Create static subforms in Zoho CRM: streamline data entry with pre-defined values

Create static subforms in Zoho CRM: streamline data entry with pre-defined values

Alert
Last modified on (9 July, 2025):
  • This feature was available in early access and is currently being rolled out to customers in phases. 
  • Currently available for users in the the AU, CA, and SA DCs.
  • It will be enabled for the remaining DCs in the next couple of weeks.
Hello everyone,

Traditionally, Zoho CRM's subform capabilities have enabled users to dynamically add, edit, and manage additional data linked to their main records. However, until now, all subform fields were subject to data entry or updates, both on the record's page and through the API.

What's new?

We're excited to introduce the static subform option, designed to offer a more controlled and consistent approach to data entry in Zoho CRM. Administrators can now pre-define certain fields and the exact number of rows in a subform.

In certain scenarios, a subform should maintain a fixed number of rows with fixed values across all records. For example, a subform could be set up to include specific columns consistently, such as "Document Type" and "Issuing Authority." The rows for these columns could remain constant and feature values like "Driver's License," "Social Security Card," and "Passport" for "Document Type," and "State Department of Motor Vehicles," "Social Security Administration," and "U.S. Department of State" for "Issuing Authority." Unlike a standard subform, where users can dynamically add or remove rows, a static subform ensures these rows are consistent across all records.



This ensures consistency and eliminates the need for users to manually enter or maintain these rows in each record, thereby saving time.

How does static subform address this need?

Static subforms enable administrators to define specific fields and a fixed number of rows within a subform.

For example, consider the aforementioned use case of a client's details in KYC records, which might always consist of documents like a driver's license, passport, and social security card. Other fields within the subform may vary, which allows for customization as needed when creating or editing records.



Consider job applications, for example. With static subforms, HR departments can standardize the collection of essential documents such as resumes/CVs, educational certificates, and proofs of residence. This ensures that every applicant's profile is complete and consistent, making the data management process more efficient and reliable.



This approach not only streamlines the application process but also ensures companies receive thorough and consistent candidate profiles.

Key highlights
  • Administrators can easily set up a static subforms by configuring rows with static values.
  • Admins have the option to automatically update all existing record entries with static values while mapping the static values in the configuration pop-up.



  • Additionally, you can convert a static subform field into a normal field at any point. However, it's not possible to convert a normal subform into static subform.


Notes
Notes:
  • These fields are static across all the layouts in a module and synced across all associated records.
  • Changes will be applied to all existing records only if the admin checks the option to update existing records in the static value mapping pop-up.
  • Transforming regular subform fields into static fields is not possible.
  • Once a subform is designated as static, its type cannot be changed.
  • Static subform feature is currently available only in web. They're unavailable on mobile devices and for API versions below 5.1.

Thanks,
Nizamuddin

    • Recent Topics

    • Introducing more AES digital signature options in Zoho Sign

      Greetings! Zoho Sign has continually strived to partner with trust service providers across the globe to give you complete security and confidence, so you can e-sign documents no matter where you are. We've recently partnered with IgniSign, a trust service

    • Shuffling between one note to the next

      I usually start all my notes per interaction with a contact with the date and then a little detail. But when I search for it it only see a small portion of the note and can't immediately tell which contact its associated with. can we make the note content

    • Important Update: TRAI Mandates New SMS Header Format

      Hello everyone, We have an announcement regarding a new regulation by the Telephone Regulatory Authority of India (TRAI) that affects all application-to-person (A2P) SMS services. Starting on May 6, 2025, TRAI has mandated that telecom service providers

    • Preview generation in progress for days

      I uploaded a video file to Zoho webinar. The file has been showing Preview generation in progress for days. Pls help, why is not approved?

    • Workdrive Upload Notification

      Is there a way to be notified when someone externally has uploaded files to a folder? The "Unread" tab is really worthless because it shows all files from every directory on the system. I just need an email (or bell at worst) that says "someone has uploaded into <foldername>".

    • Workflow for "Expenses" module?

      Hi there, over the last 2 years, Zoho Expense has seen tremendous growth and we are happy with it. But, sometimes it is frustrating to see things are being implemented halfheartedly, or so it seems. For example, There is the possibility to create workflows

    • Markup instead of discount??

