Kaizen #54 - Subforms vs. Related Lists
Hello everyone!
Welcome back to another week of Kaizen.
In this post, we will analyze how to choose between a subform and a related list based on your business case.
What will you learn from this post?
- When to choose a subform?
- When to choose a related list?
- Comparing subforms and related lists
1. When to choose a subform?
Subforms are used to organize details in a record based on your business needs. Every line item is a subform record. To know more about subforms, refer to Kaizen #31 - Subforms #API.
1a. Business case
For instance, consider a scenario where you want to view all the necessary details of the stakeholders of an account, such as email ID, phone number, and so on while viewing an account record.
For this, go to Setup > Modules and Fields > Accounts > Choose the desired layout and add a subform named "Stakeholders". In this subform, you can have a lookup field that points to Contacts (Stakeholders). You can further choose to add new fields or add fields from the Contacts module to the subform.
Adding fields from the Contact module to the subform:
Adding new/additional fields to the subform (it can be any of any field-type including aggregate/formula):
The system auto-populates the details of the stakeholder, based on the stakeholder name. Thus, allowing you to view all the necessary details of a stakeholder in a single glance. If needed, you can even add aggregate/formula fields to the subform.
Note:
The system automatically populates the values only if the value is present in that field in the child record.
For other sample business use cases, click here.
1b. Retrieving subform records along with parent record.
You can retrieve subform records only when you retrieve records with their unique ID. The system does not retrieve subform records when you retrieve all the records in a module, or perform a search operation.
Request URL: {{api-domain}}/crm/v2/Accounts/4150868000003247001
Request Method: GET
Sample Response:
You can also choose to retrieve just the subform records using Get Subforms API.
Note:
- To know how to add aggregate fields to a subform, click here.
- You can add formula fields to the subform. However, you can choose only the fields in the subform in your formula expression. Click here to know more about the formula fields.
- You can create 2 subforms per module in the Enterprise edition and 5 subforms per module in Ultimate edition.
- The maximum number of subform fields you can add in a layout is 8.
- The maximum number of entries across all subforms on an aggregate is 200.
2. When to choose a related list?
A record usually contains extra information such as notes, attachments, and data related to other modules (linked via lookup/multi-select lookup fields) such as related tasks, calls, products etc.These modules are categorized as related lists, and the records in each of these related lists are called related records. To know more about related lists, refer to Kaizen #48 - Related Lists and Related Records #API.
Let us try to solve the same business scenario as above using related lists.
The system lists all the related records (child) under a record (parent) based on the value in the lookup/multi-select lookup fields in the child records.
When you link an account while adding a contact, it will be directly displayed in the respective account's related list. You can show/hide the fields that are displayed in the related list based on your business needs. However, you cannot add additional fields as in subforms.
2a. Reasons why related list is not the best choice for this case:
- You cannot add an aggregate field that calculates the stakeholder share.
- You cannot add any formula field.
- The related list data is auto-populated based on the value in the lookup/multi-select lookup field.
2b. Business case for a related list
Consider a scenario where you need to view all the products that a contact is interested in. You can have a contact multi-select lookup in the products module. As and when you add product records with related contacts, it will be listed as related records in the respective contacts. This way you need not switch between modules to view the related records.
3. Comparing subforms and related lists
Here is a comparison between the subforms and related lists.
Subforms | Related lists |
Primarily used to organize data in a record based on your business needs. | Primarily used to perceive parent-child/one-to-many relationships between records. |
Allows you to add new fields (both normal and aggregate). | You can only display/hide the fields of the child record. |
You cannot configure workflow rules based on subform fields (except aggregate fields) | You can configure workflow rules based on related lists. |
Subforms are layout-specific. | Related lists remain the same for all the layouts in a module. |
Subforms not available in Activities, Pricebooks and Purchase Orders, Sales Orders, Invoices and Quotes | The system creates related records when you add values to lookup/multi-select lookup fields. It is available in all the modules except Activities. |
While converting a lead or a quote, fields used in a subform will not be converted. | While converting a lead or a quote, the related list data will be retained in the converted record. |
We hope you found this post useful. Let us know your thoughts in the comment section or reach us out at support@zohocrm.com.
Cheers!
