Tip #2: Prefill forms automatically with existing Zoho CRM data

Tip #2: Prefill forms automatically with existing Zoho CRM data

How to automatically prefill a form with existing Zoho CRM data?

Prefilled forms can be useful when you want your prospects to view and confirm their data, and in a wide range of other situations. In Zoho Forms, we prefill the fields with the values from Zoho CRM using the Zoho CRM field.



What is a Zoho CRM field?

A Zoho CRM field acts as a two-way communication channel, by sending data to Zoho CRM from forms and fetching information from CRM into Forms. The field will look up data from your CRM account to prefill the form.

This field accesses the CRM record using a unique key to identify which record you are searching for. The records can be identified by their last name, company, or any other unique field.

Setting up the integration

First you need to add the Zoho CRM field to your form. In the setup configuration, determine the following:
  1. Which field to use to identify the CRM record. For example, the Last Name of the record.
  2. Which details should be prefilled in the form. In the example below, the record's First Name , Email, and Phone are set to be prefilled. 



Notes on using Zoho CRM fields  
  • The Zoho CRM field will not work for embedded forms, or if forms are shared via public link(URL). It can only be used when the form is shared privately (within the organization). 
  • The person updating the data must be a user of both Zoho Form and Zoho CRM and have View/Edit access to records in CRM. 
Send out prefilled forms to your leads/contacts

If you need to share forms with people outside the organization and want the forms to be prefilled with the data from your CRM records, you can send the link to the form as an email in Zoho CRM. This allows a prefilled form to reach the end respondent, with a disabled Zoho CRM field. This keeps the data secure, because the disabled field will not reveal any information from other records.

How prefilling works?

The fields in the form are not populated when the form reaches the respondent. They will need search for a particular CRM record using a unique key, in this example, it is Last Name (as configured above). When the record is found, the mapped values in the Zoho CRM field setup will be autofilled into the form fields.

As shown in the example below, the First Name, Phone and the Email fields are automatically populated with data from the CRM record. The user can further modify the autofilled values, and also fill out the remaining form fields.



Now that you know how to prefill forms, we will discuss how this can be used to update or add data in the upcoming series.



Stay tuned!
Prasana.


If you have any questions or feedback to share, feel free to comment below or drop us an email at   support@zohoforms.com. 


    • Sticky Posts

    • Tip #2: Prefill forms automatically with existing Zoho CRM data

      How to automatically prefill a form with existing Zoho CRM data? Prefilled forms can be useful when you want your prospects to view and confirm their data, and in a wide range of other situations. In Zoho Forms, we prefill the fields with the values from Zoho CRM using the Zoho CRM field. What is a Zoho CRM field? A Zoho CRM field acts as a two-way communication channel, by sending data to Zoho CRM from forms and fetching information from CRM into Forms. The field will look up data from your CRM

    • Tip #10: Automatically add tags to Zoho CRM records using form responses

      You may be using tags to filter records, create reports based on specific tags, or let your sales team to know which clients to give priority to. Don't skip tagging for the crm records added via forms. The tags can be set to be automatically captured during the form submission. How it works When you set up a configuration to push form entries into CRM, you can add a tag to them automatically. The tag value can vary based on the respondent's input (captured using form fields), or you can include a

    • Tip #8: Pass Adwords data (GCLID) and UTM parameters to Zoho CRM using forms

      When you are using forms to capture leads, you may wonder: " How did they find me? Which marketing campaign worked best?"  You can answer this question by capturing the Google Adwords data (GCLID) or the UTM parameter details in your CRM using forms. This can be a great way to gauge the effectiveness of your campaigns and identify the most effective ways to capture leads.  Capturing GCLID parameters How it works If a person finds your form by clicking an ad, a GCLID gets created. When they fill out

    • ZUG (Zoho User Group) In-person Meetups - Maximize Data Efficiency with Zoho Forms & Beyond

      Hello Zoho Community, Join us for our upcoming meetups in ANZ, where we'll dive into seamless data handling and maximizing efficiency through Zoho Forms and beyond. Explore the potential of Zoho Forms customization and integration, from mastering the

    • Tip #9: Modify deal properties in Zoho CRM using form responses

      How to modify deal properties of Zoho CRM records using form responses? Deal properties in Zoho CRM records are constantly modified based on the status of the deal. You can automatically modify deal properties (like the deal closing date, or deal name) and even update the deal stage, using form inputs. This can drastically reduce the work your team would otherwise do to search and change individual record details manually. How it works This works by integrating the form with the Deals module of Zoho

    • Recent Topics

    • your phone line in the uk doesnt work i need help now

      i need to speak with customer service urgently

    • Top Menu Disappeared from Blog Page

      Hi, Our top menu disappeared at Blog Posts page. However, it's still visible any other page on the website. I attached two screenshots, so it can be understood clearly. How can we bring back top menu? Thanks, K.

