Tip #5: Create or update Zoho CRM records using a single form

Tip #5: Create or update Zoho CRM records using a single form

How to create or update Zoho CRM records through a single form using the Upsert option?

In the past, inserting or updating a record using form entries required two different actions.

Sometimes, an existing record in Zoho CRM can be duplicated when the same information is again added as a new entry from the form. The solution in this situation is to use the newer values entered in the form to update the existing CRM record, rather than creating a new record (duplicate record) with the updated values. 



How it works
You will need to enable the Upsert Record option when you set up the configuration to add form entries as new CRM records. If this option is enabled, when a form is submitted, the system checks if the record already exists: 
  • If yes, the existing CRM values are updated with the newer form entries.
  • If no, a new record is created in Zoho CRM.

How to configure
Finish your integration setup to add the form entries as new records in a Zoho CRM module. Before configuring the integration, enable the Upsert Record option.

Now, you can choose which value to use to check whether the record already exists, e.g. Email, Phone number. Note that only the fields marked as "Allow no duplicates" in Zoho CRM will be displayed under Upsert Options.

In the example below, when a form entry is submitted, the system checks whether the record already exists by checking the value in the specified Order. According to this, the system first checks if the Email  entered in the form exists in Zoho CRM. If not, it then looks for the Secondary Email and if still does not find a match, it finally checks for Phone Number.




If none of these three fields match, then a new record is created as per the integration for the specific module the integration is set up for. 

Over to you
How do you think this is will be useful for your business? Comment below. That's not all! For more discussion on the different workflows in Zoho Forms that can help you work more efficiently with Zoho CRM, check out our upcoming series.






    • Sticky Posts

    • 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 #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 #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

    Nederlandse Hulpbronnen


      • Recent Topics

      • Growth You can Count On: Zoho Billing's 2025 Journey

        As we wrap up 2025, we’re reflecting on a year rooted in steady progress and meaningful growth for Zoho Billing. Every enhancement we have introduced was built to support scalable and reliable billing growth for your business. From launching the Enterprise

      • Automating Employee Birthday Notifications in Zoho Cliq

        Have you ever missed a birthday and felt like the office Grinch? Fear not, the Cliq Developer Platform has got your back! With Zoho Cliq's Schedulers, you can be the office party-cipant who never forgets a single cake, balloon, or awkward rendition of

      • Need help with creating workflow with Bigin and Clickup

        Can you please help me with this? I am trying to create a workflow in Zoho Flow wherein a bigin Pipeline deal moves to Decision Closing, it will create a task and subtasks in Clickup, under the condition/filter that the Deal name contains the word Social

      • [Webinar] Automate generation of wills, trusts, POAs, and other estate planning documents with Zoho Writer

        Managing the lifecycle of the estate planning documents such as wills, trusts, and POAs, from client intake to final storage, can be complex and time-consuming. Join our live webinar to learn how Zoho Writer transforms this process by automating document

      • Create / Update Rule in TeamInbox when record is updated in ZohoCRM using flow?

        I'm currently evaluating options and trying to work out if the possible scenario is possible; If a record in ZohoCRM is updated, take 2 of the fields from that - lets call them 'OrderRef' and 'OrderTo'. Using flow, if a record is added or updated, add

      • Plans to allow more columns of monitoring, and monitoring not only your own channels?

        Are their any plans to allow more columns of monitoring, and monitoring not only your own channels? Here's why - I'm sure I'm not alone in that we sell other brands products, so not only am I interested in my own brand social channels, but also the social

      • Unwrapping the best practices for the Zoho Desk mobile app: Part 1

        In focus: Empowering the field and frontline customer support representatives Imagine having to carry your computer everywhere to respond to customers, handle escalations, and update your process. This series presents you with efficient tips to handle

