Tip 24: How to generate a file preview in a report without downloading it.

Tip 24: How to generate a file preview in a report without downloading it.

Hi folks,


This month we will teach you how to preview a report file before sending it to someone or sending it for approval. While viewing reports in Zoho Creator, users cannot access or preview files uploaded through the File Upload field without downloading them. 

 

In this tip, we'll show you a way to do this.




Key concept:

The best way to achieve this function is to preview the uploaded file's content using the Add Note field in a stateless form (pop-up window) based on the record ID.  


Use case:

Let's use the example of Candidates applying for a job, where candidates have to fill in their details using the Job Application form. Their information will be displayed on the Candidates Details report, a list report with a button on every record. The admin can use these buttons to preview resumes without downloading them.

Application flow:

 

1. Candidates enter their information using the Job Application form.
2.  Whenever the admin accesses the Candidates Details report, they can preview all the submitted resumes with the click of a button.

Requirements:
  1. A Job Application form with fields Name, DOB, Contact Number, and Resume (File Upload field)
  2. A Stateless form (Please refer to the help article here to learn how to create a stateless form.)
  3. A Candidates Details report to view all the candidate information
  4. Custom action buttons to preview the resumes


Step 2: Create the stateless form with the following fields:
  • Parent Record ID:  Number Field  
  • Notes: Add Notes Field
NOTE: Please ensure that the maximum digits allowed in the Number field is 19 as we will be using this field to store record ID values for Zoho Creator. These will be 19-digit numbers.

Step 3: Create a custom action button for each record to open the stateless form
Follow the steps below to create a custom action that will help you pass the current Record ID as a parameter to the Number field in the stateless form.
  1. Edit the application.
  1. Access the Candidate Details Report.
  1. Click Edit this application.
  1. Click Configure Fields for Web.
  1. Click Add Fields, then select Add New Button.







Configure the button by clicking Create a new function with the code below.
  1. Void preview_function(int id1)
  1. {
  1. openUrl("#Form:<Stateless_Form>?<Number>=" + input.id1,"popup window");
  1. }
where,
Stateless_Form - The link name of the target stateless form
Number - Deluge name of Number field on the stateless form
id1 - argument to be associated with the ID of the actual form

Now, let's associate id1 as an argument to the Record ID.


The function above would open the stateless form and pass the current Record ID value to the Number field in the stateless form.
Step 4: Create a workflow to preview the uploaded file using the stateless form
Let's create a workflow based on the stateless form to fetch the file related to the Report ID, which is passed as a parameter to the Number field as mentioned below. 

Configure the code below in the On Load workflow of the Preview Data form (stateless form).
  1. Hide <Number>; 
  1. fetch_file = <Form>[ID == input.<Number>].<File>.content;
  1. Input.<Notes_Field> = fetch_file;
where,
Form - the form in which the file exists
Number - Number field in the Stateless form
File - the File Upload field in the Job Application form
Note: We are hiding the Number field using the "hide <field_name>" syntax. It's used to populate IDs for backend validations, which shouldn't be visible when the user accesses the form.

Step 5: Configuring the button with a workflow to close the pop-up window
As we all know, by default, a stateless form would have two button options:

1. Submit
2. Refresh

Since we are not going to perform any form submissions, we can delete that option. Then, we can add a new button and name it "Close." This can be used to close the pop-up window that will open to preview the file.

Create a workflow of the form Stateless > Button Click > Close.
  1. openUrl("#script:window:close,"same window");
Note: This can be used for the file upload field data of a type file. If you like to preview images, you can use Image fields. 
File types that usually contain only text values (for example, .txt, .csv, etc.) will return the content accurately. File types that usually contain images (for example, .pdf, etc.) will return junk values.

We hope this tip was interesting for you. If you have any questions, feel free to ask in the comments below, and we'll be happy to address them soon!







    • Recent Topics

    • Tables improvement ideas / features

      Heya, I've been using Zoho Tables for a few months now and wanted to post some features that I think will be greatly beneficial for the tool: 1. Ability to delete a record in automation or move a record in automation. - Usecase: I move a record from one

    • Audio/video quality issues with Zoho Meeting – Any roadmap for improvement?