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
Sneha Sridharan
Solutions to Success - Milton
Kevin Flynn
Yossi Ashkenazi
Pheranda Nongpiur
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
Notifications for calendar meetings
So we have been happy users for a few months now. This is an important problem we face, since I have forgotten meetings already cause of lack of notifications. The problem: I have notifications (email, popup and notifications) set for my calendar by default.attributed automatically database section
Hello everyone and happy holidays... here in zoho CRM, I created 3 bases: - Properties (House, apartment ...) - Transactions (Notaries, ...) - Real estate ads I want when the address is identical on these three bases, that in "Properties" the transactionsReusuable Sections & Universal Brand Settings
Zoho Email Campaign setups take longer than other software I've used because it doesn't have reusable sections or universal brand settings (fonts and colors). These enhancements should be added to help us create our campaigns more easily.Blockchain technology
Blockchain technology is being used to revolutionize accounting and financial reporting. With blockchain, financial transactions are recorded on a decentralized ledger, making tracking transactions and verifying their accuracy easier. This technologyEste domínio já está associado a esta conta
Fui fazer meu cadastro na zoho e quando digitei meu domínio recebi essa mensagem que meu domínio estava associado a uma conta que eu nem faço idéia de quem seja. Como que faço pra resolver isso? Atenciosamente, Anderson Souza.not able to hit inventory api
when i hit the api with my account keys and the access is provide by the clientRemove County field from Customer Address input screen (or allow input to be deleted)
We are in the USA and have just noticed that there is now a County field in the Customer Address input screen (and maybe other areas of Zoho Books, but this is the one affecting us at the moment). County is not important to our business, and in fact we553 Relaying disallowed error
Hi, I am receiving a "553 Relaying disallowed" error when sending emails to my domain email address which I have configured in Zoho. However, I am able to receive emails from my domain email to my gmail account. The SPF and MX entries are all configuredLeads and Deals Issue
Hi! Is Zoho having trouble today? I've been experiencing issues today. When I move a deal to closed/won, it previously would require a closing date but today the screen just went blur and the closing date did not pop up. And then under leads, I was trying!! URGENT My sent mail goes to spam
I tested a few times and every time I send mail out it goes the recipients spam box. Why is it marking my mail as spam? please help me ! thanksEvent Time Zone in meeting invites are confusing users
When sending calendar invites to internal and external users, the first section "Event Time Zone" is confusing people and they are automatically declining events. Can this section please be removed??? It already shows the correct time zone next to theRequest For Quotation (RFQ) module
Hello, Do you have any plans to implement a RFQ module in to ZOHO Inventory? I would like to chose items that I require a price for, select a number of different suppliers to e-mail and have them submit there pricing online. I would then like to see aConstant Sync Errors 🙄
I'm constantly getting sync error notifications with no actual resolution. Also... I have folders and files with a (!) on the cloud icon, indicating it's not accessible. This has also led to the complete loss of certain folders. Like... the go missing!Display your zoho contact name when they call your mobile number
As per the title If a contact calls the office number, the contacts name shows on mobile as long as I have their contact details registered in my crm. Is there a way that if the contact calls my mobile, their name can be displayed? Currently just their number shows when they call.In Zoho Projects, is there a way to create a folders template under documents that can be used once a project is created?
We have a specific folder structure that we would like to use that is standard across every project. Instead of having to create this structure every time a project is created, is there a way to create a template for the folders that can be added?Custom view for Milestones
Hi, Just an idea for the future... would it be possible to create custom views for the Milestones view under Work Overview ? I usually need to look at this view filtered by project group but the filter doesn't remain when navigating away. A custom viewZoho Books API Limit Is RIDICULOUS!!!!!!!!!!!!!
The 2,500 API call limit in Zoho Books is about as useful as AOL dialup. Seriously Zoho, not only can I use up 2,500 API calls in no time with my own app but YOUR OWN STUPID IPAD APP blows through them super fast too, so if any one of my clients wantsjavax.mail.authenticationfailedexception 535 authentication failed
Hi, I am facing 535 authentication failed error when trying to send email from zoho desktop as well as in webmail. Can you suggest to fix this issue,. Regards, RekhaOut of Office not working
I have set up out of office on zoho mail, however, it does not reply to every mail sent to it. I have tested it by sending several test messages from multiple different email accounts, I will get a response to some of them, but not all of them this isAlways display images from this sender – Is this feature available?