      • dealing with post dated cheques

        Hi, can you help me please the best way to deal with this We sell an item of three months duration that is paid for with post dated cheques in monthly stages example - item is sold £3000 Cheque 1 is for £1000 due at time of sale (say Sept) cheque 2 is dated 25th of next month (Oct) cheque 3 is dated 25th of next month +1 (Nov) Now, with invoice number one it's simple - i send a standard invoice as usual But with the other two here's what i want zoho to do next month i want it to send an invoice on

      • Is there a way to sell in a practical method multiple subscriptions of the same product? i.e. domain names

        In evaluating Zoho Billing, a hurdle to adopting it is that Zoho Billing does not seem designed to support businesses that sell multiple subscriptions of the same product. In our case, we need to sell and manage several domain names per client. Am I right

      • Paid Support Plans with Automated Billing

        We (like many others, I'm sure) are designing or have paid support plans. Our design involves a given number of support hours in each plan. Here are my questions: 1) Are there any plans to add time-based plans in the Zoho Desk Support Plans feature? The

      • Bug Report: "Name A-Z" sorting fails when Note titles start with an Emoji

        Hello, I recently migrated from Evernote (~2600 notes across 23 notebooks). I use emojis at the start of my note titles for visual organization. The Issue: When I set the view to Sort by: Name (A to Z), the sorting logic breaks for any note starting with

      • Copy & Paste not working

        I could create and save 10 new documents but when I go to copy and paste content (just text) into them, only 1 of 10 would save the content. It would appear to save the content but when I go back into the documents, they are empty.

      • editing/applying online payments

        We have customers who pay part or all of an invoice and then cancel their service and want the payment as a credit to future work. It would be ideal if we could make it an excess payment and then void the invoice. I can't make it an excess payment because

      • Contacts per department

        Hello, Is it possible to limit Contacts to a Department? Thanks

      • This site can’t be reached mail.zoho.com took too long to respond

        In my office at any system, we couldnt able to login zoho email. it shows " This site can’t be reached mail.zoho.com took too long to respond". please fix it soon.

      • Can send email from zoho mail, but can't receive any.

        Hi, My domain is sattvameditationresort.com. I've updated MX records with those of Zoho. But i can't send any mails to this email id from gmail. I have checked the MX status with MXTOOLS, its showing the correct entry either. The error is as shown below:

      • My domain did not activate

        Hi, my domain (apsaindustrial.com.ar) did not activate, and the phone verification message never arrived. Please would you solve this problem? Thanks.

      • Host not found?

        Howdy! So i'm trying to add my custom domain for with the mail server. I have 100% control of my DNS and have tried every single option (TXT, CNAME, and even HTML) multiple times, ensuring i did it properly, to no luck. I get the same error message every

      • Emails are going to notification folder and not in inbox

        emails are going to notification folder and not into inbox

      • 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.

      • Report on opportunities showing only the last note added.

        Hi I need to create a report that shows the most recent note added to each opportunity. This is so management can see what the latest update is according to the assigned salesperson. One workaround is to use the status field but this implies added manual work and mistakes as the salesperson would have to copy the existing status to a note before adding the latest status... otherwise the activity history would be lost. My current workaround is a report on Notes with Opportunities as the related module.

      • Please add Zelle as an online payment option

        Hello, I would like to request Zelle be added to the online payment service providers for Zoho Invoice. Considering how ubiquitous Zelle has become as a way to pay people via the major banking institutions, I feel like many freelancers would benefit from

      • This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details

        Hello, Just signed up to ZOHO on a friend's recommendation. Got the TXT part (verified my domain), but whenever I try to add ANY user, I get the error: This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details I have emailed as well and writing here as well because when I searched, I saw many people faced the same issue and instead of email, they got a faster response here. My domain is: raisingreaderspk . com Hope this can be resolved.  Thank you

      • Getting Project Template List using the REST API

        I am trying to confirm that I can use the REST API to create a project using a project template. The API documentation indicates this is possible by providing the Template ID, but it is not clear at all how to get a list of available Project Templates

      • How to display the CONTACT ID in the Contact page

        Hi, I've seen this conversation below and it is exactly the same question I'm raising now, but unfortunately the last message is not solved https://help.zoho.com/portal/community/topic/show-contact-id-while-editing-contact-form I need to show the ContactId and I don't know how to do this. The last message included in the conversaton shows the way but not it is not completed. "I am sorry by default we do not have the option to show the record ID for the contacts in the field in a record. When you

      • How to change margins in templates

        Hi, I'm new to Zoho Campaigns, and am trying to figure out how to adjust the margins within an email template.  The default margins make the text go all the way to the edges of the page.  Please advise.

