Create static subforms in Zoho CRM: streamline data entry with pre-defined values

Create static subforms in Zoho CRM: streamline data entry with pre-defined values

Alert
Last modified on (9 July, 2025):
  • This feature was available in early access and is currently being rolled out to customers in phases. 
  • Currently available for users in the the AU, CA, and SA DCs.
  • It will be enabled for the remaining DCs in the next couple of weeks.

Info
Update (26th September 2025):
This feature is now enabled for all the users in the US DC.

Hello everyone,

Traditionally, Zoho CRM's subform capabilities have enabled users to dynamically add, edit, and manage additional data linked to their main records. However, until now, all subform fields were subject to data entry or updates, both on the record's page and through the API.

What's new?

We're excited to introduce the static subform option, designed to offer a more controlled and consistent approach to data entry in Zoho CRM. Administrators can now pre-define certain fields and the exact number of rows in a subform.

In certain scenarios, a subform should maintain a fixed number of rows with fixed values across all records. For example, a subform could be set up to include specific columns consistently, such as "Document Type" and "Issuing Authority." The rows for these columns could remain constant and feature values like "Driver's License," "Social Security Card," and "Passport" for "Document Type," and "State Department of Motor Vehicles," "Social Security Administration," and "U.S. Department of State" for "Issuing Authority." Unlike a standard subform, where users can dynamically add or remove rows, a static subform ensures these rows are consistent across all records.



This ensures consistency and eliminates the need for users to manually enter or maintain these rows in each record, thereby saving time.

How does static subform address this need?

Static subforms enable administrators to define specific fields and a fixed number of rows within a subform.

For example, consider the aforementioned use case of a client's details in KYC records, which might always consist of documents like a driver's license, passport, and social security card. Other fields within the subform may vary, which allows for customization as needed when creating or editing records.



Consider job applications, for example. With static subforms, HR departments can standardize the collection of essential documents such as resumes/CVs, educational certificates, and proofs of residence. This ensures that every applicant's profile is complete and consistent, making the data management process more efficient and reliable.



This approach not only streamlines the application process but also ensures companies receive thorough and consistent candidate profiles.

Key highlights
  • Administrators can easily set up a static subforms by configuring rows with static values.
  • Admins have the option to automatically update all existing record entries with static values while mapping the static values in the configuration pop-up.



  • Additionally, you can convert a static subform field into a normal field at any point. However, it's not possible to convert a normal subform into static subform.


Notes
Notes:
  • These fields are static across all the layouts in a module and synced across all associated records.
  • Changes will be applied to all existing records only if the admin checks the option to update existing records in the static value mapping pop-up.
  • Transforming regular subform fields into static fields is not possible.
  • Once a subform is designated as static, its type cannot be changed.
  • Static subform feature is currently available only in web. They're unavailable on mobile devices and for API versions below 5.1.

Thanks,
Nizamuddin




        • Recent Topics

        • Zoho Notebook API

          Hi there, I was wondering if you guys are planning to create an API service for this product? Currently, I have developed a custom program based on Evernote's API that allows me to automate my notes. The program completely changes the way notes are taken and makes anyone more productive, combining notes, logging, reminders, tasks and time management. I would love to deploy it on the Zoho Notebook API. In fact, I think this would be the perfect product for Zoho to package and offer as a service/product.

        • Add Reauthentication Option for Zoho Bug Tracker Integration in Zoho Desk

          Hello Zoho Desk Team, We hope you're doing well. We would like to request an enhancement to the Zoho Bug Tracker integration within Zoho Desk. Current Limitation: At the moment, there is no option to reauthenticate the Zoho Bug Tracker integration in

        • Newby Questions

          Q1. The top bar of Zoho Books has a "Search in Banking (/) " field. What is the proper use of this text box? - Searching for Amazon for example has no results but there are transactions. - Is the search case sensitive? - Are regular expressions allowed?

