Understand SubForm Field | Zoho Creator Help

Understand subform field

The subform field enables you to display a form within a form. The form in which you add a subform is referred as the main form. Refer to the following sections to learn about subforms:

Appearance

Below is how a subform looks on a form:
  • When a user accesses from a web browser:

When to use this field

The subform field is best suited for enabling your users to enter data that has a master-detail relationship. Let us take an example of IT Asset Management (ITAM) to understand this.

Imagine that you are building an app to manage the devices - laptops, smartphones, and tablets, in your organization, and as part of it, want to capture the following for each device:

  • Its date of purchase
  • The purchase order number is was bought under
  • Vendor-related data like the name, email address, phone number, and address of the vendor from whom the purchase is made
  • Device-related data like the name, type, serial number, and price of the device

Well, accomplishing this isn't tough. You just need to create a form (say,  Purchase Order Form ), and share it with your asset manager. Imagine if your form allows the asset manager to submit the purchase details of one device per entry. Then, even if your asset manager purchases multiple devices from a vendor on the same date, he/she would have to submit that many entries through the  Purchase Order Form . Consequently, the records stored in the  Purchase Order Form  will look (in its  report ) as if they represent separate purchases when they are not.

A subform can help in this scenario. But let's first answer the question: Is a master-detail relationship present in this above scenario? Yes, it is. Here's how:

  • First, each devices is purchased from a vendor. This establishes that there is a relationship between a device and a vendor. 
  • Second, does your IT manager purchase (from a vendor) one device at a time? Mostly, no.
  • As multiple devices may be purchased as part of the same order, the date of purchase, purchase order number and vendor-related data are the Master, with the device-related data being the Detail.

When you add a subform field in your form, such that it enables entering the details of devices being purchased, the following will be the benefits:

  • Each time a purchase is made, your asset manager will be able to enter the details of all devices in one go. (Each purchase record can have multiple devices associated with it)
  • Consequently, when your asset manager accesses the report, it will look as if the devices have been grouped per purchase.

Understand adding a subform field to your form

When you add a subform field to your form, you need to define if the subform is a:
  • Blank Form : This option enables you to create a form within the main form such that, the subform's existence is inside the main form
  • Existing Form : This option enables you to add an existing form (present in your app) as a subform

If you want to enable your users to separately view the subform records in a report, you must create that form and then add it as a subform. Else, the subform records can only be viewed in the main form's reports.

Features

You can perform the following customizations for the user experience of subforms in your form:
  • Expand and collapse: You can now expand and collapse your subform field rows as required. You can also scroll horizontally and vertically across the rows.
  • Customize field width : You can set the width of the fields in the subform. The following options are available:
    • Adjust field width automatically : This option will automatically assign the widths of each field in the subform
    • Adjust field width manually : This option will let you set the width of each field in the subform
  • Set default entries : You can set the number of entries your subform will expect your users to enter. However, this does not compel your users to enter that many entries in the subform. They can add more or less number of entries.
  • Limit maximum entries : You can set the maximum number of entries that the subform will accept from your users. When your users click/tap  Add New  to add an entry that exceeds the maximum number of allowed entries, they will instead be prompted with the message:  You have reached maximum number of rows. You cannot add further .
  • Customize the  field name and field link name  of this field
  • Make it  mandatory  for your users to enter an input in this field
  • Enable  showing this field only to the app’s admin  (and hide it from other users)
  • Enable displaying a  tooltip message  when your users hover on this field

If you have added an existing form as a subform, then in  reports , you can enable the data stored in the subform field to appear clickable (on a web browser) and tappable (on a phone/tablet), such that on clicking/tapping it, your users can get to see the Detail View of the related form's report.

  1. Add subform field
  2. Customize field width
  3. Set default entries
  4. Limit maximum entries


    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Get started with Zoho Sign

            in a few quick steps!

            Download Help Guide





                        Still can't find what you're looking for?

                        Write to us:  support@zohoforms.com


                              




                            

                          Zoho Marketing Automation

                            Zoho Sheet Resources

                             




                                Zoho Forms Resources


                                  Secure your business
                                  communication with Zoho Mail


                                  Mail on the move with
                                  Zoho Mail mobile application

                                    Stay on top of your schedule
                                    at all times


                                    Carry your calendar with you
                                    Anytime, anywhere




                                          Zoho Sign Resources

                                            Sign, Paperless!

                                            Sign and send business documents on the go!

                                            Get Started Now


                                                Zoho SalesIQ Resources



                                                    Zoho TeamInbox Resources



                                                            Zoho DataPrep Resources



                                                              Zoho DataPrep Demo

                                                              Get a personalized demo or POC

                                                              REGISTER NOW


                                                                Design. Discuss. Deliver.

                                                                Create visually engaging stories with Zoho Show.

                                                                Get Started Now











                                                                                      • Related Articles

                                                                                      • Create Serial Number for subform rows

                                                                                        Requirement Create serial numbers or auto-numbers for subform rows when a new row is added. Use Case In an employee management system, an employee can add up to five dependents. It will be easy for the employees if the dependents added in the subform ...
                                                                                      • Enable subform field sorting

                                                                                        The subform field comes with the ability to sort the fields listed within the subform. It is available in the field properties of the subform. Sorting is aimed at requirements that need the fields in the subform to be sorted in a specific order.  ​ ...
                                                                                      • Auto-calculating values on a subform's field

                                                                                        Requirement Perform statistical operations on the numerical fields in subforms for analysis. Use Case  In an order management application, there are two forms, Order and Product. The Product form lists all the products in the inventory and the Order ...
                                                                                      • Customize field width for subform

                                                                                        Open the form builder. Select the required subform. Navigate to the  Field Properties > Field width customization  section on the right. Select the required choice: If you select  Adjust field width manually , you will need to set the field width in ...
                                                                                      • Understand subform actions

                                                                                        The subform actions are a set of actions that concern the subform. In the live application, the subform will have two buttons: 'Add new' - This button will enable the user to add a new entry to the subform. 'Delete' - This button will enable the user ...
                                                                                      Wherever you are is as good as
                                                                                      your workplace

                                                                                        Resources

                                                                                        Videos

                                                                                        Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                        eBooks

                                                                                        Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                        Webinars

                                                                                        Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                        CRM Tips

                                                                                        Make the most of Zoho CRM with these useful tips.



                                                                                          Zoho Show Resources