Kaizen #180: Automating Data Transfer from Zoho Sheets to Zoho CRM Subforms

Kaizen #180: Automating Data Transfer from Zoho Sheets to Zoho CRM Subforms



Hello everyone!
Welcome back to another exciting Kaizen post! This time, we will discuss the solution for a use case—leveraging Client Scripts and Functions to get the job done efficiently by integrating with Zoho Sheets.

In this kaizen post,

  1. Handling Manual Entries of Data in Subforms
  2. Scenario 
  3. Solution
  4. Add a button in Create Page(Canvas)
  5. Create a Function to fetch data from Sheet
  6. Create a Client Script to get Sheet Details, fetch and populate data
  7. Summary
  8. Related links

1. Handling Manual Entries of Data in Subforms

Manually entering data into Zoho CRM subforms is simple and straightforward when dealing with a few rows. However, repeatedly copying a large set of rows from a Sheet to a Subform can be challenging. Manually mapping lookup fields and adding parent IDs is not only time-consuming but also prone to errors, leading to inefficiencies in data entry. Automating this process can greatly improve efficiency, saving both time and effort.
Here’s how you can seamlessly fetch data from Zoho Sheets and populate Zoho CRM subforms—including lookup fields—using Client Scripts and Functions.

2. Requirement

Zylker manufactures medical instruments, and its sales representatives manage bulk orders from distributors and hospitals. Product details are typically provided in a sheet, which the sales reps must manually enter into the subform on the Order Creation Page. However, creating numerous entries is tedious, time-consuming, and prone to errors. To streamline the process, a "Populate from Sheet" button is embedded in the Order module of Create Page(Canavas). When clicked, it should
  • Display a pop-up asking to enter the Sheet ID.
  • Fetch order details (product names, quantities, and prices) from a specific Zoho Sheet.
  • Fetch the id of the Product name from the Products module and populate the lookup field "Product".
  • Populate other data into the Product list Subform inside Zoho CRM.

3. Solution 

To accomplish this requirement with a button click, you need to use a Canvas Page and add a button to it. (Currently, Client Scripts do not support Custom Buttons on the Create Page(Standard). When clicked, the Client Script should be triggered, it should retrieve the Sheet ID from the user, invoke a function to read the data, and populate the content into the Subform.

So you need to follow the following steps.
  • Add a button in Create Page(Canvas)
  • Create a Function to fetch data from Sheet
  • Create a Client Script.

a. Add a button in Create Page(Canvas)
  • Go to Settings > Canvas > Form View tab. Click the three dots next to the Canvas Order Create Page and click edit.


  • Right click on the button and add the Element ID for the new button and click Save.



b. Create a Function to fetch data from Sheet
  • Go to Setup > Developer Hub > Functions.
  • In the Functions page, click + Create New Function.
  • Choose the category as Button.
  • Click Create.
  • In the Create Function page, enter a name and description for your function.
  • Write your function code. The below function is used to integrate CRM with Zoho Sheets and reads the content of the Sheet using zoho.sheet.getRecords(sheetid ,tab name)
  1. SheetData = zoho.sheet.getRecords(sheetid,"Sheet1");
  2. d = list();
  3. for each  record in SheetData.get("records")
  4. {
  5. d.add(record);
  6. }
  7. info d;
  8. return d.toString();

  • Click Edit Argument next to the function's namespace and define the parameter "Sheetid" and click Save.
  • Click the three dots next to the Function name and select REST API.
  • Enable the OAuth2 for the Function csvRead as shown below.




    c. Create a Client Script

  • Go to Setup > Developer Hub > Client Script. Click +New Script.
  • Specify the details to create a script and click Next.
  • Enter the following script and click Save.

  1. var a = ZDK.Page.getField("Product_list").getValue();
  2. var casesheetid = ZDK.Client.getInput([{ type: 'text', label: 'Enter the Sheet ID' }], 'Sheet details', 'OK', 'Cancel');
  3.     console.log("casesheetid " + casesheetid);
  4. if (casesheetid == null) {
  5.         ZDK.Client.showAlert("Enter the *Case Sheet ID - Import* to import data");
  6.     }
  7.     let csvdata = []; // list to store csv data
  8.     let imported_list = [
  9.         {
  10.         "Product_Name": {
  11.         "id": "",
  12.         "name": ""
  13.         },
  14.         "Quantity":"",
  15.         "Unit_Price": "",
  16.         "Amount": ""
  17.         }
  18.     ]
  19.     try {

