Frequently Asked Questions on Subforms

Hello all!

Welcome back to another post in our Kaizen series.

In this post, we will address the most frequently asked questions about Zoho CRM Subforms from the Zoho CRM Developer Community Forum.

Subforms

Subforms allow users to capture multiple records related to a single record in a structured format. They represent one-to-many relationships, such as listing multiple products associated with a single quote.

1. Can subforms be marked as required?

Yes, subforms can be marked as required.

2. What happens if I mark a subform as required?

When you mark a subform as required, the subform must contain values in at least one row for the record to be saved.

3. Can fields be marked as mandatory in subforms?

Yes, individual fields within a subform can be marked as mandatory.

4. What happens if I add data to a Subform that is not mandatory, but leave the mandatory fields empty?

Your subform will not be saved unless all the mandatory fields are populated. If you have data to add to a subform, you must fill in all mandatory fields in a row you populate.

5. Are subform fields supported in the Blueprint transition?

System-defined subforms(Line Items) in the Inventory modules can be associated with the "During Transition" phase. These subform fields can be found under "Associated Items." To access them, go to During Transition > Add > Associated Items, where you can see the Inventory modules. Note that, by default, the line items will be marked as mandatory.

6. Can I use custom subform fields from the Inventory modules in the "During Transition" phase?

Only system-defined subform fields are supported in the "During Transition" phase. Custom subform fields cannot be used.

7. How many records (rows) can be added to system-defined subforms in Inventory modules such as Quotes, Invoices, Sales Orders, and Purchase Orders?

A maximum of 200 rows can be added to system-defined subforms in the Inventory modules.

8. What happens if I add a custom subform to an inventory module?

By default, inventory modules have a total limit of 200 rows across all subforms in the module, including custom and system-defined subforms. If you add a custom subform with a row limit (e.g., 50 rows), you will need to reduce the row limit for the Line Item subform accordingly (e.g., to 150 rows). If the total limit is not within 200, you will get an error when you try to save the module.

You can update the row limits using the "Maximum row entries allowed" option. To do this, go to Setup > Customization > Modules and Fields > Select the module (e.g., Quotes) > Subform Section > Gear Icon > Edit Properties > Maximum row entries allowed.

9. How many subform rows can be created per subform in modules other than Inventory modules?

A maximum of 100 rows can be created per subform in modules other than Inventory modules.

10. How many columns can a subform support?

A subform can support up to 25 columns, meaning you can add a maximum of 25 fields.

11. How many subforms can be created per module?

The number of subforms that can be created per module depends on the edition:

Enterprise and Zoho One: 2 subforms.
CRM Plus and Ultimate: 5 subforms.

12. Can we create a custom subform in the Professional edition?

System-defined subforms are available in inventory modules like Quotes, Invoices, Sales Orders, and Purchase Orders. However, custom subforms can only be created in the Enterprise edition and above.

13. Can we trigger workflows based on changes to subform fields?

As of September 2024, triggering workflows based on changes to subform fields is yet to be supported.

14. Can we use custom functions to manipulate subforms?

Yes! You can use custom functions to manipulate subforms through the parent record.

15. How do I retrieve subform data in a module using the Search and COQL APIs?

To retrieve subform module data via the Search and COQL APIs, you need to use its corresponding subform module's API name instead of its parent module API name. For more details, refer to our Kaizen post: Kaizen #124 - Manipulating Subform using Zoho CRM APIs.

16. Can subforms be included in reports?

Yes, you can create reports based on subforms present in the module to analyze related data.

17. Can I import subform records when I import records in bulk to Zoho CRM using the Bulk Write API?

Yes, you can insert subform records along with the parent record using the Bulk Write API. For more details, refer to our Kaizen post: Kaizen #131 - Bulk Write for parent-child records using Scala SDK.

We trust that this post meets your needs and is helpful.

Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com

Stay tuned for more insights in our upcoming Kaizen posts!

Previous Kaizen Post: Kaizen #154 - Dynamically Update Picklist Values in Zoho CRM Workflows | Kaizen Series

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