Kaizen #31 - Subforms #API
Hello everyone!
Welcome back to another post in the Kaizen series.
In this post, we will discuss the Subform APIs.
What is a Subform?
A subform is a secondary form or a table that enables you to include multiple line items into a primary form. Every line item is a subform record.
Your CRM data are often inter-dependent. Often, you may have the necessity to associate multiple items to a single record. In the technical lingo, we call these "line items".
Consider we have a Students module to store student records. Apart from the data like name, age, date of birth, email ID, courses opted for etc, we may want to have information such as the languages a student knows and the proficiency level in that language. So, Languages can be a subform in the Students module, and Language and Proficiency can be the two fields in that subform.
Therefore, every row in this subform that holds the language and the proficiency is a subform record or a line item.
Here is how the subform looks in a record in the Students module.
Note
The Subform API is available only in the Enterprise and Ultimate editions of Zoho CRM.
Let us see how to insert, update, and delete these subform records through the APIs.
Subform APIs
- Insert Subform Records
- Update Subform Records
- Get a Subform
- Delete Subform Records
1. Insert Subform Records
You must use the Insert Subform Records API to insert records to a subform while inserting a record to a module.
Details Required:
a. API Name of the subform.
b. API name of the subform fields.
a. API name of the subform
- Make a Get Modules API call. The response displays the details of all the available modules.
- Search for the module in which you have created the subform. In our case, it is Students.
- Look for the value of the key "generated_type" as "subform".
- The value of the key "api_name" gives the API name of the subform. In our case, it is Languages.
b. API name of the subform fields
- Make a Get Fields Metadata API call to the subform module (crm/v2/settings/fields?module=Languages).
- Search for the field label. The value of the "api_name" key for the fields in the subform are the API names. Here, they are Proficiency and Language.
- Note down the "json_type" that represents the type of value the subform fields accept. Here, they are pick lists that accept string values.
To insert subform records:
Request URL: {{api-domain}}/crm/v2/Students
Request method: POST
Sample Input
{ "data": [ { "Name":"Allan John", "Languages1": [ { "Proficiency": "Native", "Language": "English" }, { "Proficiency": "Professional", "Language": "French" } ] } ] } |
Response:
Note
- A module can have a maximum of two subforms for all editions except Ultimate. The Ultimate edition can have a maximum of five subforms.
- Every module can have a maximum of 200 subform records with each subform having a maximum of 100 records.
- A maximum of five aggregate custom fields are available for a subform.
Possible Errors
The "details" key in the response gives you an idea of where the error occurred. This key contains the API name of the field that has incorrect input and other necessary information in other keys.
HTTP Status and Error Code | "details" key | Reason for error | Handling |
400 - INVALID_DATA | "details" : { "api_name":"sub_form_api_name", "expected_data_type":"jsonarray" } | Invalid input for subform. | Construct proper subform data and send it in the request body. |
400 - INVALID_DATA | "details" : { "expected_data_type":"data_type", "api_name" : "name_of_field", "index" : "subform_array_index", "parent_api_name":"subform_api_name" } | You have input Invalid data type for the field. | Use parent_api_name, index, and api_name to identify the invalid field and use expected_data_type to construct a proper value. |
400 - INVALID_DATA | "details" : { "api_name" : "subform_api_name", "info" : "Maximum of 100 records allowed" } | A subform can only have a maximum of 100 records. | Do not associate further records to the mentioned subform. |
2. Update Subform Records
Now that we have created a subform, every subform row is a record with a unique ID.
Use the Update Subform Records API to update the subform record(s).
Let us now update the subform entries we just added to the Languages subform in the Students module.
The changes we are making are:
a. Adding a subform entry for the Language "Spanish" with Proficiency as "Professional".
b. Updating the Proficiency of the Language "French" to "Native".
Details required:
Record IDs of the subform records that you want to update. Make a Get Subform Data API call to the Student record you want to update the subform in.
The request to update the subform is
Request URL: {{api-domain}}/crm/v2/Students/3652397000002125005
Request method: PUT
Sample Input
{ "data": [ { "Languages": [ { "Proficiency": "Professional", //new subfrom record "Language": "Spanish" }, { "id":"3652397000002125020", //ID of the subform record that you want to update "Proficiency": "Native", "Language": "French" }, { "id":"3652397000002125019" //ID of the subform record that does not need any change } ] } ] } |
Response:
Note
- You must specify the record IDs of the subform records you want to update and also the ones you do not want to update.
- If you do not specify their IDs, the system deletes those records from the subform.
Possible Errors
HTTP Status and Error Code | "details" key | Reason for error | Handling |
400 - INVALID_DATA | "details" : { "api_name":"sub_form_api_name", "expected_data_type":"jsonarray" } | Invalid input for subform. | Construct proper subform data and send it in the request body. |
400 - INVALID_DATA | "details" : { "expected_data_type":"data_type", "api_name" : "name_of_field", "index" : "subform_array_index", "parent_api_name":"subform_api_name" } | You have input invalid data type for the field. | Use parent_api_name, index, and api_name to identify the invalid field and use expected_data_type to construct a proper value. |
202- INVALID_DATA | Message: the id given seems to be invalid | 1. Either the record ID or the subform record ID is invalid, (or) 2. User does not have the permission to the mentioned record. | 1. Check the record ID sent in the API request URL or in the request body (or) 2. Check the subform record ID sent in the request body. |
3. Get a Subform
You can use the Get Subform Data API to fetch the details of the subform of a record.
