Kaizen #180: Automating Data Transfer from Zoho Sheets to Zoho CRM Subforms

Kaizen #180: Automating Data Transfer from Zoho Sheets to Zoho CRM Subforms



Hello everyone!
Welcome back to another exciting Kaizen post! This time, we will discuss the solution for a use case—leveraging Client Scripts and Functions to get the job done efficiently by integrating with Zoho Sheets.

In this kaizen post,


  1. Handling Manual Entries of Data in Subforms
  2. Scenario 
  3. Solution
  4. Add a button in Create Page(Canvas)
  5. Create a Function to fetch data from Sheet
  6. Create a Client Script to get Sheet Details, fetch and populate data
  7. Summary
  8. Related links


1. Handling Manual Entries of Data in Subforms

Manually entering data into Zoho CRM subforms is simple and straightforward when dealing with a few rows. However, repeatedly copying a large set of rows from a Sheet to a Subform can be challenging. Manually mapping lookup fields and adding parent IDs is not only time-consuming but also prone to errors, leading to inefficiencies in data entry. Automating this process can greatly improve efficiency, saving both time and effort.
Here’s how you can seamlessly fetch data from Zoho Sheets and populate Zoho CRM subforms—including lookup fields—using Client Scripts and Functions.

2. Requirement

Zylker manufactures medical instruments, and its sales representatives manage bulk orders from distributors and hospitals. Product details are typically provided in a sheet, which the sales reps must manually enter into the subform on the Order Creation Page. However, creating numerous entries is tedious, time-consuming, and prone to errors. To streamline the process, a "Populate from Sheet" button is embedded in the Order module of Create Page(Canavas). When clicked, it should
  • Display a pop-up asking to enter the Sheet ID.
  • Fetch order details (product names, quantities, and prices) from a specific Zoho Sheet.
  • Fetch the id of the Product name from the Products module and populate the lookup field "Product".
  • Populate other data into the Product list Subform inside Zoho CRM.

3. Solution 

To accomplish this requirement with a button click, you need to use a Canvas Page and add a button to it. (Currently, Client Scripts do not support Custom Buttons on the Create Page(Standard). When clicked, the Client Script should be triggered, it should retrieve the Sheet ID from the user, invoke a function to read the data, and populate the content into the Subform.

So you need to follow the following steps.
  • Add a button in Create Page(Canvas)
  • Create a Function to fetch data from Sheet
  • Create a Client Script.

a. Add a button in Create Page(Canvas)
  • Go to Settings > Canvas > Form View tab. Click the three dots next to the Canvas Order Create Page and click edit.


  • Right click on the button and add the Element ID for the new button and click Save.



b. Create a Function to fetch data from Sheet
  • Go to Setup > Developer Hub > Functions.
  • In the Functions page, click + Create New Function.
  • Choose the category as Button.
  • Click Create.
  • In the Create Function page, enter a name and description for your function.
  • Write your function code. The below function is used to integrate CRM with Zoho Sheets and reads the content of the Sheet using zoho.sheet.getRecords(sheetid ,tab name)
  1. SheetData = zoho.sheet.getRecords(sheetid,"Sheet1");
  2. d = list();
  3. for each  record in SheetData.get("records")
  4. {
  5. d.add(record);
  6. }
  7. info d;
  8. return d.toString();

  • Click Edit Argument next to the function's namespace and define the parameter "Sheetid" and click Save.
  • Click the three dots next to the Function name and select REST API.
  • Enable the OAuth2 for the Function csvRead as shown below.




    c. Create a Client Script

  • Go to Setup > Developer Hub > Client Script. Click +New Script.
  • Specify the details to create a script and click Next.
  • Enter the following script and click Save.

  1. var a = ZDK.Page.getField("Product_list").getValue();
  2. var casesheetid = ZDK.Client.getInput([{ type: 'text', label: 'Enter the Sheet ID' }], 'Sheet details', 'OK', 'Cancel');
  3.     console.log("casesheetid " + casesheetid);
  4. if (casesheetid == null) {
  5.         ZDK.Client.showAlert("Enter the *Case Sheet ID - Import* to import data");
  6.     }
  7.     let csvdata = []; // list to store csv data
  8.     let imported_list = [
  9.         {
  10.         "Product_Name": {
  11.         "id": "",
  12.         "name": ""
  13.         },
  14.         "Quantity":"",
  15.         "Unit_Price": "",
  16.         "Amount": ""
  17.         }
  18.     ]
  19.     try {

