Tip #2: Prefill forms automatically with existing Zoho CRM data

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 account to prefill the form.

This field accesses the CRM record using a unique key to identify which record you are searching for. The records can be identified by their last name, company, or any other unique field.

Setting up the integration

First you need to add the Zoho CRM field to your form. In the setup configuration, determine the following:
  1. Which field to use to identify the CRM record. For example, the Last Name of the record.
  2. Which details should be prefilled in the form. In the example below, the record's First Name , Email, and Phone are set to be prefilled. 



Notes on using Zoho CRM fields  
  • The Zoho CRM field will not work for embedded forms, or if forms are shared via public link(URL). It can only be used when the form is shared privately (within the organization). 
  • The person updating the data must be a user of both Zoho Form and Zoho CRM and have View/Edit access to records in CRM. 
Send out prefilled forms to your leads/contacts

If you need to share forms with people outside the organization and want the forms to be prefilled with the data from your CRM records, you can send the link to the form as an email in Zoho CRM. This allows a prefilled form to reach the end respondent, with a disabled Zoho CRM field. This keeps the data secure, because the disabled field will not reveal any information from other records.

How prefilling works?

The fields in the form are not populated when the form reaches the respondent. They will need search for a particular CRM record using a unique key, in this example, it is Last Name (as configured above). When the record is found, the mapped values in the Zoho CRM field setup will be autofilled into the form fields.

As shown in the example below, the First Name, Phone and the Email fields are automatically populated with data from the CRM record. The user can further modify the autofilled values, and also fill out the remaining form fields.



Now that you know how to prefill forms, we will discuss how this can be used to update or add data in the upcoming series.



Stay tuned!
Prasana.


If you have any questions or feedback to share, feel free to comment below or drop us an email at   support@zohoforms.com. 


    • 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

    • Recent Topics

    • #1 Zoho Billing vs. Zoho Books: Which one should I choose?

      Managing your business finances isn't just about sending invoices. It's about keeping everything organized, accurate, and moving towards your organization's goals. At Zoho, we understand the complexity, which is why we offer two powerful yet distinct

    • Is Zoho tables still being developed?

      Has this product been abandoned? I haven't seen any useful new features or stability improvements over the past six months or more. I think Tables is a great concept, filling a niche between spreadsheets and full database tools, but the current implementation

    • How to connect oracle ADW with Analytics

      I want to add Oracle ADW as a data source in Zoho Analytics, but I couldn't find any relevant documentation. Can anyone suggest how to do it, or let me know if it's even possible? Thanks!!

    • RAG (Retrieval Augmented Generation) Type Q+A Environment with Zoho Learn

      Hi All, Given the ability of Zoho Learn to function as a knowledge base / document repository type solution and given the rapid advancements that Zoho is making with Zia LLM, agentic capabilities etc. (not to mention the rapid progress in the broader

    • add attachments to automated emails?

      Hi, I'm looking for a way to have documents saved under an account, be grabbed and sent to an email address once a specific status has been updated.  For example we have a tab we've labeled as sales orders, when the status is changed to shipped, it emails the customer the tracking number and estimated delivery date.  I'd like it to also grab pdf docs (COA, BOL, etc) from that order and send in that email.   Currently we have to go into zoho change the status to shipped, then email all the docs to

    • [Action Required] Zendesk - Zoho Analytics integration requires re-authentication

      Dear Zendesk integration users, Zendesk is transitioning to a new OAuth model that uses refresh tokens for improved security and stability (read more). As a result, all Zendesk users in Zoho Analytics must re-authenticate their Zendesk connections on

    • Rerun Migration?

      I migrated a mailbox a few days ago, but didn't do the cutover on the MX records until today.  How can I rerun the migration to sync the mailboxes?  The old account has had a fair amount of activity since the first migration. I am used to other systems

    • طلب حذف الدومين والمؤسسة من حساب zoho

      السلام عليكم، أود طلب حذف الدومين التالي من حسابي في Zoho، حيث لا يظهر لي خيار الحذف في لوحة التحكم: اسم الدومين: hudajstore.com البريد المرتبط: [contact@hudajstore.com] علمًا بأنني المسؤول عن المؤسسة، ولا أستخدم الدومين حاليًا، وأرغب في إلغاء ربطه وحذف

    • Microsoft Outlook Add-in Update: Enhancing Efficiency for Recruiters

      We've released an update to the Zoho Recruit Microsoft Outlook Add-in, which brings a host of features designed to streamline your recruiting process and boost productivity. Let's delve into the details: Associate Emails with records in Zoho Recruit You

