Zoho CRM Community Digest - July P1 | 2025

Zoho CRM Community Digest - July P1 | 2025



Hey everyone,


The start of July 2025 marked a special milestone: 200 posts in our Kaizen series! For those new here, Kaizen is a go-to series for Zoho CRM developers, where we regularly share best practices, tips, and expert insights to help you build better with CRM.

Reaching 200 wouldn’t have been possible without your support, curiosity, and encouragement. So, here’s to your curious brains and to this series never stopping!

Now, let’s dive into the product updates lined up for this fortnight.

Product updates:

Enhancements in Portal User Group creation in flow:

Zoho has revamped the portal user group creation flow to make it clearer and more user-friendly. The term “User Type” has now been renamed to “User Group,” and “Portal Tab Configuration” is now renamed to “Portal Module Configuration.” The setup flow has also been reorganized for better clarity. A new Settings tab has been added: if invites are sent via Email, it includes Portal Forms and Email Templates; if sent via Phone, you'll see an SMS Templates tab instead. 

You can see a complete before-and-after view of the changes in the post.

Smarter Scoring with Zia:

Zoho CRM now offers advanced scoring factors, including Zia Scores for all modules, making lead and record scoring smarter and context-aware. Scoring Rules under Automation now bring Manual and Zia Scores together in one place, simplifying the management of all factors, whether based on custom conditions or VoC-driven insights like sentiment, intent, or competitor mentions. Zia automatically applies the right rule using conditions you define, ensuring scores are relevant to each context. This update also enables Zia Scores to trigger automations across all modules. Check out the post to learn more.. 

Static Subforms are here!

Tired of repeatedly entering the same data structure in subforms? With Static Subforms, you can now predefine rows with fixed values, ideal for cases where your team consistently captures the same type of information across different records. This is especially handy when tracking items like tax breakdowns, standard fee structures, or routine checklists. It streamlines data entry, reduces errors, and saves time. Admins can lock these static rows or allow edits, offering both structure and flexibility. Read the full post to learn more.

Custom Views can now be deployed from Sandbox to Production!

That’s right! Zoho CRM now lets you create and test custom views inside your sandbox and directly push them to your live setup. No more manually recreating views after testing! Explore more about it in this post.


Community Discussion Highlights!

Quick Wins:

Export Just What You Need from Accounts Module:

@Ian B asked how to export specific information from the Accounts module. Take a look at this post where @Pheranda share a helpful screenshot to show exactly how it's done.

Avoiding Duplicate Accounts from Forms:

@Ian had a question about preventing duplicate account creation when someone submits a Zoho Forms application? @Max Tyack offered a solid solution using the Upsert Record option in the Zoho Forms integration, and even suggested creating a custom module to track submission, using workflows to update or create accounts only when needed. Take a look at the post to know more.

Tracking training and certification expirations in Zoho CRM:

@Patrick Meyers asked how to track customers' training certificates that expire after 2–4 years, while also keeping a log of every course taken. The goal was to capture registration details, certification dates, expiry dates, and trigger reminder emails three months before expiration while keeping past records intact. If you're looking to automate renewal and follow-up reminders in Zoho CRM, this post has some practical ideas worth exploring!

 

Functions:

Want to copy related records from a custom module into Deals automatically?

@Emma had a custom module for capturing some data but felt it would be better to capture this data using a separate layout in the Deals module. The data transfer involves notes, subforms, and attachments, and importing them through the back-up process requires updating the parent record ID properly. @Bhoomi Joshi offered a practical Deluge function that moves the record from custom module to Deals, copying over relevant fields including sub-form data, notes and attachments. Take a look at the post for the code!


Developer's Corner:

Searching Call Records by Phone Number with COQL API:

@Clark Janes was having trouble searching Call records by phone number using the calls/search Web API, encountering errors like INVALID_QUERY and FIELD_TYPE_UNAVAILABLE when using criteria or phone parameters. @Jeganprabhu recommended using the COQL API to query the Calls module directly using From_Number or To_Number fields to retrieve matching call records even without linked contacts.

Take a look at this post for details.


And that’s a wrap for this fortnight’s Zoho CRM Community Digest.
Caught something cool we missed? Or have a favorite from this edition? Drop it in the comments! We’d love to hear from you.

We’ll be back in two weeks with more updates and community gems.

Until then, stay tuned!


    • Sticky Posts

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      Dear Customers, Thanks a lot for choosing Zoho! Our applications are built to help achieve your day-to-day business goals. We are committed to engaging with you, to understand and develop solutions that enhance your productivity.  We are happy and ready to help you use our services effectively. Understanding and avoiding fake support Just like using popular bank names and financial applications for phishing purposes, using Zoho and claiming to be providing Zoho Support or services with false numbers

    • Function #35: Close all tasks associated with a lead and create a new task.

      Welcome back everyone! Last week, we learnt how to close all tasks of a deal depending upon the deal stage. This week, let's look at a custom function that lets you close all of the tasks associated with a lead while simultaneously creating a new task, like when you need to halt all progress towards a lead while the lead is not available at the moment but create a reminder task. Business scenario: The success of a company, in one way or another, is determined by the leads it gets. Each lead is just

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    • Join us at the Canada ZUG Meetup: What’s New in Zoho CRM

      Hello Zoho Community! Start your year with fresh insights into Zoho CRM’s latest updates and tools. Whether you're a CRM beginner or a experienced user, this meetup is crafted to help you optimise your processes and leverage new features. Explore practical

    • CRM Hack #2: Automate sending of birthday greetings to your customers.

        Hello everyone! What sets you apart as a sales person is your ability to add that personal touch to your business relationship with your customers. Sending a gift on a special day, or leaving a note wishing them on their birthdays, are small, yet significant actions that show your customers that you care. And these are actions done without any expectations :) You must be engaging with a lot of customers and it is highly unlikely that they all are your friends on Facebook or some social channel,

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