  21.      ZDK.Client.showLoader({type: 'page', template:'vertical-bar', message: 'Loading ...'});
  22.         resp = ZDK.Apps.CRM.Functions.execute("getData", casesheetid); // invoke function that extracts data from Sheet
  23.     }
  24.     catch {
  25.         ZDK.Client.showAlert("Unexpected error occured" + resp);
  26.     }
  27.     var k = resp._details.userMessage;
  28.     k = "[" + k + "]";
  29.     let jsonArray = JSON.parse(k);//Convert to a valid JSON array format
  30.     jsonArray.forEach((pr, i) => {
  31.         csvdata.push(pr);
  32.     });

  34.     if (csvdata.length) {
  35.         log("csvdata length" + csvdata.length);
  36.         csvdata.forEach(row => {
  37.             log("Product_Name" + row.Product_Name);
  38.             log("Case Version" + row.Version);
  39.             log("Case " + row.Case);
  40.             imported_list.push({ Product_Name: { id: "", name: row.Product }, Quantity: row.Quantity, Unit_Price: row.Unit_Price, Amount: row.Amount});
  41.         });
  42.     }
  43.     imported_list.shift(); // remove the dummy row
  44.     imported_list.forEach((row, i) => {
  45.         apiResponse = ZDK.Apps.CRM.Products.searchByCriteria(`(Product_Name:equals:${row.Product_Name.name})`);
  46.  if (apiResponse.length == 0) {
  47.             // If there is no matching record, ask user if a new record has to be created or not.
  48.             var count = i + 1;
  49.             ZDK.Client.showAlert("*S.No* " + count + " - '" + row.Product_Name.name + "'" + " is an *invalid Product Name*", "Invalid Product Name", "Okay");
  50.         }
  51.         apiResponse.forEach((rec) => {
  52.             if (!(rec.id == null)) {
  53.                 row.Product_Name.id = rec.id;
  54.             }
  55.         });
  56.     });
  57. ZDK.Page.getField('Product_list').setValue(imported_list);
  58. ZDK.Client.hideLoader();


  • In this code, several ZDKs are used for various purposes. Click on the ZDK hyperlinks to learn more.

  1. User Input: The code uses ZDK.Client.getInput() to fetch a "Sheet ID" from the user. This input is crucial for further operations.
  2. Input Validation: If the user cancels or doesn't enter a sheet ID, the code checks for null and prompts the user to enter the ID using ZDK.Client.showAlert().
  3. Function Invocation: The code invokes a CRM function named getData using ZDK.Apps.CRM.Functions.execute(), passing the sheet ID as a parameter. 
  4. Loader Display: To indicate that a process is running, a loader is displayed using ZDK.Client.showLoader(). 
  5. Data Parsing and Transformation: The response from the function "resp" is parsed into a JSON array format. This involves converting the response into a string and then parsing it into a JSON object. The processed data is transformed into a format suitable for populating a CRM field. This involves creating a new list (imported_list) and pushing the transformed data into it.
  6. Subform Population: Finally, the transformed data is used to populate the Subform named Product_list using ZDK.Page.getField().setValue(). After completing the process, the loader is hidden using ZDK.Client.hideLoader().
  • Here is how the Client Script works.


  • Here, using Client Script, you can instantly add all products from the Sheet with a single click and populate the lookup field without specifying ID for the lookup field "Product".

4. Summary

In this post, we have discussed,
  • How to get input from the user and pass the input while invoking a Function
  • How to Invoke a Function
  • How to import data from Sheets to Zoho CRM Subform
  • How to use Search Records API to fetch the ID of a field.


    • Sticky Posts

    • Kaizen #198: Using Client Script for Custom Validation in Blueprint

      Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.

    • Kaizen #226: Using ZRC in Client Script

      Hello everyone! Welcome to another week of Kaizen. In today's post, lets see what is ZRC (Zoho Request Client) and how we can use ZRC methods in Client Script to get inputs from a Salesperson and update the Lead status with a single button click. In this

    • Kaizen #222 - Client Script Support for Notes Related List

      Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore how

    • Kaizen #217 - Actions APIs : Tasks

      Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

    • Kaizen #216 - Actions APIs : Email Notifications

      Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are

    • Recent Topics

    • Restrict Payment Methods

      Allow us to restrict certain payment methods specific for each customer.

    • Clone Banking Transaction

      Why is there no option to CLONE a Transaction in the Banking module?? I often clone Expenses (for similar expense transactions each month) so I would also like to clone Income transactions. But there is no option in Banking to clone an existing Income

    • PDF limit

      Hello everyone, We have received an e-mail that we have reached our PDF limit. (see screenshot) However, I cannot find any reference to a PDF limit in our tariff plan (Premium). (see screenshot). What is the maximum number of PDFs that can be generated

    • How can I see content of system generated mails from zBooks?

      System generated mails for offers or invices appear in the mail tab of the designated customer. How can I view the content? It also doesn't appear in zMail sent folder.