    • New integration: Zoho Books + Zoho Forms

      Hello Zoho Forms community! We are thrilled to announce the addition of another integration that brings speed and efficiency to your financial workflows. Zoho Forms can now be integrated with Zoho Books! Here’s a quick rundown on Zoho Books! For anyone

    • Witness Sign - Automation with Zoho Creator

      Hi there, I used to be able do automatically send a Zoho Sign document from Zoho Creator where each signer had one witness. The action code was as follows for each signer and witness:       // CLIENT eachActionMap1 = Map(); eachActionMap1.put("signing_order","1");

    • Announcing: custom color palette + free workshop

      Hello everyone, We're excited to share new feature in Zoho Bookings—a color palette within booking page themes. You'll find this option under Manage Bookings > Workspaces > Booking Page Themes. You can customize the color of every element in your booking page and even alter the transparency of your background image. Please note that this is a paid feature included in the Basic and Premium plans. At the moment, it's available only under the Modern Web theme. This means you can create billions (7,

    • Removing To or CC Addresses from Desk Ticket

      I was hoping i could find a way to remove unnecessary email addresses from tickets submitted via email. For example, a customer may email the support address AND others who are in the helpdesk notification group, in either the TO or CC address. This results

    • Ability to Export Field Dependency Structure in Zoho Desk

      Hi Zoho Team, We’d like to request a feature enhancement in Zoho Desk that would greatly improve configuration management for organizations like ours: Requested Feature: The ability to export the full structure of Field Dependencies, especially for multi-level

    • [URGENT] Allow reorder (drag&drop) of subform record

      Very simple user case: a wedding planning app where you want to send your client a form to fill with information about their wedding. Form includes some field for general purpose information and a subform for event pacing/schedule. Clients are invited to create a new row (When? - What? - Where? - Who?) for each thing happening during their wedding chronologically. Ex: When                  What 10h                      Something TBD                    Speech After speech      Yet another thing happening

    • Departments in Zoho

      I'm trying to set up a department. It looks like Departments have been removed from Zoho One. Is there another option? We have our main account setup, but want to set up a separate small department that can't see our tabs.

    • Add Timer for Agent Status Duration in Zoho Desk Dashboard

      Hello Zoho Desk Team, We hope you're doing well. We would like to submit a feature request to further enhance the agent status tracking functionality within the Zoho Desk Dashboard. 🎯 Current Functionality As it stands, Zoho Desk allows us to view the

    • [Beta Feature] Parent-Child Ticketing

      Hello there, a beta parent-child ticketing feature has recently been made available for some, read more here: https://help.zoho.com/portal/en/kb/desk/ticket-management/articles/understanding-parent-child-ticketing-system#Business_scenarios I would like

    • Enable Sorting by Ticket Count in Category Reports

      Hi Zoho Desk Product Team, I hope you're doing well. We would like to submit a feature request to improve the reporting capabilities in Zoho Desk. 🎯 Feature Request: Sorting by Ticket Count in Category Reports Currently, category-based reports in Zoho

    • Reactivating a CRM user...

      I'm a 1-man business primarily using CRM under my Zoho1 subscription (I have NO other employees or users). I wish to re-activate a prior user (my son, once more working with me) but when changing his status from inactive to active I receive this message:

    • Zohoサポートにスコープ開放を依頼する

      お世話になっております。 現在、弊社にてZoho DeskのナレッジベースをAPI経由で取得し、AIツール（NotebookLM等）に連携する仕組みの構築を検討しています。 つきましては、ZohoDesk.articles.READ スコープを使用したOAuth認証の許可をいただけますでしょうか。 API Console から Server-based アプリを作成済みですが、認可URLにアクセスすると「スコープが登録されていません」と表示されます。 お手数をおかけしますが、スコープの開放をご

    • Where can I configure the notifications for everything KB-related?