        • Three Zoho Billing Limitations Blocking Standard Subscription Operations

          After working through Zoho Billing support for over a year on these three issues without resolution, we wanted to flag them to the broader community. We are curious whether other businesses are running into the same walls. 1. Cannot Prepone (Move Earlier)

        • Automation #3 - Auto-sync email attachments to tickets

          This is a monthly series where we pick some common use cases that have been either discussed or most asked about in our community and explain how they can be achieved using one of the automation capabilities in Zoho Desk. Most of our customers use email

        • Can't add a sender adress from zoho campaigns

          hi, I need to change the sender address for a campaign.  When i try to add it i get a message to say 'duplicated email address found while adding your sender address'.  This is the first campaign i'm sending so I don't understand why this message is displayed? Thanks Jane 

        • Introducing Workqueue: your all-in-one view to manage daily work

          Hello all, We’re excited to introduce a major productivity boost to your CRM experience: Workqueue, a dynamic, all-in-one workspace that brings every important sales activity, approval, and follow-up right to your fingertips. What is Workqueue? Sales

        • Dashboard target enhancements

          Often individuals in IT are creating dashboards for their sales team. The ability to create a single dashboard that can be used by multiple people is key. A components for a dashboard have the ability to filter by logged in user which is great. However

        • Zoho Campaigns - Feature Request - Re-Send Existing Email Action in Automations/Journeys

          Hi Zoho Campaigns and Zoho Marketing Automation teams, I would like to suggest a feature that would make building and managing complex automations significantly easier. The Feature Introduce a “Re-Send” or “Send Existing Email” action within Automations

        • ISO 3166-2 Compliant Country and Regions

          Zoho should consider implementing ISO 3166-2 standards for countries and regions in address dropdowns. It adds a lot of noise in the data when items added programmatically conform to ISO 3166-2 (e.g., TX for Texas, CA for Canada, etc.), but the few items

        • Zoho Books | Product updates | October 2025

          Hello users, We’ve rolled out new features and enhancements in Zoho Books. From iOS 26 updates to viewing reports as charts, explore the updates designed to enhance your bookkeeping experience. Zoho Books Updates for Apple Devices At WWDC 2025, Apple

        • Bill sent for Payment Approval

          Zoho Books currently supports three levels of transaction approval for bills: Draft, Submit, and Approved. We are looking to add a layer of approval like a bill marked for payment before initiating payment requests through HSBC Bank. Can you please guide

        • Kaizen #235 - Automating record restoration using Recycle Bin APIs in Zoho CRM

          Welcome to another Kaizen week. Here's a question that came up in our developer forum: "I'm working on a piece of software to automate conversion of Leads into Deals based on order status from my company's website. There are some cases where a previously

        • Open PDFs using Zoho PDF Editor

          Hello users, In this article, we will be exploring the open PDF capability in Zoho PDF Editor to collaboratively edit PDFs, insert text and images, add fillable and e-signature fields, and more. You can upload PDFs upto 50 MB or 150 pages. Password-protected

        • One Contact with Multiple Accounts with Portal enabled

          I have a contact that manages different accounts, so he needs to see the invoices of all the companies he manage in Portal but I found it not possible.. any idea? I tried to set different customers with the same email contact with the portal enabled and

        • Bank Feeds Breaking Constantly

          Hey Everyone, I have already reached out to support about this issue but I am wondering if anyone else is having the same issue. My bank feeds keep breaking within days of me fixing them by updating the credentials. Its been happening for a while and

        • Timed addition to segments

          Hi there - hoping you can help me figure out a graceful way of doing this: • I want to add contacts to a Segment in Campaigns based on a Stage pick-list field value X in CRM - that bit's fine. The problem is that I only want to add them to the Segment

        • Zoho Developer AI Agent = Claude AI + MCP Server + Zoho Ecosystem

          Hello Zoho Community 👋 I’m excited to share a recent integration we’ve worked on at Officehub Tech: ✅Claude + MCP Server + Zoho Creator Zoho Developer AI Agent – an AI-powered Zoho automation platform This solution connects Zoho applications with an

        • CRM

          How do I build an email funnel of 10 emails with decision tree ie; if yes use this email if no use this email. Also I cannot figure out how to add more groups or see my whole groups. I've set up different groups like attorneys is one group of companies/people

        • WebDAV support

          I need WebDAV support so that I can upload/download (and modify) documents from my local file system. Is anything planned in his direction?

        • Is there a way to show contact emails in the Account?

          I know I can see the emails I have sent and received on a Contact detail view, but I want to be able to see all the emails that have been sent and received between all an Accounts Contacts on the Account Detail view. That way when I see the Account detail

        • Internal Fillable Contract with Zoho Writer (Before Sending to Client)

          Hi everyone, I’m trying to automate the following process in Zoho CRM and would appreciate some guidance. Process: When a Deal moves to a specific stage, CRM triggers an automation. CRM sends a contract template to an internal team member so they can

        • Import Quote from CRM into document in Writer?