      Hi Zoho Team, We’ve been using Zoho Meeting for both internal and external meetings, and unfortunately, the experience has been consistently poor. The video and audio quality are so unreliable that it often renders meetings ineffective—especially with

    • Announcing offline payment modes for event tickets

      Hello everyone,   Collecting ticket payments from prospective attendees can be a tricky part of event planning. While Zoho Backstage has always allowed you to collect payments online as people buy tickets from your event microsite, we have now enabled

    • Zoho Books | Product updates | November 2025

      Hello users, We’ve rolled out new features and enhancements in Zoho Books. From translating email notification templates to the new transaction locking restrictions, explore the updates designed to enhance your bookkeeping experience. Making Tax Digital

    • What is going on with GMail extension.

      Suddenly, it is popping up and saying "Please wait while we work our magic... 10%" and it sits there. Yesterday I waited for an entire hour call and it never got further. Today, it's not resolved. Is there a fix I can do? I've tried all the typical

    • Gmail is ramping up its email sender policy from November 2025

      Hello marketers, As you may be aware, Gmail introduced a guideline for bulk senders starting February 2024. If not, here's a quick refresher straight from Google: After this policy was announced first in 2023 and soft-implemented in February 2024, we

    • Collapsible Sections & Section Navigation Needed

      The flexibility of Zoho CRM has expanded greatly in the last few years, to the point that a leads module is now permissible to contain up to 350 fields. We don't use that many, but we are using 168 fields which are broken apart into 18 different sections.

    • Gmail is ramping up its email sender policy as of November 2025

      Hello marketers, As you may be aware, Gmail introduced a guideline for bulk senders starting February 2024. If not, here's a quick refresher straight from Google: After this policy was announced first in 2023 and soft-implemented in February 2024, we

    • Good news! Calendar in Zoho CRM gets a face lift

      Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activities

    • Deluge Error Code 1002 - "Resource does not exist."

      I am using the following script in a Custom Button on a Sales Return. Basically, the function takes the information in the sales return (plus the arguments that are entered by the user when the button is pushed) and creates a return shipping label via

    • Zoho Analytics Export API

      Hi Team, I’m working on some integration tasks and wanted to confirm if it’s possible to retrieve a Zoho Analytics table as JSON data using a Deluge script. I’ve already stored my custom data from multiple sources and combined it into a single source.

    • Enhance Sign CRM integration

      Hello all, I'm working on a custom Deluge script to enhance the integration between Zoho CRM and Sign by using a writer merge template for additional flexibility. I want to replicate the post-sign document integration that exists between CRM and Sign

    • Items Below Reorder Point Report?

      Is there a way to run a report of Items that are below the Reorder Point? I don't see this as a specific report, nor can I figure out how to customize any of the other stock reports to give me this information. Please tell me I'm missing something s

    • Item images

      Can we get an "On hover" expanded image for items please ?

    • Ability to Create and Manage YouTube Video Chapters in Zoho Social

      Hi Zoho Social Team, How are you? We would like to request an enhancement to Zoho Social that would allow users to create and manage YouTube video chapters directly within the platform. Currently, Zoho Social does not support manually adding chapters

    • What happens to my current site SEO if i opt for zoho creator?

      I have an existing website and I need to use Zoho creators for the rapid creation of my webpage creation. Currently, my IT team is creating the web pages, but I am concerned about the SEO of my current website if I shift to zoho will i loose it all?

    • Automatic Portal invite

      We have numerous customers we move through a blueprint in deals, when they get to a certain point we need to give them portal access, how can this be done through deluge or a workflow?

    • Preview Emails with Merge Fields before sending

      Hello, Are there plans to preview an email with merge fields before sending out? Currently, all you see in the preview are the merge field values, but before I send out the email I want to make sure the merge is working. Also, the saved emails only show

    • User Filter not selecting All Items

      We are encountering 2 issues when using the user filter. When users are trying to search using the filter option, the OK button is grayed out. Users have to unselect or make a change before it filters properly. 2. When filtering and the OK button works,

    • Support Nested JavaScript Variables in PageSense Pop-up Targeting

      Hello Zoho PageSense Team, I hope you're doing well. I’d like to request a feature enhancement for the PageSense pop-up targeting functionality. Current Limitation: Currently, PageSense pop-ups can be triggered using simple JavaScript variables. However,

    • Cannot Invert Axis for Rankings

      Hi there I want to be able to create a ranking graph in Analytics/BI, with 1 at the top of the Y axis, but I am unable to invert the axis. Super simple example in Excel below. Higher rankings need to be higher up on the graph to give the correct visual

    • How to copy value from a single line field into a picklist field within a module's subform?