    • Missing phone numbers

      yesterday I have noticed that most contacts' phone numbers are missing. At first I thought it is a synchronisation problem with my Android phone but as I have found later, numbers are missing on Zoho. I have tried to reimport contacts from a backup but

    • Customise 404 page in Zoho Sites 2.0

      Is it possible to customise the 404 page in Zoho Sites 2? You use to create a new 404 page and that became the default 404 page, but this does not seem to work anymore? Any pointers/suggestions/support appreciated :)

    • [Important announcement] Zoho Writer will mandate DKIM configuration for automation users

      Hi all, Effective Dec. 31, 2024, configuring DKIM for From addresses will be mandatory to send emails via Zoho Writer. DKIM configuration allows recipient email servers to identify your emails as valid and not spam. Emails sent from domains without DKIM

    • Create workflow rules based on notes

      Last modified on 17/04/2023: Creating Workflow rules based on notes is now available for all Zoho CRM users in all DCs. Note that it was an early access feature available only upon request. As of April 13, 2023, it is rolled out for al Zoho CRM accounts.

    • Workflow sync between zoho books and zoho inventory

      Hello, While the custom fields, validation rules and even custom buttons are sync'd between zoho books and zoho inventory, the workflow rules do not. Not sure if this is an intentional purpose of zoho team for some good reason or if it's in the development

    • Item sales account via api

      Hey everyone, I’m making an invoice using the create invoice endpoint on the api. Is it possible to set a sales account in the line_items attributes?

    • Zoho Please change your ways

      I started using Your new Zoho bookings in earnest 3 days ago. What a mistake.  Once again, everything is backwards and upside down.  I had to spend 5 hours testing how the thing works in order for me to understand how to acutally use it.  When i started using google calendar years ago.  it took seconds to figure out how it works. Why is that. bc they put everything in places where it makes sense.  Today, I needed to add an appointment as well as a time off.  Stupid me i added the time off first,

    • Make a ticket visible in the Community

      Hi there, It is possible to have a conversation with a customer via a ticket and eventually the proposed solution isn't possible yet. Therefore you want to add it as an idea in the Community, available and open to everyone that is in the community, so

    • Zoho email folders gone

      Hi, All my email folders are gone, i cant found any email, except sent. Also before folder rulesas was changed and i didnt fixed them, could you please check it?

    • Pause/Resume Subscrtiption API

      I don't see the option to Pause/Resume a subscription using the API, is it in the pipeline?

    • Update Department on Ticket (with applied Blueprint)

      Hello, Is it possible to update the Department of a ticket which is dictated by a blueprint, e.g. I would like to change departments at different states in the Blueprint. I do not see this is an option in workflow rules or blueprint transition actions,

    • ERROR_CODE :554, ERROR_CODE :rejected due to spam

      Please verify bounce message: This message was created automatically by mail delivery software. A message that you sent could not be delivered to one or more of its recipients. This is a permanent error. xxx@thalesesec.com Error, ERROR_CODE :554, ERROR_CODE

    • Can't verify domain with AWS Route53

      I have a domain successfully transferred to AWS Route53 from NameCheap. When I try to CNAME or TXT Records as suggested, they are added in AWS console however zohomail does not verify them. For the TXT record zohomail says the value is wrong, whereas

    • Sent emails not going and showing "Processing"

      Hello Team, Could you please assist with sent emails showing "processing" and not actually going through? Many thanks and regards, Cycology

    • LinkedIn verification link and otp not receiving

      For the last 2 to 3 weeks I'm trying to verify my LinkedIn account to access my company's LinkedIn page, Linkedin is sending verification links and codes to this email address but I have not received any codes or links. Please help me here. Looking forward

    • send file to ftp or another external service

      i'v created a zoho creator application for take a picture and rename it by phone. Now i need to send Each renamed pictures to my ftp or to specific folder on google drive...then, delete it from creator. (every picture recived it will processed by another program and stored on my Erp) HOW CAN I DO ??

    • Mass pdfs into OCR field

      I am working on a Creator app that my org will use internally. Is there any way to mass upload pfs through a form with an OCR file upload field? Is Creator capable of this, or would I need to use Catalyst?

    • How to upload a file to form file upload field from deluge script.

      Hi guys, I need to store API response into Form File upload field . I'm not getting any errors but PDF file is not assigned to file upload field. You can check possibilities using below details: Method: POST URL: https://v2.convertapi.com/convert/web/to/pdf?Secret=<<SecretKey>>&Token=<<APIKey>>&Url=https://www.google.com You need to generate secretKey and APIKey by Login to https://www.convertapi.com/a/su Response: { "ConversionCost": 4, "Files": { "FileName": "www_google_com.pdf", "FileSize": 68342,

    • Export view via deluge.

