hello, We've canceled a transfer order, and we can't add the related items to a new Transfer Order. The system tells us that the bin doesn't have the required quantity, but when we check the item, it indicates that there are 2 units in the bin. It alsoBilling Management: #8 Usage Billing in Logistics & Delivery Services
The logistics and delivery industry thrives on movement and precision. Every delivery completed, every kilometre driven, and every ton transported is a measurable activity. However, billing often lags behind. Many logistics companies still rely on fixed-rateTags for New Tickets
Hi there, When creating a new ticket, there is currently no way to choose a tag you would like to associate with the new ticket. Being able to associate a tag while creating a new ticket will be very beneficial as it will save time and flow well withZoho Desk: No Incoming email
Is Zoho Desk services down? No incoming email reflect to desk tickets.Zoho CRM - Widgets | Update #3 : Introducing SDK V1.5 along with new ZDK Methods and ZRC Support
Hello everyone! Widgets in Zoho CRM just got a big upgrade! With the release of SDK v1.5, developers can now create more immersive widget experiences. This update elevates Widget development with new ZDK methods for easier interactivity and ZRC supportUnusual activity detected, account blocked
I am unable to send emails and am getting the error "Outgoing blocked: Unusual activity detected. To unblock your account, please and submit a request. Learn more.". I am unsure as to why this is happening since all my activity is legitimate, mainly confirmationUnable to Send Emails – Outgoing Mail Blocked (Error 554 5.1.8)
Description: Hello Zoho Support Team, I am facing an issue with my Zoho Mail account ( admin@osamarahmani.tech ). Whenever I try to send an email, I get the following error: 554 5.1.8 Email Outgoing Blocked I would like to clarify that I have not doneIssue connecting Zoho Mail to Thunderbird (IMAP/SMTP authentication error)
Dear Zoho Support, I am trying to configure my Zoho Mail account on Thunderbird, but I keep getting authentication errors. Account: info@baktradingtn.com Domain: baktradingtn.com Settings used: IMAP: imap.zoho.com, Port 993, SSL/TLS, Normal Password SMTP:Payment issue with Mail Lite plan – personal NIF not accepted as payment info
Hello, I have already contacted Zoho Support by email regarding this, but since I haven’t received any reply yet, I’m sharing it here as well to see if the community can help. I’m facing a payment issue for my Mail Lite plan. I have a personal accountCustomer payment alerts in Zoho Cliq
For businesses that depend on cash flow, payment updates are essential for operational decision-making and go beyond simple accounting entries. The sales team needs to be notified when invoices are cleared so that upcoming orders can be released. In contrast,Figma in Zoho Creator
Hi Team, I’m creating a form using Figma and would like to know how to add workflows like scheduling, custom validation, and other logic to it. Can anyone help me understand how to set this up for a Figma-based Creator UI form?Restore lost Invoice!
Some time ago I tried to Upgrade from Invoice to Books. I not upgraded and staid n Invoice. Now i tried again and first i deleted the old trial of books. But now all is gone, PLEASE HELP!! i have no backup and i have to have at least 7 years data retention by law.Zoho Desk Down
Not loadinglookup and integrated forms
I might be misunderstanding things but I wanted to integrate our zoho crm contacts into creator. I imagined that when I used the integration it would mirror into creator. It did brilliant. BUT We have a ticket form in creator that we want to use a lookupPartially receive PO without partial Bill?
Most of our inventory is pre-paid. Let's say we purchase 30 pieces of 3 different items for a total of 90 pieces. It is common for our supplier to send us the items as they are ready. So we will receive 30 pieces at a time. How can I partially receive2 users editing the same record - loose changes
Hello, I'm very new to Zoho so apology if this has been addressed somewhere i can't find. I have noticed the following: If we have 2 users put an inventory item in edit mode at the same time: say user1 click on edit and user2 while user1 is still in edit,How to get the Dashboard page to be the first page when you open the app
So when it opens on a tablet or phone it opens on the welcome page, thanks.How I set default email addresses for Sales Orders and Invoices
I have customers that have different departments that handle Sales Orders and Invoices. How can i set a default email for Sales Orders that's different than the default email for Invoices? Is there a way I can automate this using the Contact Persons DepartmentsNext Page