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

    • Creator problem: Edit form View not displaying whole form

      I'm having problems with the form in my database. The edit view is not showing the whole form: This is how it looks in the normal view: As you can see, there is a whole section in the bottom right of the form which is not displaying in the Edit View. This means that I can't change or delete any of these fields... Anybody had a similar problem or know a solution? Any help would be appreciated.   Cheers,

    • Vendor Master Enhancements for Faster Purchase Entry

      I’d like to suggest a few features that will improve accuracy and speed during purchase voucher entry: Automated Item Tax Preference in Vendor Master Add an option to define item tax preference in the vendor master. Once set, this preference should automatically

    • Quick Item Search & Auto-suggestion for Invoices

      Hi Team, I am facing an issue while creating invoices in Zoho Books. Currently, I have to type the full item name in the correct sequence and spelling for it to appear. For example, my item name is: "Distemper Acri Silk Special White 10kg" If I type something

    • Integrating Chatbot with Zoho Creator Application

      Is it possible to integrate a chatbot with a Zoho Creator application?

    • Average Costing / Weighted Average Costing

      Hello fellow maadirs. I understand Zoho Books uses FIFO method of dealing with inventory costing, but do you guys have any plans to introduce average costing? We indians need average costing. It's part of our culture. Please. I beg thee. Thanks.

    • 'Add Tax To Amount' not reflected in Invoice

      Hi Zoho Support, I'm experiencing an issue with tax calculation display in my invoice template. Despite having "Add tax to amount" box checked in the template settings, the Amount column is not showing the tax-inclusive total for line items. Current behaviour:

    • "Subject" or "Narration"in Customer Statement

      Dear Sir, While creating invoice, we are giving in "Subject" the purpose of invoice. For Example - "GST for the month of Aug 23", IT return FY 22-23", "Consultancy", Internal Audit for May 23". But this subject is not coming in Customer Statement. Only

    • A real WYSIWYG field instead of the limited rich text

      Hi to everyone A "real" WYSIWYG or HTML field that outputs good HTML code when accessed through the API would be excellent. I tried to use the rich text field, but the styling options are limited. For example, there are no heading tags (h1 to h6), and

    • Delete my store of Zoho commerce

      Hi Team, I want to delete my stores of commerce. Please help me asap. Looking for the positive response soon. Thanks Shubham Chauhan Mob: +91-9761872650

    • Delete Inactive Zoho Accounts - Access Cleanup_User Id: 60001640923

      As part of our Zoho access hygiene, we’ve reviewed and deactivated several inactive user accounts. These accounts have not been used in the past year and are no longer tied to active operations. All access rights have been revoked, and records retained

    • Inappropriate Removal of Features

      It's the first with any software where I am experiencing that an existing customer has some of his exiting features removed. Moreover, new Zoho One users are paying less than us. Is this going to be Zoho's "normal behaviour". If so, it is going to be

    • Filtering report embeded in page

      Right now we are using a page variable to filter a report on a page. However, it being a page variable makes it reset if you go to another report/form, we want the filter to be kept the same. I tried using an application variable according to zoho you

    • Zia summarizes your IM bot chats in real time

      Hello everyone! Let's say you’re an agent taking over a chat where a customer was booking a flight through a bot on WhatsApp. They've already shared key details, like their destination, travel date, and number of passengers. You need to understand the

    • Megamenu

      Finally! Megamenu's are now available in Zoho-Sites, after waiting for it and requesting it for years! BUT ... why am I asked to upgrade in order to use a megamenu? First: Zoho promised to always provide premium versions and options for all included Zoho-applications

    • Cancel and refund

      Hi, Yesterday I paid for the Zoho email subscription. Within a few minutes, I realized that the subscription counts one email ID as one user. To make another email ID for the same domain name, I'd have to pay for another user. I emailed right away to

    • Kaizen# 209 - Answering Your Questions | All About Client Script

      Hello everyone! Welcome back to another exciting Kaizen post! Thanks for all your feedback and questions. In this post, let's see the answers to your questions related to Client Script. We took the time to discuss with our development team, carefully

    • To Do: shareable task links without login

      Hi! I’m using Zoho Mail and ToDo in my daily work, and I’ve run into one limitation that’s a real blocker for me. Right now, to share tasks with managers or directors, they need to have a Zoho account and be added to a group. In practice, many of them

    • Ability to turn off "Would you like this amount to be reflected in the Payment field?" message

      Team, Is there any way to turn off the message" Would you like this amount to be reflected in the Payment field?" when I make a payment? This is so annoying. This happens EVERY TIME I put an amount in the Payment Made field.

    • Unlock agreement intelligence with Zoho Sign's latest AI updates

      Hello! If you've been struggling with long, complex agreements and spending way too much time on them, here's exactly what you'll want to hear: Zoho Sign now integrates with OpenAI's ChatGPT to make agreement management smarter and simpler. Acting like

    • Currency abbreviations

      Hello, Im stuck, and need help. I need the currency fields for example, opportunity value, or total revenue, to be abbreviated, lets say for 1,000 - 1K, 1,000,000 - 1M, and so on, how should I do this?