      Hi, Is it possible to export a view (as a spreadsheet) via deluge? I would like to be able to export a view as a spreadsheet when a user clicks a button. Thanks     

    • Subform Time field showing as null in script.

      Good Afternoon everyone. I am trying to take the information from my subform and populate it into a multiline field in the CRM. The code below works with no errors. The problem is, it shows that the Open and Close (Time fields) are null. But they are

    • Is there a way to sort report on record template by a specific field like date field

      Hi, Is it possible to sort the report on the record template by the date field and not the default Added Time. Please check the example bellow: The records are sorting by the added time I wand to change that by the date field,

    • Shared subfolders

      Am I right in thinking that there is no Zoho email application that allows me to create a shared inbox and then add additional folders/subfolders under that inbox? If so, this is really quite incredible and probably a deal breaker for us to start using

    • Update Multi select field values to another form table as individual record

      Hi, I am new to coding and do basics within deluge. I need help with the deluge script to meet the following requirement. Form Student Attendance The fields are : Attendance Date Course (Lookup to Course Form) Class (Lookup to Class Form) Students (Multi

    • Shared Mailbox - Mark as read for all users

      Hi all, Maybe someone can help me out. At the moment we have a shared mailbox without streams. When a users reads an mail or marks it as read other users will not see this. How can we resolve this? We now archive the mails when read and followed up. However

    • Allocate emails to user in a shared mailbox

      Hi, This might be obvious, but I cannot find the answer. I have 3 shared mailboxes so any team member can see the emails. Is there a way of allocating a specific email to a user so that it is their responsibility to deal with it? Thanks in advance.

    • How to view shared mailbox in Outlook

      How to view shared mailbox in Outlook or in another software

    • Customising the approval email

      Is there anyway to customise the Approval email or to add further fields as the default looks so basic and unlike any of the other email notifications from Desk. My users just thought it was spam.

    • Pushing GCLID info from Gravity Forms to ZohoCRM

      We are switching to Gravity Forms from Zoho Forms and I cannot find any good info on how to make sure my GCLID tracking info is pushed through to the CRM through my new forms. There was an article in the documentation about placing something within the

    • Issue Configuring SSO Integration with Cognito in Zoho Help Center

      Dear Zoho Support Team, We have been working on configuring SSO integration for our Zoho Help Center using Amazon Cognito. While the setup appears to be completed successfully, we are encountering an issue when attempting to access the Help Center. The

    • Need manual aggregate column pathing help

      See linked video here: https://workdrive.zohoexternal.com/external/a5bef0f0889c18a02f722e59399979c604ce0660a1caf50b5fdc61d92166b3e7

    • Merging contacts does fail because of help center membership

      I'm trying to merge two contact records (they are the same contact) where one of them is a member on the help center. The system warns me about this situation and then I de-activate this contact as an "End User" for the help center. Right now the system

    • Duplicate Contacts - how to get merge or delete

      I have noticed that our list of contacts in Zoho Desk duplicates contacts periodically.  I have yet to identify when or why.  How do I merge or delete them?  I see there is a "Deduplicate" but I am unable to find anything that explains this feature.

    • "Mark as Spam" not working as expected

      Dear support, in the below scenario, clicking on "Mark as spam" identifies only the first of the checked emails as spam, removes that email from the visible list and leaves the rest of the list still visible & unchecked. I've tried check-marking them

    • Massive price increase for user licenses of Zoho Portal

      This actually a complaint about this announcement: https://help.zoho.com/portal/en/community/topic/free-user-licenses-across-all-portal-user-types You present this as an enhancement. And, yes, while reading the main part, I'd agree that (for smaller companies),

    • Calendar - "super compact" week view

      every time i go to my calendar i have to re-engage the "super-compact view" for the week view...is there a way to make "super-compact" a default view so I dont have to keep on setting it manually?

    • Calendar - "pop up" locations

      One of the attractive features of google calendar and outlook calendar is that locations for events will start to automatically populate the location drop down menu as you type. Adding this feature to zoho calendar would be the final feature i need.

    • Using Zia in Zoho Sheet data to research the internet and return answer to a cell in Zoho Sheet

      I'm trying to see if Zia (connected with OpenAI key) can take data parameters stored in a Zoho Sheet to conduct research out on the internet then return an answer into the same Sheet. I'm trying to do the equivalent of using something like the =AI() function

    • [Free Webinar] Learning Table Series - Creator for the Education Industry

      Hello Everyone! We're thrilled to invite you to the Learning Table Series—a year-long initiative to demonstrate how Zoho Creator can transform industries with innovative and automated solutions. Each month focuses on a specific industry, and this time,

    • Next Page