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How to Add Subform Rows on Zoho CRM via Deluge Scripting Without Overwriting Existing Rows

How to Update Subform field in Zoho Crm

If you've tried searching for ways to add subform rows in Zoho CRM without overwriting existing ones, you've likely stumbled upon API documentation. While APIs work well, they may feel complex, especially if you want to perform this entirely within Zoho CRM using Deluge scripting. Then's a simpler, API-free approach to solve this.

Why Add Subform Rows Dynamically?

Subforms in Zoho CRM act as embedded spreadsheets that let you store multiple line items for a single record. Adding rows dynamically via Deluge scripting can unlock exciting possibilities, such as:

  • Activity Logs: Track every outreach on a Lead in a subform called "Outreach Log."
  • Product Sales Tracking: Sync subform data from Deals to an Accounts subform, creating a consolidated  view of all products sold under the Account.

Step-by-Step Guide to Add Subform Rows Without Overwriting Existing Data

1. Create a Map for the New Row

Start by creating a Map object with keys corresponding to your subform fields and the respective values for the new row.Note: Replace the keys ("Product", "Quantity", etc.) with your subform field API names.

updateMap = Map();
updateMap.put("Product", "Apples");
updateMap.put("Quantity", 50);
updateMap.put("Price", 2);

2. Add the Map to a List

Add the newly created Map into a List.

updateList = List();
updateList.add(updateMap);

3. Preserve Existing Rows

Fetch the existing subform rows to ensure they’re not overwritten. Use the following steps:

  • Fetch the record using zoho.crm.getRecordById.
  • Get the subform field using its API name.
  • Iterate through each subform row and add it to updateList by including its id.
record = zoho.crm.getRecordById("Quotes", "683769000000338181"); // Replace with module and record ID
subform = record.get("Quoted_Items"); // Replace with subform API name
for each s in subform {
    updateList.add({"id": s.get("id")});
}

4. Update the Subform

Use the zoho.crm.updateRecord function to update the subform with the complete updateList.

updateCRM = zoho.crm.updateRecord("Quotes", "683769000000338181", {"Quoted_Items": updateList});
info updateCRM;

Scenario: Calculating and Updating Subform Fields

Let’s say you have a subform Quoted_Items with three fields: Quantity, Standard_Price, and Extended_Standard_Price. You want to automatically calculate Extended_Standard_Price as Quantity * Standard_Price and update it for each row.

Here’s the Deluge code to achieve this:

// Replace "quoteId" with your Quote record ID
fetch_record = invokeurl
[
    url: "https://www.zohoapis.in/crm/v6/Quotes/quoteId"
    type: GET
    connection: "fetch_data_1"
];

// Parse the JSON response
information = fetch_record.get("data");

for each rec in information {
    quoted_items = rec.get("Quoted_Items"); // Fetch subform data
    extended_standard_prices = List();

    // Process each subform row
    for each item in quoted_items {
        subform = Map();
        subform.put("id", item.get("id")); // Preserve existing row ID

        // Fetch and calculate values
        quantity = ifnull(item.get("Quantity"), 0);
        standard_price = ifnull(item.get("Standard_Price"), 0);
        extended_standard_price = quantity * standard_price;

        // Update the calculated field
        subform.put("Extended_Standard_Price", extended_standard_price);
        extended_standard_prices.add(subform);
    }

    // Update the CRM record with change subform data
    main_map = Map();
    main_map.put("Quoted_Items", extended_standard_prices);
    update_resp1 = zoho.crm.updateRecord("Quotes", rec.get("id"), main_map);
    info update_resp1;
}

What’s Next?

You can use this approach to dynamically add, modify, or calculate subform rows in Zoho CRM.

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