      Is it possible to have the discount field on an invoice or estimate be a markup instead? It's the very same functionality that I am looking for - to be able to markup an individual item by either a $ or a % and have that cost added (instead of subtracted) to the item cost.  Currently, I use the tax feature to accomplish this, but it's very awkward to have "Markup 15%" listed after the subtotal. Plus, if I want to markup items at different rates, I end up with several "markup" lines in the totals

    • Allow Mapping of Zoho Desk Knowledge Base Categories to Multiple Departments in Zoho SalesIQ

      Hello Zoho Team, We hope you're doing well. We would like to request an enhancement to the Zoho SalesIQ integration with Zoho Desk, specifically regarding the way Knowledge Base (KB) articles are mapped and displayed across departments. Current Limitation

    • Creator roadmap for the rest of 2022

      Hi everyone, Hope you're all good! Thanks for continuing to make this community engaging and informative. Today we'd like to share with you our plans for the near future of Creator. We always strive to strike a good balance of features and enhancements

    • Announcing new features in Trident for Windows (v.1.27.4.0)

      Hello Community, Trident for Windows is here with exciting new features to elevate your communication and enhance productivity. Let’s dive into what’s new! Smart Sign-in. You can now sign in to Trident with Smart Sign-in. With this new addition, you can

    • Inactive Items - Make Less Prominent by Default

      Currently, when one marks an Item as "Inactive", it really doesn't do much of anything to hide it or get it out of the way. Search and reporting within Finance should, by default, hide inactive Items from standard reports, searches, etc. If one specifically

    • Add Lookup Field in Tasks Module

      Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (

    • Time Entry : Auto fill fields Hours minutes seconds

      Hello world, Do someone know a script (for workflow rules) which fill automatically fields hours spent, minutes spent, seconds spent when we fill Executed time and End time Formula should start from (End time - Executed time) Thx in advance

    • Zoho Forms - edit the settings of the Zoho CRM field to change the integration with CRM

      I've created a Zoho CRM field in my form to pre-populate selected CRM details into the form, following the instructions here https://help.zoho.com/portal/en/kb/crm/integrations/zoho/zoho-forms/articles/zoho-forms-crm-integration#Step_2_-_Add_Zoho_CRM_Field_in_the_form

    • Ability to add notes to an appointment and add notes/attach docs to a consultation

      As an idea for the future, it would be helpful to be able to add notes to an existing appointment--there is a place to add notes for the customer, but I don't see one for the appointment. It would also be helpful to be able to add notes or attach documents

    • Im trying to white list domain dynamically in zoho desk extension

      Im trying to white list domain dynamically in zoho desk extension. But it show error Error: {errMsg: 'No entry found in plugin-manifest whiteListedDomains for requested URL'} syntax "config": [ { "displayName":"Shopify Admin API access token ", "name":

    • Zoho Payroll: Product Updates for India - May 2025

      This May, we are glad to unveil new capabilities in Zoho Payroll that simplify your payroll activities. Here's the list: Let Employees Choose Their Tax Deduction Method for One-Time Payments Calculate variable earnings based on percentage of CTC Carry

    • Bulk Update Tasks/Task Lists/Milestones

      Is there a way to bulk update tasks/task lists/milestones? We have several projects that are in the same template, and our staff complete them tasks at a time - and would like to go in an bulk update all related tasks/task lists/milestones at once. But you can't do this. I remember in an old version you could export your tasks, update the excel doc and reimport. But it doesn't seem like that option is available anymore. Can someone provide a solution/idea? Otherwise we are spending a lot of time

    • Sync failed: Invalid Date value

      Hi, I have a local .sqlite database. After importing one table through the Databridge, and produced my dashboards, I cannot sync. I get an error regarding the date column: [Line: 2 Field: 4] (2018-07-12) -ERROR: Invalid Date value The data found at the

    • Office 365 is marking us as "bulk"

      All of a sudden (like a couple of days ago) all of our customers who are on Office 365 are getting our mails in their junk email. This is not the case with Gmail or other random mail servers, nor between us. We got a 10/10 score on mail-tester.com. Also,

    • Zoho Assist

      Hi, We are using zoho assist unattended access in some windows server 2012 and recently the agent lets you connect but not let you do anything on the remote machine. Sometimes you can click on something but nothing happens. There's a issue with this new

    • Modify workflow from "ON CREATE & EDIT" to "ON CREATE" only

      Salut, Is there a way to easilly change my choice of trigger of workflow from on create & edit to on create only, or do I have to re-do the whole worklow from scratch ? Sylvain

    • Access custom modules via API?

      Is it possible to access a custom module in Zoho Inventory via the API? I can not find any reference to this in the API docs.

