Zoho CRM Integration | Update a record in Zoho CRM - Zoho Forms

Updating Existing Record

Overview  

There are 2 ways you can use to update existing records in Zoho CRM:
  1. Using the Upsert Record action while adding a new record - if a record with identical value exists in Zoho CRM, it will be updated with the new values. If not, a new record will be created in Zoho CRM. 
  2. Using the Update Record integration setup - While you can use the Upsert Record action to update existing records in Zoho CRM with new values, but, if you want to let your respondents view and modify certain records in Zoho CRM using your form, you can use the Update Record option in Zoho Forms. To use the Update Record option, you must add the Zoho CRM field to your form which looks up records from the Zoho CRM modules and prefills the fetched data in the form. The respondents can edit the prefilled data in the form and submit their entry. The Update Record option replaces the existing records in Zoho CRM with the modified values. You can also send a pre-filled form to a list of contacts in your Zoho CRM and update their responses in Zoho CRM.

Update Record Setup

Using the Upsert Record action

To Upsert a record in Zoho CRM, you will have to integrate your form with Zoho CRM to add new records.
  1. In your form builder, navigate to the Integrations tab and click Zoho CRM from the left menu. Click Integrate.
  2. Select the required Zoho CRM Module and Layout to which you want to push your form data and map all the mandatory Zoho CRM fields to the corresponding Zoho Forms fields.
  3. Once all the fields are mapped, you can select the Upsert Record option under Actions and save the integration. Learn more about the Upsert Record action.

Using the Update Record option

To update a record in Zoho CRM using Zoho Forms,
  1. Add and configure the Zoho CRM field in your form.

  2. Navigate to the Integrations tab and click Zoho CRM.

  3. Click Update Record.
    You will see Update Record only after you haver added the Zoho CRM field to your form.
    The Module, Layout, and Lookup Selection selected while configuring the Zoho CRM Field in your form will be auto populated.

  4. Map the Zoho CRM fields that you wish to update with the corresponding Zoho Forms fields.

    Update Existing Record in Zoho CRM

  5. If you have a Subform in Zoho Forms, you can map the Subform fields that you wish to update with the corresponding Subform fields in Zoho CRM.

    Note:  When you update Subform entries in Zoho CRM using the Update Record option, all existing entries in Zoho CRM Subform will be erased, and replaced with the new values.
  6. While integrating your form with a module, you can configure a Lookup filter to look for existing fields in Zoho CRM that match the response of a form field under Lookup Mapping.

    Note: Lookup Mapping section is available only when you have added the Lookup Field in Zoho CRM.
  7. You can select the Actions to be triggered in Zoho CRM each time an entry is updated in Zoho CRM via Update Record option.

  8. Click Integrate to save your settings.

Distribute prefilled forms from Zoho CRM    

To send a prefilled form to a list of contacts in your Zoho CRM and update their responses in Zoho CRM,
  1. Configure the setup in Zoho Forms to update record in Zoho CRM using the Update Record option.

  2. In your Zoho CRM, enable Pre-population of Data under Settings > MARKETPLACE > Zoho > Zoho Forms.

    Enable Pre-population of data

  3. You can include the pre-configured form's link directly while drafting an email to a selected contact in Zoho CRM or insert the form's link while configuring an email template for a module in Zoho CRM.

  4. Pick your contacts from the Zoho CRM module and send the configured email with the link to a pre-filled form. Learn more about how this option works.  

Trigger Actions in Zoho CRM while Updating Records  

You can choose to trigger certain actions in Zoho CRM each time a record is updated in Zoho CRM using the Update Record option in Zoho Forms.

Trigger actions

Automation & Process Management
This option triggers your Workflow Rules, Blueprint, CommandCenter, and Approval Processes in Zoho CRM while updating an existing record via Zoho Forms.

Note: Reviewing processes are not supported while updating records.


Attachment & Signature
This option sends attached files and signatures from Zoho Forms to your Zoho CRM account while updating an existing record in Zoho CRM. The following attachments can be pushed from Zoho Forms to Zoho CRM:

  1. Signatures
  2. File upload/ Image Upload field attachments
  3. Merged documents (only the documents sent via email notifications can be pushed to Zoho CRM)
  4. PDF of form submissions
    You can choose to push the Default TemplateCustom Template(s)PDFs sent in form submission workflows, and PDFs sent in approval process as attachments to Zoho CRM.
    • If you choose PDFs in form submission workflows, the PDF template sent to the respondent after submitting the form (for example, the PDF downloaded from the Thank You page, or any PDF sent via email notification) will be pushed to Zoho CRM as an attachment. 

    • If you choose PDFs in approval process, the PDF template sent to the respondent along with the Final Approval Email will be pushed to Zoho CRM as an attachment.

Note: If you have configured to store your file attachments in Zoho WorkDrive using Manage Form Attachments, only the attachment link from Zoho WorkDrive will be pushed to the Zoho CRM module.

Tag Records
This option adds a tag to the records updated in Zoho CRM using Zoho Forms. You can enter a Tag name of your choice or use a form field value as a tag. You can also enter existing tag names created in Zoho CRM to associate the records updated with that tag. 
You can choose if the new tag should overwrite the existing tags of a record or append to the existing ones while updating the record.

Tag Records

Do not overwrite - Empty Values
This option avoids overwriting existing field values in Zoho CRM with empty field values from Zoho Forms while updating a record.

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