      Hi all, I'm receiving notifications for some actions happening in our Knowledge Base (e.g. someone leaving a feedback) and I would like to customise the template or have the choice to enable/disable such notifications like it is possible for ticket notification

    • Increase Round Robin Scheduler Frequency in Zoho Desk

      Dear Zoho Desk Team, We hope this message finds you well. We would like to request an enhancement to the Round Robin Scheduler in Zoho Desk to better address ticket assignment efficiency. Current Behavior At present, the Round Robin Scheduler operates

    • Self Client Authorization Code Flow for Mail returns 404

      Hello, I'm having trouble getting the Zoho mail api setup and want a sanity check. I am trying to follow this guide to get an access token for the mail api: https://www.zoho.com/accounts/protocol/oauth/self-client/authorization-code-flow.html Unfortunately

    • Zoho Knowledgebase Help Center Categories linkages are wrong

      Greetings, I am build a help center in zoho desk, based on the additional custom brand I have paid for. My knowledge base has 4 main categories. I have this setup this way in my knowledgebase customization theme area. The page layout is like this: Here

    • Connecting Learn to a Custom GPT

      Hi all! I am attempting to connect a Learn Space and all it's articles into a custom GPT. Has anyone successfully done this? I have worked on it with no success so far.

    • Tip 12: How can you customize the display name while sending emails from Zoho Creator.

      Hi folks, Usually when you send emails to your users, the display name defaults as your From email address. Most often, you would like to set a custom display name to represent your organization or the context of the email. You can mask or customize the display name (From Address) using Deluge script as long as the From email address has been verified. This would be very useful to you if you want to send bulk emails to a large audience.    Let's say you have a Student Registration form for your dance

    • Importing Data to update and not add

      I'm very new to Zoho created and tried searching the forums for the answer. Nothing I found has helped me make sense of how to do this. I created a app based on an excel spreadsheet but no matter what I do, whenever I import data it duplicates the record. I have a field I would like to use as a unique identifier, but I'm not sure how to tell my app that.  Any assistance, even a link to a tutorial on creating functions in the workflow of the app, would be very helpful. Unfortunately I can't share

    • Allow me to duplicate a field

      Hi, Many times I need to create new field with slightly change compare to an existing one. So when I click an existing field, can you add one more option "duplicate"? That'd be very helpful. You mayc heck wufoo.com to see this feature. Thanks, Li lhong1

    • Community Digest Noviembre 2024 - Todas las novedades en Español Zoho Community

      ¡Hola, Español Zoho Community! Wow, ya termina el año, ¡gracias a vuestra participación se nos ha pasado volando! Por eso mismo estamos preparando sorpresas para todos los que participáis en la Español Zoho Community para el próximo año, ¡estad atentos

    • Zoho Mail iOS app - Complete revamp of the UI including insert image option, toolbar customization, calendar widgets and more!

      Hello everyone! The new Zoho Mail iOS app introduces a fresh look, blending native iOS features with a refined UI and UX to make email management more intuitive. The updated design focuses on simplicity, ensuring smoother navigation throughout the app.

    • Adding a work order for Assets vs. changing the contact person

      When adding a work order for an existing Assets (e.g. service), the assigned contact cannot be changed (deleting the contact deletes the selected Assets). This results in such an illogical operation that if you want to change the person to be contacted,

    • DOMIN NME

      How many email account do zoho supports

    • Assign admins to the application

      I want to know who to assign admins to UAE Payroll application. I tried from inside the application, and from one.zoho.com >> directory and nothing is happening, knowing that I have enabled zoho people integration with payroll. Can someone help me?

    • Zoho Marketing Campaign

      I want a details report of marketing API . which API i can use to get a full flexed detail of email campaign , sms , social media ,and all other campaigns ?

    • ¿Puedo migrar mi sitio desde WordPress a Zoho? ¿Zoho admite herramientas con código personalizado?

      ¡Hola comunidad! Estoy evaluando la posibilidad de migrar mi sitio web https://calculadoradenotas.cl/ desde WordPress a una solución Zoho, y tengo algunas dudas técnicas que espero puedan aclararme. Mi sitio no es solo informativo: es una herramienta

    • Automating SharePoint Folder Creation based on Equipment Module

      Dear Team, I would like to seek your valuable advice on one of my requirements. My objective is to automatically create a SharePoint folder whenever a record is created in the Equipment module. The folder should be named based on the equipment name. Once

    • Can I view a gallery of attachments related to an Account, Contact, or Subscription

      It is often useful to review photos related to an account or contact by service type. It would be nice to be able to see the photos collected through workorders or appointments all associated.

    • Language Field on Contact Person-level

      Dear at Zoho Books, would it be possible for you to have a Field for 'Language' for the Contact Persons under a Company. In CRM and Bigin we could create a Custom Field (Dropdown) for this effect but without any present in Zoho Books we could never sync

    • Customise Zoho FSM Work Order Name

      Hi there, is there a way for us to customise the work order number? For example - I want to add auto look up for company name or dates at the end of the work order number. WO4 - Company ABC

    • Next Page