          Hi, I created a quote for a proposal in the Zoho CRM and was wondering if there is a way to embed the quote into a document in Zoho Writer so I can make our sales proposals look a little nicer. Is that possible?

        • Zoho Sheet for Desktop

          Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?

        • Can I convert MSG to HTML on Mac?

          Yes, you can convert MSG files to HTML on a Mac using software Aryson MSG file Converter. This tool allows you to convert Outlook MSG emails into multiple formats, including HTML, PDF, EML, PST, and more. It preserves all email content, attachments, metadata,

        • Duplicate Leads Notification Help!

          Hello! I have several web forms that have a duplicate lead notification that are being sent to the creator of the web form. I understand how to change the form entry notification, but I am specifically looking to change the recipient of the "Duplicate Lead" notification. Any help you can offer is greatly appreciated! TIA, ~ Jenn

        • Adding Calendar Display to Home Page

          I would like to display my calendar in a module on the Zoho CRM Home Page. I can't figure out a way to do this.  Is it possible to display the CRM Calendar on the Home Page?  

        • Schedule a Call by Date and Time when a specific lead status is selected

          Hi Wanting to create a workflow where a call can be scheduled by date & time when a specific lead status is selected. Can only currently set the date by Due Date - Trigger Date - Plus 'x' day(s) Thanks

        • Incoming email replies not automatically associating with Deals/Opportunities - Is this possible in Zoho CRM?

          Hello Zoho Community, I'm running a travel agency (B2B and B2C) and we've been struggling with what seems like a basic functionality that we cannot get to work properly. Our use case: We send emails to suppliers (hotels, transportation companies) and

        • Duplicate Leads Concerns with Round Robin and Lead Approval Process

          It is great to have the Duplicate Lead Approval Process, there are a few issues with the process that I would greatly appreciate taken consideration in enhancing. It appears that A Lead comes in Lead owner assigned by the Round Robin Check for Duplicate,

        • Private email threads

          When sending a Private email or receiving a response once the email thread has been marked as 'Private'- is there a way to trigger the system to "restart the clock"? I am finding that when someone responds to a 'Private' thread that it is opening the

        • SLA Notification

          Team members have been receiving this notification and feel as though it is as random. Explanation on this notification is appreciated! Also, is there a way to disable this notification?

        • Map: Output None

          Hi, Checking if you help me inspect this block The code below triggers during Successful form Submission from another Form. // rec_a = formA[ID!=0]; rec_b = formB[ID!=0]; ListA = List(); //subformA for each recA in rec_a.ItemSubform { for each recB in

        • Use arbitrary images in deluge

          I am sending emails from my deluge code and I would like to be able to include a few images in the email template. While I know that I could put the on a website somewhere and link to them in the HTML, that is not what I want due to email client security

        • How to add "All Open AND Overdue" back to the Home Page Task Component?

          Hi everyone, I’m looking for a way to restore the Tasks component dropdown list on the Zoho CRM Home Page. Since the recent update to the Task area in my Home Page Classic View, the dropdown options (e.g., My Next 7 Days + Overdue) are too restrictive

        • Sync Attachments in Comments from Zoho Desk to Zoho Projects

          Hello Zoho Desk Team, We hope you're doing well. We are actively using the Zoho Desk–Zoho Projects integration, especially for reporting and managing bugs/issues between support and development teams. Current Limitation: After creating a bugs/issues via

        • Funcionalidades y configuration ZohoDesk

          Creo que no estoy sacando el provecho adecuado a la application quisiera solicitar una capacitación al respecto

        • How to call Functions and perform Write Operations using Page Scripts?

          Hi everyone, How to call a function from a Zoho Creator application within a Page Script, also how to perform write operations (adding or updating records) using page scripts?

        • Connecting Airwallex in Zoho Books

          I have a question. I’m trying to connect our Airwallex account to Zoho Books, but the integration does not seem to work. Could you please guide me on how to properly connect Airwallex? I need to see the expenses also, since it only shows the profits now

        • Questions Regarding Helpdesk & SalesIQ Customization and Email Setup

          Hello, I hope you’re doing well. I have a few questions regarding Helpdesk and SalesIQ: Can the emails sent to customers via helpdesk tickets be fully customized — including signature, subject line, and other elements? Also, is it possible to send these

        • Next Page