      • Create Canvas list view templates from images powered by Zia

        Currently available for all paid editions of Zoho CRM in the US, EU, IN, JP & CN DCs. Designing a personalized CRM interface just got even easier. In today’s fast-evolving digital landscape, AI is transforming the way we work by automating complex tasks

      • Painfully Slow Zoho mail

        Since yesterday Zoho Mail seems to have starting functioning very slowly and having a few bugs. It's slow to open mails, slow to send, slow to change between email accounts. Sometimes clicking on a particular folder (eg Sent folder) stops working and

      • "Wrong password or login" Problem to configure Zoho on MAIL App on my Macbook

        Hi, I'm having problems to configure my e-mail on my MAIL App(Macbook pro). My e-mail is hari@trespontoum.net Actually was working perfectly, and still working on my Iphone. My MAIL App prompt me that my login or password is wrong. I tried to change 3

      • "User already exist in your org"

        Hello, I've just read a discussion about this issue, which didn't solve my problem. I'm trying to add the following emails: sales@kiss-my-boutique.co.uk returns@kiss-my-boutique.co.uk orders@kiss-my-boutique.co.uk I'm getting an error message each time I try and add them. None of them are primary or secondary emails and none of them have been created as users before. I know this as when I try and login and do 'forgot my password' all I get is an error message saying 'user invalid'. Please advise.

      • Operation Not Permitted

        Hi, I have problem in adding user after verifying the domain but it seems like error appeared which is "operation not permitted". For your information, I had delete other domain before did it.

      • Email forwarding setup fails

        I'm trying to set up email forwarding from my Zoho email to my gmail address. I followed the directions to set up email forwarding here: https://www.zoho.com/mail/help/email-forwarding.html. I did only steps 1-6. After doing this, rather than setting

      • Passing the CRM

        Hi, I am hoping someone can help. I have a zoho form that has a CRM lookup field. I was hoping to send this to my publicly to clients via a text message and the form then attaches the signed form back to the custom module. This work absolutely fine when

      • Shopify store email issues- Not getting emails

        Hi We have migrated from Microsoft outlook to Zoho back in March, we have a shopify store, the domain is hosted on namesilo, not shopify, I have seen some people here complaining about not getting emails from customers who fill out the contact form on

      • How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.

        How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.

      • Invoice Discount Account

        Is there a way to change the account used for Discounts applied to an invoice? The current Discount account (ZB native account) type is an "Income" type. I would like to change it to "Other Income", but that is not possible, I am assuming because it contains

      • Need Inactive accounts to be visible in Reports in Zoho Books

        I N=need Inactive accounts to be visible in Reports in Zoho Books to do recons of the accounts but when i see the same they are not visible in the Accountant - Account Transactions report

      • API Support for Creating Invoices with Batch-Tracked Items

        Hi Zoho Community, I am working on an integration where we create invoices in ERPNext and push them to Zoho Books. I need to send batch-tracked items (batch numbers) when creating invoices. I could not find any reference in the Zoho Books API documentation.

      • javax.mail.authenticationfailedexception 535 authentication failed

        Hi, I am facing 535 authentication failed error when trying to send email from zoho desktop as well as in webmail. Can you suggest to fix this issue,. Regards, Rekha

      • Phantom Opening Balance

        While experimenting w/ creating a composite item, Zoho added funds to Petty Cash and added Bank Account equal to previous day's balance. I'm unable to undo the adding of funds. Attaching screenshots of both bank account and petty cash transactions.

      • Next Page