In the response, the key Parent_Id gives the name and ID of the record that the subform record is associated to.
Request URL: {{api-domain}}/crm/v2/Languages
Request method: GET
Response:
You can also get the subform details when you fetch a record from the module the subform is created in.
Request URL: {{api-domain}}/crm/v2/Students/3652397000002125005
Request method: GET
The response is as below.
4. Delete Subform Records
Simply make an Update Subform Records API call to the record whose subform record you want to delete.
Specify only the IDs of the subform records that you want to retain. The system deletes the other subform records whose IDs you have not specified.
We hope you found this post useful. Stay tuned for more!
Write to us at support@zohocrm.com if you have any questions, or let us know in the comment section.
Cheers!
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
Shylaja S
DataWarehouse
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
Limited layout rules in a module
There is a limit of 10 layout rules per module. Is there a way to get that functionality through different customization or workflow + custom function (easily accessible), etc. Having just 10 is limiting especially if module contains a lot of data. AreEnhance Sign CRM integration
Hello all, I'm working on a custom Deluge script to enhance the integration between Zoho CRM and Sign by using a writer merge template for additional flexibility. I want to replicate the post-sign document integration that exists between CRM and SignPython - code studio
Hi, I see the code studio is "coming soon". We have some files that will require some more complex transformation, is this feature far off? It appears to have been released in Zoho Analytics alreadyGood news! Calendar in Zoho CRM gets a face lift
Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activitiesReplacing email ID,
In zoho sheets If I am sending it as an email attachments can I replace sender email ID from notifications to my email ID.Move orders scan ISBN
Hi We have ISBN setup to be searched in items zoho but move orders dissent recognize the ISBN is there q missing configuration? regards, JSViewID and Zoho Desk API
I'm looking at the documentation for Listing contacts and it looks like you can filter by ViewID. I assume this is views created in a department or all departments. Is this correct? And if so, how do I find the ViewID for that view? EDIT: I see the viewAbility to Link Reported Issues from Zoho Desk to Specific Tasks or Subtasks in Zoho Projects
Hi Zoho Desk Team, Hope you're doing well. When reporting a bug from Zoho Desk to Zoho Projects, we’ve noticed that it’s currently not possible to select an existing task or subtask to associate the issue with. However, when working directly inside ZohoAutomatically Update Ticket Status in Zoho Desk Based on Actions in Zoho Projects
Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to manage tasks related to customer tickets, and it works well for linking and tracking progress. However, there are a few important automation capabilitiesPrint Tickets
We have field engineers who visit customers. We would like the option to print a job sheet with full details of the job and account/contact details.Zoho Desk integration with Power BI
Hi, I want to be able to create a Power BI report which has live updates of ticket data from zoho desk, is this possile at all? Thanks JackAbility to Attach Images When Reporting Issues to Zoho Projects from Zoho Desk
Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to report bugs directly from support tickets into the Zoho Projects issue tracker. This integration is extremely useful and helps us maintain smooth coordinationAbility to Choose Task List and Add Subtasks When Creating Tasks from Zoho Desk
Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to seamlessly connect customer tickets with project tasks. While the integration works great overall, we noticed two important limitations that affect our workflowSync Task Status from Zoho Projects to Zoho Desk
Hi Zoho Desk Team, Hope you’re doing well. We’re actively using the Zoho Desk–Zoho Projects integration, which helps our support and project teams stay aligned. However, we noticed that when we change a task’s status in Zoho Projects, the change is notDefault/Private Departments in Zoho Desk
1) How does one configure a department to be private? 2) Also, how does one change the default department? 1) On the list of my company's Zoho Departments, I see that we have a default department, but I am unable to choose which department should be default. 2) From the Zoho documentation I see that in order to create a private department, one should uncheck "Display in customer portal" on the Add Department screen. However, is there a way to change this setting after the department has been created?Retainer invoice in Zoho Finance modlue
Hello, Is there a way of creating retainer invoices in the Zoho Finance module? If not can I request this is considered for future updates please.Can we do Image swatches for color variants?