  20.      ZDK.Client.showLoader({type: 'page', template:'vertical-bar', message: 'Loading ...'});
  21.         resp = ZDK.Apps.CRM.Functions.execute("getData", casesheetid); // invoke function that extracts data from Sheet
  22.     }
  23.     catch {
  24.         ZDK.Client.showAlert("Unexpected error occured" + resp);
  25.     }
  26.     var k = resp._details.userMessage;
  27.     k = "[" + k + "]";
  28.     let jsonArray = JSON.parse(k);//Convert to a valid JSON array format
  29.     jsonArray.forEach((pr, i) => {
  30.         csvdata.push(pr);
  31.     });

  32.     if (csvdata.length) {
  33.         log("csvdata length" + csvdata.length);
  34.         csvdata.forEach(row => {
  35.             log("Product_Name" + row.Product_Name);
  36.             log("Case Version" + row.Version);
  37.             log("Case " + row.Case);
  38.             imported_list.push({ Product_Name: { id: "", name: row.Product }, Quantity: row.Quantity, Unit_Price: row.Unit_Price, Amount: row.Amount});
  39.         });
  40.     }
  41.     imported_list.shift(); // remove the dummy row
  42.     imported_list.forEach((row, i) => {
  43.         apiResponse = ZDK.Apps.CRM.Products.searchByCriteria(`(Product_Name:equals:${row.Product_Name.name})`);
  44.  if (apiResponse.length == 0) {
  45.             // If there is no matching record, ask user if a new record has to be created or not.
  46.             var count = i + 1;
  47.             ZDK.Client.showAlert("*S.No* " + count + " - '" + row.Product_Name.name + "'" + " is an *invalid Product Name*", "Invalid Product Name", "Okay");
  48.         }
  49.         apiResponse.forEach((rec) => {
  50.             if (!(rec.id == null)) {
  51.                 row.Product_Name.id = rec.id;
  52.             }
  53.         });
  54.     });
  55. ZDK.Page.getField('Product_list').setValue(imported_list);
  56. ZDK.Client.hideLoader();


  • In this code, several ZDKs are used for various purposes. Click on the ZDK hyperlinks to learn more.

  1. User Input: The code uses ZDK.Client.getInput() to fetch a "Sheet ID" from the user. This input is crucial for further operations.
  2. Input Validation: If the user cancels or doesn't enter a sheet ID, the code checks for null and prompts the user to enter the ID using ZDK.Client.showAlert().
  3. Function Invocation: The code invokes a CRM function named getData using ZDK.Apps.CRM.Functions.execute(), passing the sheet ID as a parameter. 
  4. Loader Display: To indicate that a process is running, a loader is displayed using ZDK.Client.showLoader(). 
  5. Data Parsing and Transformation: The response from the function "resp" is parsed into a JSON array format. This involves converting the response into a string and then parsing it into a JSON object. The processed data is transformed into a format suitable for populating a CRM field. This involves creating a new list (imported_list) and pushing the transformed data into it.
  6. Subform Population: Finally, the transformed data is used to populate the Subform named Product_list using ZDK.Page.getField().setValue(). After completing the process, the loader is hidden using ZDK.Client.hideLoader().
  • Here is how the Client Script works.


  • Here, using Client Script, you can instantly add all products from the Sheet with a single click and populate the lookup field without specifying ID for the lookup field "Product".

4. Summary

In this post, we have discussed,
  • How to get input from the user and pass the input while invoking a Function
  • How to Invoke a Function
  • How to import data from Sheets to Zoho CRM Subform
  • How to use Search Records API to fetch the ID of a field.


    Nederlandse Hulpbronnen


      • Recent Topics

      • Page Layout- Horizontal Rule

        When editing the layout of, for instance, the Potentials page, is there a way to insert a horizontal rule or white space in between fields?  I'd like to keep a group of fields in the same Section, but would like to create some seperation in order to further group together certain fields within the Section.  If this is not possible, does anybody have any other suggestions on how to create this same effect?   Thank you!
      • Zoho Books will discontinue support for older browser versions soon

        Hello users, Starting from May 15, 2024, Zoho Books will no longer support the following browser versions: Browsers Version Restrictions Firefox Browser Versions older than 100 Google Chrome Versions older than 100 Microsoft Edge Versions older than 100
      • Zoho Projects - Q3 Updates | 2025

        Zoho Projects - Q3 Updates | 2025 Hello Users, The final quarter of the year 2025 has begun, and we at Zoho Projects are all set with a plan. New targets to achieve and new milestones to reach, influenced by the lasting imprint of the past quarter. 2025's
      • Feature request - pin or flag note

        Hi, It would be great if you could either pin or flag one or more notes so that they remain visible when there are a bunch of notes and some get hidden in the list. Sometimes you are looking for a particular name that gets lost in a bunch of less important
      • Zoho Sheet - Printing - Page Breaks and Printing Customization

        I think the title is descriptive enough in that I cannot find help documentation on a simple task of adding in page brakes for separating pages on print. Thanks
      • Tables for Europe Datacenter customers?