    • Credit Card Pre-Authorization with later Capture/Settlement

      We really enjoy the convenience of being able to pay off a customer's invoice using our Auth.Net integration with Zoho Books. Unfortunately, we can only take advantage of this feature with a small percentage of our customers as it leaves a gaping hole

    • Accessibility in Zoho CRM: Not just a feature—a way to empower

      For instructions on setting up these controls, please check this help document: Configuring accessibility controls. Hello everyone, Today (December 3, 2024), on the International Day of Persons with Disabilities, we begin our journey towards a CRM that

    • Automation Series #1: Round Robin vs Direct Assignment in Zoho Desk

      Direct Assignment vs Round Robin: Choosing the right routing method in Zoho Desk This post is part of the "Desk Automation Series," Chapter 1. Through this series, we will help you choose the right automation type in Zoho Desk by comparing commonly confused

    • Invalid tax authority ID.

      How do I correct this ?

    • Pay Pal Paylater button

      I am testing the paypal setup to have my customers pay invoices with paypal and credit cards. But it seems to have two options. Paypal and Pay later. I don't want my customers access to pay later feature. How can I turn that part off.. My other integration

    • Zoho Workshops are coming to the Netherlands - Join us on 14-16 April in Amsterdam!

      Dear Zoho Community Members, After succesful recent editions in the UK and Scandinavia, we’re pleased to invite you to the upcoming Zoho Benelux Workshop 2026, taking place 14–16 April 2026 in Amsterdam. This three-day, in-person event at the Park Plaza

    • How to install Widget in inventory module

      Hi， I am trying to install a app into Sales Order Module related list, however there is no button allow me to do that. May I ask how to install widget to inventory module related list?

    • Sub form auto field population based on parent form

      I have a parent form called "Sites" with a text field called "Site". I have a subform called "Design Comments" (actual form name "Review Comments") with a lookup field name "Sites1" that looks up from the Sites form. I want the Sites1 lookup field to

    • Building Toppings #7 - Using schedules and workflow functions

      Hello Biginners, In our previous forum post, we explored install and uninstall actions and learned how to trigger custom logic the moment a topping is added or removed from an organization. In this post, we'll look at how to automate actions during regular,

    • Simplify scripting with Zia assistant bot

      Hello everyone, Building automation using Deluge custom functions gives users flexibility and control. Traditionally, creating these functions required writing scripts, testing the logic, and validating the configuration before using it. With Zia assistant

    • Zoho Sprints iOS app update: Global view, screen capture control, file encryption, tags enhancement

      Hello everyone! We are excited to introduce new features in the latest version(v2.1) of the Zoho Sprints iOS app update. Let’s take a quick look at what’s new. 1. Global view Global view brings all your project items into one centralised space. You can

    • Resource Management System built using Zoho CRM, Creator, Projects, and People:

      In a Resource Management System built using Zoho CRM, Creator, Projects, and People: CRM Deal Closed → Creator Allocation Engine → Zoho Projects Task Assignment What is the recommended architecture to handle dynamic reassignment when: an employee goes

    • Request to Remove LinkedIn Verification from My Emai

      I would like to submit a complaint regarding my Zoho Mail account. I previously used this email address to verify a LinkedIn account, but that LinkedIn account has now been closed. I need to remove or cancel the verification associated with the closed

    • Pin multiple columns and adjust column widths in CRM subforms

      Hello all, Subforms act as secondary forms or tables in which you can associate multiple line items to a primary record and thereby ensure more structured and comprehensive data organization. We've made some recent enhancements to subforms. Here's what's

    • Removing To or CC Addresses from Desk Ticket

      I was hoping i could find a way to remove unnecessary email addresses from tickets submitted via email. For example, a customer may email the support address AND others who are in the helpdesk notification group, in either the TO or CC address. This results

    • From Zoho CRM to Paper : Design & Print Data Directly using Canvas Print View

      Hello Everyone, We are excited to announce a new addition to your Canvas in Zoho CRM - Print View. Canvas print view helps you transform your custom CRM layouts into print-ready documents, so you can bring your digital data to the physical world with

    • Announcing Kiosk 1.1 - Customize screen titles, configure new fields & actions, use values from your Kiosk to update fields, and more.

      Hello all We are back again with more enhancements to Kiosk. So what's new? Enhancements made to the Components Add titles for your Kiosk screens and adjust its width to suit your viewing preferences. Three new fields can be added to your screen: Percentage,

    • CRM Percent custom fields: When will it show the % symbol and behave like %?