In Zoho mail, I had my "Load external images" setting set to "Ask me", and that's fine. That's the setting I prefer. What's not fine though is I always need to tick "Display now" for each email I get, regardless if I've done that multiple times from severalSimplify your day-to-day sales operations with new List View actions
Greetings everyone, Here are a few enhancements for quick actions in modular List Views that will make your day-to-day CRM operations much easier. List Views in modules display records in rows and columns based on set criteria, and are useful for presentingHow do I hide all leads from Standard users in my CRM ZOHO
I want to configure my crm zoho in such a way that standard users will only see leads owned or assigned to them. How do I go about doing this? I have tried all i could, but nothing...can anyone help me?Some emails are not being delivered
I have this problem where some of my mail just seems to disappear. When I send it, it appears as sent with no mention of any problem, but my recipient never gets it, not even in the Spam folder. Same for receiving, I have a secondary e-mail address, andUnbilled Items Report?
Hello! Is there any way to display a list of items that remain unbilled, without creating an invoice for each customer to see if the unbilled items box is displayed? ;-) BenMaking Calls Using ZDialer on Zoho Creator Widgets
The Zdialer Browser Extension does not seem to recognize phone numbers on custom widgets. What is the best way to work around this?ALL sent mails from my zoho email id go to spam
when we send emails out of Zoho as like Gmail , ALL mails go to spam... more than urgent to get a solution !!!!!!Não consigo enviar e nem receber e-mails
Estou com problemas pra enviar e receber e-mails. Não consigo enviar (recebo uma mensagem de domínio inválido) e os e-mails que recebo estão voltando. Como devo proceder?Time Field
Good Day, I have a question, when I save a draft and reload it. Why does the time field format keeps goes from hh:mm to hh:mm:ss? Is there a way I can force it to load to hh:mm only? I have tried example = totime(input.TimeField, "hh:mm") in the -createdReceiving email problem
I can send an email but can't receive from other platform like GmailMas de 48 horas sin correo
Estimados, llevamos más de 48 horas sin poder recibir correo y en este periodo hemos recibido información confusa y lo mas relevante es que Zoho dice que esta todo bien y no encuentra el error. Como deben comprender el perjuicio de no contar con un correoYour account has been blocked due to security reasons.
Hi everyone. Faced a problem that is wreaking havoc on my business! On December 14, blocked login via WEB, IMAP and POP3 with the reason of unusual activity, allegedly because of VPN/Proxy and suspicion that my account was hacked. I created a ticket toDisplaying related quotes in sales order and back
Hi, My colleague liked to see to which sales orders, the quote has been converted. Quote shows Invoices, but not SO. Same, they would like to see the quotes in the sales order, as they can see invoices, packages, shipment, How can we achieve this ? ThankDetails & Limitations of the Free Forever Plan
I cannot find any comparison/details about the Free Forever Plan. Can you please publish details of what are its limitations?Missing Folders on iPhone Zoho Mail
Under mailboxes on my iPhone, I don't have an inbox, sent folder, deleted photo, etc. See pics.Functions - How to pass Dynamic Parameters / Arguments?
I am trying to create a generic function that I can use to update a given field with the name of the user and a given field with a datetime. The purpose of this is to have a history of major actions within the CRM record itself so it is easier to queryQuery table pull last 12 months
I am tying to pull the following criteria and the date is always what causes me the issue. I want to pull people (pco_id) who have entries of "event_id" being these 2 events and whos "kind" is Regular or Guest and where the event_starts_at (date column)ChatGPT only summarize in English
Hello i' v enabled chatgpt in salesIQ, it works great inside conversation (revise, Rephrase etc) add tags works well with another language than English. But when I want to summarize it render only in English, despite sales IQ is set to another language.Vendor Assignment issue for staff in User Roales
there is a limitation in software that we can't assing Vendors to our staff - we can only assign Customers on staff wise!! There is a limitation of this software that in case i want to assign limited vendors to my staff - it's not possible. Either i willNo Hope for Zoho Meeting
Zoho Meeting is just the poorest meeting app I've come across in a long time. The support sucks too. I called to see if there was anything that could be done on the backend and while I was on a test meeting with support the video was lagging and freezingInventory Management for Manufacturer
Hello, We are a manufacturing company in the FnB industry. We want to use the inventory management system to manage our raw material stocks and at the same time once we produce items, we need to increase our final product inventory while decreasing theNext Page