        It's been over a year now for the launch of Zoho Tables - and still not available für EU DC customers. When will it be available?
      • Issue with Trident exe file

        Hello Team, Exe Setup file It's showing harmful for user pc please check and do needful. this message for developer team. Thanks Bhargav Purohit
      • Different languages for users

        Hello, Do you plan to enable individual users to select their languages for interface? Currently language can be changed for everyone - it looks like a settings for a whole portal, which is not good when you are working internationally. Best regards,
      • Transaction Locking with the dynamic date

        Is it possible to dynamically update dates on transaction locking. We want to lock transaction x days from today
      • Unable to change sales_order status form "not_invoiced" to "invoiced"

        I am automating process of creating of invoice from sales_orders by consolidated sales_orders of each customer and creating a single invoice per customer every month. I am doing this in workflow schedule custom function where i create invoice by getting
      • Apply Vendor Credits Automatically

        We are bulk importing Vendor credits in Zoho Books!!! Is there a way to apply vendor credits automatically to the first UNPAID bill of the Vendor?
      • Apply Vendor Credit Automatically

        Hello!!! Is there a way where in we can apply vendor credits automatically on the FIRST OUTSTANDING BILL of the vendor?? We have lots of VENDOR CREDITS ISSUES mostly!!! Applying it manually is a pain for us. Would be great if we have a way to apply the
      • Need Easy Way to Update Item Prices in Bulk

        Hello Everyone, In Zoho Books, updating selling prices is taking too much time. Right now we have to either edit items one by one or do Excel export/import. It will be very useful if Zoho gives a simple option to: Select multiple items and update prices
      • Creator problem: Edit form View not displaying whole form

        I'm having problems with the form in my database. The edit view is not showing the whole form: This is how it looks in the normal view: As you can see, there is a whole section in the bottom right of the form which is not displaying in the Edit View. This means that I can't change or delete any of these fields... Anybody had a similar problem or know a solution? Any help would be appreciated.   Cheers,
      • Vendor Master Enhancements for Faster Purchase Entry

        I’d like to suggest a few features that will improve accuracy and speed during purchase voucher entry: Automated Item Tax Preference in Vendor Master Add an option to define item tax preference in the vendor master. Once set, this preference should automatically
      • Quick Item Search & Auto-suggestion for Invoices

        Hi Team, I am facing an issue while creating invoices in Zoho Books. Currently, I have to type the full item name in the correct sequence and spelling for it to appear. For example, my item name is: "Distemper Acri Silk Special White 10kg" If I type something
      • Function #53: Transaction Level Profitability for Invoices

        Hello everyone, and welcome back to our series! We have previously provided custom functions for calculating the profitability of a quote and a sales order. There may be instances where the invoice may differ from its corresponding quote or sales order.
      • Integrating Chatbot with Zoho Creator Application

        Is it possible to integrate a chatbot with a Zoho Creator application?
      • Average Costing / Weighted Average Costing

        Hello fellow maadirs. I understand Zoho Books uses FIFO method of dealing with inventory costing, but do you guys have any plans to introduce average costing? We indians need average costing. It's part of our culture. Please. I beg thee. Thanks.
      • 'Add Tax To Amount' not reflected in Invoice

        Hi Zoho Support, I'm experiencing an issue with tax calculation display in my invoice template. Despite having "Add tax to amount" box checked in the template settings, the Amount column is not showing the tax-inclusive total for line items. Current behaviour:
      • "Subject" or "Narration"in Customer Statement

        Dear Sir, While creating invoice, we are giving in "Subject" the purpose of invoice. For Example - "GST for the month of Aug 23", IT return FY 22-23", "Consultancy", Internal Audit for May 23". But this subject is not coming in Customer Statement. Only
      • A real WYSIWYG field instead of the limited rich text

        Hi to everyone A "real" WYSIWYG or HTML field that outputs good HTML code when accessed through the API would be excellent. I tried to use the rich text field, but the styling options are limited. For example, there are no heading tags (h1 to h6), and
      • Delete my store of Zoho commerce

