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 #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
Need to extract date from datetime field
I have a datetime field and need only the date part from it. I am unable to find a built-in function that would be <DateTime>.Date(). I don't think I want to go the string conversion route of converting the datetime to string and then parsing out values and create a date out of it. Any one out there has a better solution to this? Thanks in adavnce. Regards Moiz Tankiwala Smart Training & IT SolutionsIs there a way to set Document Owner/Sender via the API
When sending requests for zoho sign, it would seem zoho uses the id of the person that created the zoho api cred to determine the owner_id, is there a way to set a default for this?Transition Criteria Appearing on Blueprint Transitions
On Monday, Sept. 8th, the Transition criteria started appearing on our Blueprints when users hover over a Transition button. See image. We contacted Zoho support because it's confusing our users (there's really no reason for them to see it), but we haven'tDelegates 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, andAdd Save button to Expense form
A save button would be very helpful on the expense form. Currently there is a Save and Close button. When we want to itemize an expense, this option would be very helpful. For example, if we have a hotel expense that also has room service, which is aUsing Zoho Desk to support ISMS process
Hi, I am evaluating using Zoho Desk for security incident management. This seems to be aligned with Zoho Desk purpose as its just another type of incident. However in security incident management, ideally I can link incidents (tickets) with a risk fromRegarding the integration of Apollo.io with Zoho crm.
I have been seeing for the last 3 months that your Apollo.io beta version is available in Zoho Flow, and this application has not gone live yet. We requested this 2 months ago, but you guys said that 'we are working on it,' and when we search on GoogleOpen filtered deals from campaign
Do you think a feature like this would be feasible? Say you are seeing campaign "XYZ" in CRM. The campaign has a related list of deals. If you want to see the related deals in a deal view, you should navigate to the Deals module, open the campaign filter,MTD SA in the UK
Hello ID 20106048857 The Inland Revenue have confirmed that this tax account is registered as Cash Basis In Settings>Profile I have set ‘Report Basis’ as “Cash" However, I see on Zoho on Settings>Taxes>Income Tax that the ‘Tax Basis’ is marked ‘Accrual'Limiting search or dependencies with an asterisk "*".
I have a form with several dependency fields with options still developing for each field. Since these options were developing and not yet ready to be a selection in the field, I placed a filter for the dropdown field. In this filter, I selected fieldsworkflow not working in subform
I have the following code in a subform which works perfectly when i use the form alone but when i use the form as a subform within another main form it does not work. I have read something about using row but i just cant seem to figure out what to changeFetch data from another table into a form field
I have spent the day trying to work this out so i thought i would use the forum for the first time. I have two forms in the same application and when a user selects a customer name from a drop down field and would like the customer number field in theZoho Creator as LMS and Membership Solution
My client is interested in using Zoho One apps to deploy their membership academy offer. Zoho Creator was an option that came up in my research: Here are the components of the program/offer: 1. Membership portal - individual login credentials for eachZoho FSM API Delete Record
Hi FSM Team, It would be great if you could delete a record via API. Thank you,Record comment filter
Hi - I have a calendar app that we use to track tasks. I have the calendar view set up so that the logged in user only sees the record if they are assigned to the task. BUT there are instances when someone is @ mentioned in the record when they are notGroup Tax in Service Line Items
Hi FSM Team! I noticed that when you update a tax in the service line item the group tax is not showing up as an option. Let me know what can be done thank you!How to View Part Inventory and Warehouse Location When Creating a Work Order in Zoho FSM
Hi everyone, We’re currently setting up Zoho FSM and would like to improve how our team selects parts when creating a Work Order. Right now, when we add a part or item to a Work Order, we can select it from our Zoho Inventory list but we don’t see anyFSM too slow today !!
Anybody else with problem today to loading FSM (WO, AP etc.)?CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive
Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage filesNot able to Sign In in Zoho OneAuth in Windows 10
I recently reset my Windows 10 system, after the reset when I downloaded the OAuth app and tried to Sign In It threw an error at me. Error: Token Fetch Error. Message: Object Reference not set to an instance of an object I have attached the screenshotMapping a custom preferred date field in the estimate with the native field in the workorder
Hi Zoho, I created a field in the estimate : "Preferred Date 1", to give the ability to my support agent to add a preferred date while viewing the client's estimate. However, in the conversion mapping (Estimate to Workorder), I'm unable to map my customRuning RPA Agents on Headless Windows 11 Machines
Has anyone tried this? Anything to be aware of regarding screen resolution?Sync Contacts in iOS
What does the "Sync Contacts" feature in the iOS Zoho Mail app do?The sending IP (136.143.188.15) is listed on spamrl.com as a source of spam.