    • Embed Sign Document

      Has anyone tried embedding a document in a webpage? I'm building a webpage (using PowerPage) and I'm trying to embed it using an iframe then I got this error: Refused to display 'https://sign.zoho.com/' in a frame because it set 'X-Frame-Options' to

    • We’re transitioning from Zoho ShowTime to TrainerCentral

      Hello everyone, Zoho ShowTime was originally built as a training platform to serve training agencies, HR teams, and individual trainers. As the platform grew, we realized that more creators and businesses could benefit from its capabilities. That’s why

    • Emails Are Not Being Delivered to My Inbox

      Hello Zoho Support Team, I am experiencing an issue with my Zoho Mail account. The most important problem is that emails are not being delivered to my inbox. Details: My Zoho Mail address: info@coreforcelife.com What happens: I am not receiving any incoming

    • Radar In Focus: Track customer support metrics using Radar's static reports

      Hello everyone, Welcome back to the Radar In Focus series, where we explore how Radar features can add value to your business. In this episode, we're looking at Radar static reports. The help desk is filled with vast amounts of data that can be analyzed

    • Mail ToDo & Tasks Webhooks

      Our company uses Zoho ToDo inside Mail to manage our tasks. When I create a task and assign it to a team member it does not notify them unless I add a reminder via mail. I'm trying to create a webhook for when a task is created to send a cliq message

    • Allocating inventory to specific SO's

      Is there a way that allocate inventory to a specific sales order? For example, let's say we have 90 items in stock. Customer 1 orders 100 items. This allocates all 90 items to their order, and they have a back order for the remaining 10 items which could

    • Improved UI for a Seamless User Experience - Calls, Tasks, and Meetings

      Hello all, We are making UI unification across CRM so that the UI experience is seamless across the product. As part of that effort, we have made changes to the details page of activity-based module records—Meetings, Calls, and Tasks. Let's look at these

    • Where can I find rejected inbound mails and their reason for rejection

      Hi, I was recently made aware by a mailing list which I am subscribed to (ffmpeg-devel@ffmpeg.org) that my Zoho mail Mail account is rejecting some emails. If I look under Admin Panel > Security & Compliance > Quarantine > Incoming, the list there is

    • Refund

      Hi There, Please refund me asap possible, because of no support given. Thank you

    • تغيير عمله الدفع"Change payment currency"

      ما هى طريقه تغيير عمله الدفع "ما هي طريقة تغيير عملة الدفع؟"

    • Attention API Users: Upcoming Support for Renaming System Fields

      Hello all! We are excited to announce an upcoming enhancement in Zoho CRM: support for renaming system-defined fields! Current Behavior Currently, system-defined fields returned by the GET - Fields Metadata API have display_label and field_label properties

    • Zia's ability to generate and improve content extended to Desk mobile app (iOS and Android)

      In support, agents will have to understand customers' pain points completely to provide empathetic personalized solutions and a positive experience. However, at times, agents might find it challenging to comprehend the customer issues and connect with

    • BANK FEED - MAYBANK , provider from YODLEE IS NOT WORKING

      As per topic, the provider YODLEE is not working for the BANK FEED. It have been reported since 2023 Q3, and second report on 2023 Q4. now almost end of 2024 Q1, and coming to 2024 Q2. Malaysia Bank Maybank is NOT working. can anyone check on this issue?

    • Zoho Sign product updates - Q3 2025

      Hello everyone! Q3 was all about AI. Here's the list of features and enhancements that have gone live, along with a list of what we have in pipeline for the last quarter: AI-powered agreement management Sending documents and authenticating recipients

    • Zoho sites header

      Good day, Im stuck with this situation. I choose a template for my website creation. I have tweaked every instance of the visual editor, regarding the header, I have created created customize fonts presets... I have followed every single step. and my

    • Quick Create needs Client Script support

      As per the title. We need client scripts to apply at a Quick Create level. We enforce logic on the form to ensure data quality, automate field values, etc. However, all this is lost when a user attempts a "Quick Create". It is disappointing because, from

    • Kaizen #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

    • DNS set up

      I want to create an email with my company domain. When I tried to add new record with cloudflare it didn't work. The DNS record can't be manually added. I followed the instruction but still can't add it. Could you help?

    • Pocket from Mozilla is closing shop. Don’t lose your favorites . Move them to Zoho Mail Bookmarks now! 📥🔖

      The end of Pocket shouldn't mean the end of your important links and content. Easily import them into Zoho Mail's Bookmarks and continue right where you left off. You can bring over your entire Saves, Collections, and tags just the way they are. Bookmarks

    • General suggestions

      Hello, I've picked this forum as it is at the top of the list! :) First suggestion: A general forum for issues and comments that are not specific to a particular Zoho application. Second suggestion: Put a link on the home page to "Zoho Identity Access Manager" The first suggestion came about because I didn't know where to post the second! ;) Regards Mark

    • Next Page