We want to do something like the attached screenshot on our new zoho store. We need image swatches instead of normal text selection. We want to user to select an image as color option. Is this doable? I don't see any option on zoho backend. Please hHow Zoho Desk contributes to the art of savings
Remember the first time your grandmother gave you cash for a birthday or New Year's gift, Christmas gift, or any special day? You probably tucked that money safely into a piggy bank, waiting for the day you could buy something precious or something youZoho CRM IP Addresses to Whitelist
We were told to whitelist IP addresses from Zoho CRM. (CRM, not Zoho Mail.) What is the current list of IP Addresses to whitelist for outbound mail? Is there a website where these IP addresses are published and updated? Everything I could find is overColor of Text Box Changes
Sometimes I find the color of text boxes changed to a different color. This seems to happen when I reopen the same slide deck later. In the image that I am attaching, you see that the colors of the whole "virus," the "irology" part of "virology," andThe difference between Zoho Marketing Automation and Zoho Campaigns
Greetings Marketers! This post aims to differentiate between Zoho Marketing Automation and Zoho Campaigns. By the time you get to the end of the post, you will be able to choose a product that objectively suits you. What is Zoho Marketing Automation?When moments in customer support get "spooky"
It’s Halloween again! Halloween is celebrated with spooky symbols and meanings based on history and traditions, with each region adding its own special touch. While we were kids, we would dress up in costumes along with friends, attend parties, and enjoyHow to use Rollup Summary in a Formula Field?
I created a Rollup Summary (Decimal) field in my module, and it shows values correctly. When I try to reference it in a Formula Field (e.g. ${Deals.Partners_Requested} - ${Deals.Partners_Paid}), I get the error that the field can’t be found. Is it possibleZoho Mail Android app update - View emails shared via Permalink on the app.
Hello everyone! In the latest version(v2.8.2) of the Zoho Mail Android app update, we have brought in support to access the emails shared via permalink within the app. Earlier, when you click the permalink of an email, you'll be redirected to a mobileLet us view and export the full price books data from CRM
I quote out of CRM, some of my clients have specialised pricing for specific products - therefore we use Price Books to manage these special prices. I can only see the breakdown of the products listed in the price book and the specialised pricing forWeekly Tips: Manage External Images in Zoho Mail
When you receive emails every day, whether from clients, newsletters, or services, many of them contain external images that automatically load when you open the message. While this can make emails look more engaging, it can also impact your privacy andEmpowered Custom Views: Cross-Module Criteria Now Supported in Zoho CRM
Hello everyone, We’re excited to introduce cross-module criteria support in custom views! Custom views provide personalized perspectives on your data and that you can save for future use. You can share these views with all users or specific individualsHow to display Motivator components in Zoho CRM home page ?
Hello, I created KPI's, games and so but I want to be able to see my KPI's and my tasks at the same time. Is this possible to display Motivator components in Zoho CRM home page ? Has someone any idea ? Thanks for your help.Introducing Record Summary: smarter insights at your fingertips
Hello everyone, We’re excited to introduce the Record Summary feature. This powerful addition makes use of Zia to simplify how you interact with your CRM data, providing a seamless, consolidated view of critical record information. Scrolling through theAccount in Quick View Filter
I have a report that I often run against a specific Account. Every time, I have to go into the edit menu and change the Advanced Filter. I would prefer to use the Quick View Filter, but it does not allow me to use the one and only field that makes anyInsert Cookie Policy in Zoho Sites
Hello, i need to insert a banner on my site because i'm in Italy so i have to respect EU laws for Cookie Policy and Privacy Policy. I see that i need to insert a code in <head> section of my site to show a banner/popup with cookie info. How i can do this? Thank you LucaCliq iOS can't see shared screen
Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? RegardsUnable to confirm Super Admin assignment — confirmation button not working
I’m trying to change the roles within my organization. I am currently a super admin and would like to add another user as a super admin. When I attempt to confirm the action, a screen appears asking for my password to verify my identity. However, whenDelegates should be able to delete expenses
I understand the data integrity of this request. It would be nice if there was a toggle switch in the Policy setting that would allow a delegate to delete expenses from their managers account. Some managers here never touch their expense reports, andLet's Talk Recruit: Meet Zia, your all-in-one AI assistant (Part-2)
Welcome back to Let’s Talk Recruit series. In Part 1, we introduced Zia and how AI is reshaping the way recruiters work. This time, we’re taking a closer look at how far Zia has come and how each update continues to simplify your everyday tasks. WhenFunction #9: Copy attachments of Sales Order to Purchase Order on conversion
This week, we have written a custom function that automatically copies the attachments uploaded for a sales order to the corresponding purchase order after you convert it. Here's how to configure it in your Zoho Books organization. Custom Function: Hitstock
bom/bse : stock details or price =STOCK(C14;"price") not showing issue is #N/A! kindly resolve this problemKaizen #8 - Handling Recurrence and Participants in the Events Module via API
Hello everyone! We are back this week with an exciting post—Handling recurrence and participants in the Events module through API. First things first—What is the Events module? "Events" is a part of the Activities module in Zoho CRM. An event is an activity that happens at a given place and time. You can find Events on the user's Zoho CRM's home page, Activities home page, Calendar, and in other related records. What are the types of Events? Events are of two types—Recurring and non-recurring events.Marketer’s Space - Get Holiday-Ready with Zoho Campaigns
Hello marketers, Welcome back to another post in Marketer’s Space! Q4 is packed with opportunities to connect with your audience - from Halloween, Black Friday, and Cyber Monday, to Thanksgiving, Christmas, and New Year. In this post, we’ll look at howPersonalized demo
can I know more about the personalized demo we are construction company andNext Page