Cannot Access Subform Display Order in Deluge

Cannot Access Subform Display Order in Deluge

As highlighted in this community post, we still have to deal with the significant limitation of not being able to access the user-sorted order of subform rows through Deluge. This creates a major disconnect between the UI capabilities and backend automation, and I'm hoping the Zoho team can address this in a future update.

The Issue
Zoho Creator now offers two distinct subform sorting methods:
  • Drag and drop: Manual, user-controlled sorting where users reorder rows by dragging them into their preferred sequence. The sort order is arbitrary and based on user preference, not field values.
  • By predefined column: Automatic, system-controlled sorting based on a specified column that happens whenever the record is created or updated. The sort order is predictable and based on field values.
However, these sorted orders are completely invisible to Deluge scripts. When you iterate through subform rows using for each loops, you get the records in their original creation order—regardless of whether the subform uses drag-and-drop sorting or automatic column-based sorting.

The Problem
Regardless of which sorting method is configured, the display order is trapped in the UI layer—Deluge has no way to access it.
Sorting Method What User Sees What Deluge Sees Result
Drag and Drop
User drags Row 5 to position 1		 Row 5 appears at the top of the subform Row 5 is still in position 5 (creation order) ✗ Custom order completely ignored
Predefined Column
Subform set to sort by "Priority" (High to Low)		 Rows automatically displayed in priority order after save Original creation order (Row 1, Row 2, Row 3...) ✗ Automatic sorting not reflected
Either Method
User clicks "Generate Report" button		 Expects report to match displayed order Report generated in creation order ✗ Output doesn't match user's view
Current Limitations
Regardless of which sorting method is enabled, you cannot:
  • Loop through subform rows in the display order (whether drag-and-drop or predefined column)
  • Access any "sort order" or "display position" field
  • Determine which column is used for automatic sorting
  • Detect if drag-and-drop sorting is enabled
  • Update a field (like "Sequence Number") to reflect the sorted order
  • Generate custom reports in Pages or Deluge that respect the subform's display order
Important Note: Record Templates do preserve the re-sorted order when generating PDFs or documents. This means basic reporting through record templates works correctly. However, for any advanced reporting—such as custom HTML in Deluge, Pages, or programmatic data processing—the sorted order is completely inaccessible, making it impossible to replicate what record templates can do.
Example: The Disconnect
Here's a real-world scenario that demonstrates the problem: 
// SCENARIO: Task subform is configured to sort by "Priority" column (High to Low)
// This is automatic sorting - happens when record is created/updated
// User clicks a button to "Generate Prioritized Task List"

// What the developer writes:
for each task in input.Task_Subform
{
    task_list = task_list + task.Task_Name + "\n";
}

// EXPECTED OUTPUT (what user sees on screen after save):
// 1. Fix critical bug (High)
// 2. Review code (High)  
// 3. Update documentation (Medium)
// 4. Refactor old code (Low)

// ACTUAL OUTPUT (what Deluge produces):
// 1. Update documentation (Medium)     ← Created first
// 2. Fix critical bug (High)           ← Created second  
// 3. Refactor old code (Low)           ← Created third
// 4. Review code (High)                ← Created fourth

// Result: User confusion and loss of trust in the system
// Note: The same problem occurs with drag-and-drop sorting!
Impact: The generated output doesn't match what the user sees on screen, creating confusion and undermining user confidence. This affects both automatic sorting (by predefined column) and manual sorting (drag-and-drop).
Attempted Workarounds (All Inadequate)
Workaround Approach Implementation Problems Status
Manual Sequence Field Add a "Sequence" number field that users manually update - Requires users to manually type numbers
- Defeats purpose of drag-and-drop sorting
- Doesn't work with predefined column sorting
- Prone to errors and gaps
- Poor user experience 		✗ Not viable for real-world use
Sort in Deluge Instead Use Deluge's .sort() function on subform collection - Only works if you know the predefined sort column
- Cannot replicate custom drag-and-drop order at all
- Assumes single-column sorting
- Doesn't help if user needs multi-column sort
- Still a workaround for what should be automatic 		⚠ Partial solution for predefined column only
JavaScript Widget Build custom UI using JavaScript Widget instead of native form - Requires abandoning native form entirely
- Must rebuild entire subform interface from scratch
- Significant development and maintenance overhead
- Loses all native form features and functionality
- Defeats the purpose of using Creator's built-in forms 		✗ Not viable - abandons native functionality
What Should Happen Instead
Proposed Solution 1: Display Order Field Add a system-generated field that reflects the current display order: 
for each task in input.Task_Subform.sortBy("display_order")
{
    // Process tasks in the order the user sees them
    info task.Task_Name;
}
Proposed Solution 2: Sort State Information Provide access to the current sort configuration and type: 
sort_info = input.Task_Subform.getSortState();
// Returns: 
// {"type": "predefined_column", "column": "Priority", "direction": "desc"}
// or {"type": "drag_and_drop"}

if(sort_info.get("type") == "drag_and_drop")
{
    // Drag-and-drop enabled, access via display_order
    sorted_tasks = input.Task_Subform.sortBy("display_order");
}
else if(sort_info.get("type") == "predefined_column")
{
    // Predefined column sorting, replicate that sort
    sorted_tasks = input.Task_Subform.sortBy(sort_info.get("column"), sort_info.get("direction"));
}
else
{
    // No sorting configured, use creation order
    sorted_tasks = input.Task_Subform;
}
Proposed Solution 3: Built-in Sort Preservation Automatically update a hidden "display_sequence" field whenever the display order changes (whether through predefined column sorting or drag-and-drop), making it accessible to Deluge: 
// System automatically maintains display_sequence field for both sorting methods
for each task in input.Task_Subform.sortBy("display_sequence")
{
    // Always iterates in display order
    // Works regardless of sorting method (predefined column or drag-and-drop)
    info task.Task_Name;
}
Any of these solutions would bridge the gap between UI capabilities and backend automation for both sorting methods.
Real-World Impact
This limitation affects critical business processes:
  • Project Management (Predefined Column): Subform automatically sorts tasks by priority, but automated status reports generate in creation order, not priority order
  • Meeting Agendas (Drag and Drop): Users arrange agenda items manually via drag-and-drop, but generated PDF shows items in original entry order
  • Invoice Line Items (Drag and Drop): Users reorder line items for presentation purposes, but printed invoices ignore the arrangement
  • Course Curriculum (Predefined Column or Drag and Drop): Instructors order lessons logically (either by lesson number or manual arrangement), but student-facing materials display in database order
  • Checklist Applications (Predefined Column): Subform automatically sorts by due date or priority, but automated reminders follow original creation order
  • Product Catalogs (Drag and Drop): Users arrange products by preference or featured status, but exports and integrations ignore the curation

User Experience Impact: Whether using predefined column sorting (automatic) or drag-and-drop sorting (manual), when users see data in a particular order on screen and the system's automation ignores it, it creates frustration and erodes trust. Users expect that if they can see data in a certain order, the system should be able to work with it in that order.

Request to Zoho Team

Can this be addressed in a future update?

This is a fundamental disconnect between what users see in the UI and what developers can access in code. Both sorting methods (predefined column and drag-and-drop) suffer from this limitation. The current implementation forces developers to choose between:

1. Disable Sorting
Remove sorting capabilities (both predefined column and drag-and-drop) to avoid user confusion when automation doesn't respect display order 		2. Accept Mismatch
Allow users to sort but acknowledge that automation will produce unexpected results

Neither option is acceptable for professional applications.

Community Input Requested: Has anyone else encountered this limitation or found a reliable workaround? This affects any application where subform ordering matters to end users.


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