      Hello there, I have a single line field in a module's subform. I would like the value in the field to automatically update a picklist field within the same subform (both have items with the same names). Is this possible via function? Unfortunately, workflows

    • Committed Stock and To Be Received Stock via API?

      Is it possible to retrieve Committed Stock and/or To Be Received Stock for an Item via the API? I want to use this information for calculating the amount of inventory needed to be purchased.

    • Creating Email template that attaches file uploaded in specific field.

      If there's a way to do this using Zoho CRM's built-in features, then this has eluded me! I'm looking to create a workflow that automatically sends an email upon execution, and that email includes an attachment uploaded in a specific field. Email templates

    • Marketer’s Space - Automate a Personalized Holiday Workflow with Zoho Campaigns

      Hello marketers, Welcome back to another post in Marketer’s Space! From Thanksgiving through Christmas, you have a flurry of opportunities to connect with your audience. In this post, we’ll see how you can plan an entire month-long automated workflow

    • Zoho Inventory Custom Field Update

      Hello All, In this post I am describing how can we Update the Custom Field Value in Zoho Inventory. // Get Org ID orgid = organization.get("organization_id"); // Field Value resvp = ifnull(item.get("purchase_rate"),null); // Record ID iid = item.get("item_id");

    • Sorting columns in Zoho Projects

      Hi, In project management best practice, sorting columns (ascending, descending) is an important tool. Sorting dates to see the order of tasks starting, sorting on priority or even on planned hours is a must for an efficient project control. Currently,

    • Zoho CRM - Calendar Cards View - Let Users Decide What Is Displayed On Calendar Entries

      Imagine planning your week of face-to-face meetings across three counties. You’re trying to group appointments by location to make the best use of your time, but Zoho CRM’s calendar doesn’t show where each meeting is happening. You’re left trying to remember

    • Explore the Redesigned Quotes Module in Zoho Billing

      Dear users, We’re excited to introduce a refreshed look for the Quotes details page in Zoho Billing! This update brings you a more efficient user interface experience without changing your existing workflow. We've enhanced layouts with organized tabs,

    • Updating custom fields in Zoho Projects

      Hi I am wondering if anyone has experience with custom fields in Zoho Projects. I am struggling to update the field using either deluge or the api endpoint. My code is: //custom_Map = map(); custom_Map = {"UDF_DOUBLE_1":"0.27"}; update_Map = map(); update_Map.put("custom_fields",custom_Map.toList());

    • Zoho Inventory - How to pay a supplier up front then receive multiple deliveries

      How do we manage situations where we pay a supplier up front, then the receive the products in increments? Example Workflow: Create Purchase Order > Receive Bill for full amount > Receive Items 2 or more deliveries. Currently, once a Bill is created against

    • 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

    • How can I add or change the active customer in Zoho Projects?

      I'm trying to change the customer in an active Zoho project. Is it possible to add or change the customer?

    • Almacenamiento

      Hola, Quisiera saber como podría hacer para bajar el almacenamiento de 5gb a mis usuarios, en otras palabras los quiero ir limitando de la cuota real, y luego ir agregando poco a poco la cantidad hasta llegar a los 5gb que me dan en el plan free. 

    • What happens when someone clicks 'unsubscribe' in a zoho CRM email

      Hello, As per, i am going round in circles trying to find an answer to these 2 question. I have an email template that has an unsubscribe link in the footer in zoho CRM. First, what happens when someone clicks it - where does the contact get unsubscribed

    • Nimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging

      Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integration

    • Zoho CRM - Scheduled Reports Which Contain Chart

      Hi Zoho CRM Team, I'm requesting that the Report Export and Scheduling feature be enhanced to include a chart, if one has been created on a report. At the moment I have a report which shows Sales This Week by Deal Owner and a pie chart at the top of the

    • Can I add Conditional merge tags on my Templates?

      Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letter

    • Cadences

      I have just started using Cadences for follow-up up email pipeline. Is it just me or do you find the functionality very basic? For example, it will tell me (if I go looking for it) if someone has replied to a follow-up and been unenrolled; but it won't

    • Canvas View in Zoho Recruit

      Is it possible or would it be possible to have the new 'Canvas View' in Zoho Recruit?

    • Next Page