    • Welcome to the Zoho Service Plus community

      Hey everyone, We are excited to welcome you to be a part of the Zoho Service Plus community. Here's a quick overview of what Service Plus is all about and how the community can help us work together. What's Zoho Service Plus? Zoho Service Plus is a unified

    • Restrict Zoho Cliq Webinars and Announcements to Admins Only

      Hi Zoho Team, We hope you're doing well. We would like to raise a feature request regarding in-app announcements in Zoho Cliq, such as the recent webinar popup about the Cliq Developer Platform: While these announcements are useful, they are not always

    • Track ZohoForm Conversion using Postmessage event

      Hi, I’ve been using a third-party lead tracking tool to capture leads from my website along with their source. Earlier, with the HubSpot form, the third-party script was able to detect the postMessage event that iframe forms typically send back to the

    • Share Notebook with group created in Zoho One

      I have created a group in Zoho One for a section in my company. Is it possible to share a notebook with that Zoho One Group? Currently, it seems only possible to share to emails. Unfortunately for large teams, this will mean we are constantly having to

    • Create Tasks in arbitrary Zoho Project triggered from CRM [Zoho Flow]

      Community, hello What I'm trying to do is to create a Zoho Project when a Deal is created in CRM and then to be able to add tasks to this Project also from Zoho CRM with the trigger (Blueprint/ Workflow). I succeeded in creating Project using Zoho Flow,

    • Outlook Add-in security times out needs to login 10 times a day

      hi we've just switched the Zoho. We use Azure SSO. All users have stopped using it. Sometimes it asks every 5 minutes. What should I lot at to solve this?

    • Simplify Zoho API integration with Deluge’s invokeAPI task

      Hello all! Happy New Year! As we kick off 2025, we’re excited to share some of the latest updates to enhance your Deluge experience. While Deluge already offered robust API integration capabilities, we’ve taken it to the next level with the introduction

    • Simplify Zoho API integration with Deluge’s invokeAPI task

      Hello all! Happy New Year! As we kick off 2025, we’re excited to share some of the latest updates to enhance your Deluge experience. While Deluge already offered robust API integration capabilities, we’ve taken it to the next level with the introduction

    • Attention: Display Issues on Chromium Browsers with Intel® Core™ Ultra Processors

      Dear Customers, We've recently identified a display-related issue that may affect some of our Zoho Assist users, particularly technicians using devices powered by Intel® Core™ Ultra Processors. What’s Happening? If you're running a Chromium-based browser

    • [WEBINAR] Smooth year-end closure with Zoho Books (KENYA)

      Hello there, This webinar is for all Kenyan businesses looking to wrap up their financial year smoothly! Join our free session to learn how Zoho Books can simplify your year-end process. What to expect from this webinar: - All the latest updates in Zoho

    • Is the "schedule 10 mass emails/module" limit a per user or per organization limit?

      For scheduling emails out of Zoho CRM, there is a 10 scheduled mass emails per module limit according to Zoho documentation (https://help.zoho.com/portal/en/kb/crm/faqs/emails/articles/how-to-schedule-mass-emails-in-zoho-crm). Is this limit per user or

    • How do I show file uploads in my Zoho Creator approval workflow?

      As far as I can tell I'm not able to add the file upload field to the approval workflow show fields list. As a work around I'm making a plain text field that links to the files URL. But I'm not sure how to get a link to that url that will me to preview

    • Zoho Payroll US?

      Good morning, just reaching out today to see if there's any timeline, or if there's progress being made to bring Zoho Payroll out to be available to all states within the USA. Currently we're going through testing with zoho, and are having issues when

    • Zoho Bookings - variable appointments

      Hello, I am looking to see if its possible for zoho bookings to recognise booking slots in the calendar or a way to do this. I would like appointments only booked in at certain times of the day and this could vary per host. I have provided a calendar

    • Limited review (/questions) for Bookings 2.0

      Hi all, I'm writing this review of Bookings 2.0 for two reasons: 1) it may be of interest to others, and 2) I'd like to be corrected if I'm wrong on any points. It's a very limited review, i.e. the things that have stood out as relevant, and particularly

    • Best Practices - Extensions for Zoho Finance Suite

      With Sigma, the extension developer platform, you can create custom extensions that enhance the functionality of Zoho Finance apps like Zoho Books, Zoho Billing, Zoho Inventory, Zoho Expense, and Zoho Invoice. Here’s how to get started: Sign up: Create

    • QR code image is not exported in PDFs

      The new QR code field works fine when I include it in a report template and I choose the print option: https://creatorapp.zoho.com/<username>/<app_link_name>/record-print/<report_link_name>/<record_ID>/ But when I try to save the document to a .pdf file

    • Next Page