Hi, it just two day when i am using zoho mail for my business domain, today i was sending email and found that message "The sending IP (136.143.188.15) is listed on https://spamrl.com as a source of spam" I hope to know how this will affect the deliveryDelegates - Access to approved reports
We realized that delegates do not have access to reports after they are approved. Many users ask questions of their delegates about past expense reports and the delegates can't see this information. Please allow delegates see all expense report activity,Split functionality - Admins need ability to do this
Admins should be able to split an expense at any point of the process prior to approval. The split is very helpful for our account coding, but to have to go back to a user and ask them to split an invoice that they simply want paid is a bit of an inWhat is a a valid JavaScript Domain URI when creating a client-based application using the Zoho API console?
No idea what this is. Can't see what it is explained anywhere.Feature Request: Ability to Set a Custom List View as Default for All Users
Dear Zoho CRM Support Team, We would like to request a new feature in Zoho CRM regarding List Views. Currently, each user has to manually select or favorite a custom list view in order to make it their default. However, as administrators, we would likeIs there a way to request a password?
We add customers info into the vaults and I wanted to see if we could do some sort of "file request" like how dropbox offers with files. It would be awesome if a customer could go to a link and input a "title, username, password, url" all securely and it then shows up in our team vault or something. Not sure if that is safe, but it's the best I can think of to be semi scalable and obviously better than sending emails. I am open to another idea, just thought this would be a great feature. Thanks,How can I see content of system generated mails from zBooks?
System generated mails for offers or invices appear in the mail tab of the designated customer. How can I view the content? It also doesn't appear in zMail sent folder.Single Task Report
I'd like a report or a way to print to PDF the task detail page. I'd like at least the Task Information section but I'd also like to see the Activity Stream, Status Timeline and Comments. I'd like to export the record and save it as a PDF. I'd like theAuto-response for closed tickets
Hi, We sometimes have users that (presumably) search their email inbox for the last correspondence with us and just hit reply - even if it's a 6 month old ticket... - this then re-opens the 6 month old ticket because of the ticket number in the email's subject. Yes, it's easy to 'Split as new Ticket', but I'd like something automated to respond to the user saying "this ticket has already been resolved and closed, please submit a new ticket". What's the best way to achieve this? Thanks, EdHow to Push Zoho Desk time logged to Zoho Projects?
I am on the last leg of my journey of finally automating time tracking, payments, and invoicing for my minutes based contact center company - I just have one final step to solve - I need time logged in zoho desk to add time a project which is associatedCannot 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, customersExport to excel stored amounts as text instead of numbers or accounting
Good Afternoon, We have a quarterly billing report that we generate from our Requests. It exports to excel. However if we need to add a formula (something as simple as a sum of the column), it doesn't read the dollar amounts because the export storeswhy my account is private?
when i post on zohodesk see only agent onlyField Dependency Not Working on Detail Page in Zoho Desk
Hi Support Team, I’ve created field dependencies between two fields in Zoho Desk, and they are working correctly on the Create and Edit layouts. However, on the Detail page, the fields are not displaying according to the dependencies I’ve set — they appearGetting ZOHO Invoice certified in Portugal?
Hello, We are ZOHO partners in Portugal and here, all the invoice software has to be certified by the government and ZOHO Invoice still isn´t certified. Any plans? Btw, we can help on this process, since we have a client that knows how to get the software certified. Thank you.Show/ hide specific field based on user
Can someone please help me with a client script to achieve the following? I've already tried a couple of different scripts I've found on here (updating to match my details etc...) but none of them seem to work. No errors flagged in the codes, it justWhy I am unable to configure Zoho Voice with my Zoho CRM account?
I have installed Zoho Voice in my Zoho CRM, but as per the message there is some config needed in Zoho Voice interface. But when I click on the link given in the above message, I get an access denied page.Next Page