      1. Actually Percent custom fields fail to show the % symbol. 2. When in formulas Percent fields work like number: 100 x 5% = 5 ideal world 100 x 5% = 500 what happens actually 3. When importing Percent fields the % symbol has to be removed and the data

    • Introducing Color Coding of Picklist Values

      Dear Everyone, Greetings!! Zoho CRM is uplifting the user experience. Recently, we had some notable aesthetic improvements in CRM like Kanban View UI enhancement, New List view UI enhancement, color coding of tags, and color coding of picklists in meetings.

    • Where can I find the best mail backup tool for Windows?

      Later this evening I found Mail Backup Tool in google. Actually I was looking for a solution to download/save emails to my local drive. As I had plenty of important data stored in my email account. So i was not in a mood to take this thing lightly. This made me curious to found any software which can help me to backup my data to hard drive. Then I found the above application which was like a gem. A complete email backup solution for Zoho Mail, Gmail, Yahoo Mail, Office 365 and more than 40+ email

    • Mailbox storage showing incorrect usage

      My mailbox shows 4.99 GB used out of 5 GB. However, actual mailbox usage is only around 394 MB. Trash and Spam are already empty. IMAP/POP is not enabled. WorkDrive is not in use. This appears to be a storage calculation issue. Please help to recalculate

    • Super Admin Logging in as another User

      How can a Super Admin login as another user. For example, I have a sales rep that is having issues with their Accounts and I want to view their Zoho Account with out having to do a GTM and sharing screens. Moderation Update (8th Aug 2025): We are working

    • Es posible cambiar el lenguaje de los modulos del ASAP?

      Es posible cambiar el lenguaje de estos textos? Tengo Zoho configurado en español pero aun así me muestra estos textos en ingles:

    • Option to Automatically Publish Job Openings to the Career Website via API or Workflow

      Currently, when creating Job Openings using the Zoho Recruit API, the records are successfully inserted into the system. However, there is no way to automatically publish these Job Openings to the Career Website. In the Job Opening field data, there are

    • Evaluate applicants faster: Profile Summary and Skill Sets now in Applications

      Evaluating applicants often requires switching between modules to understand their skills and background. With this update, we’ve extended two capabilities directly to the Applications module: Skill Sets and Profile Summary. You can now review applicants

    • Free webinar: How to use passkeys with Zoho Vault

      Hi everyone! Passkeys are transforming the way we sign in—making authentication safer, faster, and completely passwordless. No more memorizing complex passwords or worrying about credential theft. With Zoho Vault, you can securely manage both passwords

    • Adding Markdown text using Zoho Desk API into the Knowledge Base

      Hi Zoho Community members, We currently maintain the documentation of out company in its website. This documentation is written in markdown text format and we would like to add it in Zoho Knowledge Base. Do you know if there is REST API functionality

    • Is it possible to embed Zoho Bookmarks in the Cliq sidebar?

      Is there any way that each Zoho user can access their bookmarks (that live in https://bookmarks.zoho.eu/ which is technically a part of Zoho Mail) directly within Cliq? As a widget, or an item in the sidebar? My team does not use Mail, it uses Cliq all

    • Enhancing Zia's service with better contextual responses and article generation

      Hello everyone, We are enhancing Zia's Generative AI service to make your support experience smarter. Here's how: Increased accuracy with Qwen One of the key challenges in AI is delivering responses that are both contextually accurate and empathetic while

    • Let us add Lookup fields in the Blueprint Transitions

      We are unable to add Lookup Fields in the blueprint transitions in Zoho Desk, we wanted to make it a requirement for our workflow but since it's not available in the transition we cannot. The lookup field exists in the Layout: But it cannot be added/selected

    • How can we clear a signature field with deluge?

      I would like to clear a signature field in the Edit -> On Load. I have tried input.signature = ""; input.signature = null; clear input.signature; None of the above is working. is there any other way I am missing?

    • Online PDF Editor

      Hello Team, There is a small glitch i found when i was using your online software called "PDF Editor", There is a menu bar on right side comes when we click on 3 dots for any pdf, but that entire menu has no options to choose, that is totally blank, please

    • How do I disconnect my Salesforce integration?

      I need to integrate a different Salesforce sandbox with my Zoho form.

    • Zoho Recruit - Email Relay

      Good day, Has anyone succeeded in setting up an email relay for Office 365? If I add the details from https://support.microsoft.com/en-us/office/pop-imap-and-smtp-settings-8361e398-8af4-4e97-b147-6c6c4ac95353, I get the connection error. Regards, Eka

    • Zoho Recruit -> Exchange Online Relay

      HI! I have tried to connect Recruit to our MS 365 Exchange Online without any luck. I use this guide https://help.zoho.com/portal/en/kb/recruit/outreach/email-relay/articles/email-relay-zoho-recruit#Configuring_Email_Relay_Settings Do anyone have the

    • Error AS101 when adding new email alias

      Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.

    • Next Page