        Hi Team, I want to delete my stores of commerce. Please help me asap. Looking for the positive response soon. Thanks Shubham Chauhan Mob: +91-9761872650
      • Delete Inactive Zoho Accounts - Access Cleanup_User Id: 60001640923

        As part of our Zoho access hygiene, we’ve reviewed and deactivated several inactive user accounts. These accounts have not been used in the past year and are no longer tied to active operations. All access rights have been revoked, and records retained
      • Add Image Upload Field to Zoho Bookings Registration Form

        Hi, We would like to request the addition of an image upload field to the Zoho Bookings registration form. Currently, Zoho Bookings only supports text-based fields (e.g., Single Line, Multi-Line, Email, Checkbox, Dropdown, Radio Button, and Date), but
      • Cant recieve mails

        I’m having an issue with my external IMAP account not fetching any emails into Zoho Mail, even though the connection test says “Success”. I can send, if someone sends an email to me. my original directory (home.pl host) recieves it in their portal but
      • No feedback from Zoho Books regarding Yodlee feeds for Investec

        I reported on 6 Feb 2025 that the Bank Feeds for Investec bank via Yodlee are not working. To date there has been no resolution. You are charging us for a suite of products where the functionality does not work. Please advise how you will refund me for
      • Inappropriate Removal of Features

        It's the first with any software where I am experiencing that an existing customer has some of his exiting features removed. Moreover, new Zoho One users are paying less than us. Is this going to be Zoho's "normal behaviour". If so, it is going to be
      • Filtering report embeded in page

        Right now we are using a page variable to filter a report on a page. However, it being a page variable makes it reset if you go to another report/form, we want the filter to be kept the same. I tried using an application variable according to zoho you
      • Browser and address bar hide

        Hi, How i can do hide the address bar with browser headline when i am working on the sheet, because i am using (freeze panes) which i want visible for full work. For your reference here i am attached the screen shot and marked yellow lines which really
      • Export Invoices to XML file

        Namaste! ZOHO suite of Apps is awesome and we as Partner, would like to use and implement the app´s from the Financial suite like ZOHO Invoice, but, in Portugal, we can only use certified Invoice Software and for this reason, we need to develop/customize on top of ZOHO Invoice to create an XML file with specific information and after this, go to the government and certified the software. As soon as we have for example, ZOHO CRM integrated with ZOHO Invoice up and running, our business opportunities
      • Zia summarizes your IM bot chats in real time

        Hello everyone! Let's say you’re an agent taking over a chat where a customer was booking a flight through a bot on WhatsApp. They've already shared key details, like their destination, travel date, and number of passengers. You need to understand the
      • Megamenu

        Finally! Megamenu's are now available in Zoho-Sites, after waiting for it and requesting it for years! BUT ... why am I asked to upgrade in order to use a megamenu? First: Zoho promised to always provide premium versions and options for all included Zoho-applications
      • Cancel and refund

        Hi, Yesterday I paid for the Zoho email subscription. Within a few minutes, I realized that the subscription counts one email ID as one user. To make another email ID for the same domain name, I'd have to pay for another user. I emailed right away to
      • One Contact with Multiple Accounts with Portal enabled

        I have a contact that manages different accounts, so he needs to see the invoices of all the companies he manage in Portal but I found it not possible.. any idea? I tried to set different customers with the same email contact with the portal enabled and
      • Kaizen# 209 - Answering Your Questions | All About Client Script

        Hello everyone! Welcome back to another exciting Kaizen post! Thanks for all your feedback and questions. In this post, let's see the answers to your questions related to Client Script. We took the time to discuss with our development team, carefully
      • Unable to copy into a new document

        Whe I create a new Writer doc and attemp to copy and past I get this message. The only way to copy into a document is I duplicate an existing document, erase the text and save it under a different name and then paste the information. Not ideal. Can you
      • To Do: shareable task links without login

        Hi! I’m using Zoho Mail and ToDo in my daily work, and I’ve run into one limitation that’s a real blocker for me. Right now, to share tasks with managers or directors, they need to have a Zoho account and be added to a group. In practice, many of them
      • Ability to turn off "Would you like this amount to be reflected in the Payment field?" message

        Team, Is there any way to turn off the message" Would you like this amount to be reflected in the Payment field?" when I make a payment? This is so annoying. This happens EVERY TIME I put an amount in the Payment Made field.
      • Two currencies

        More and more I am finding that internattional payments' fees are unpredictable. I would like, on my invoices that are in a foreign currency (eg. USD$ or EUR€) for there to be a GBP£ TOTAL display alongside the invoice's currency total. This would make
      • Next Page