Zoho CRM Enhances Subforms: Fix Rows and Values for Better Consistency

Zoho CRM Enhances Subforms: Fix Rows and Values for Better Consistency

This feature was previously available under early access and is now being gradually released in phases.
Now, it's accessible for users in the AU, CA, and SA data centers.
The rollout for the remaining data centers is expected in the coming weeks.
Hello everyone,

Subforms in Zoho CRM have long helped users capture related data efficiently by allowing them to add, modify, and manage multiple entries linked to a main record. Until now, all subform fields were fully editable — whether accessed through the record view or via API.

What’s new?
Zoho pleased to announce the introduction of static subforms, a feature designed to bring consistency and control to how data is collected in subforms. Admins can now configure subforms with a specific structure — pre-set fields and a fixed number of rows.


In many business cases, it's important to maintain uniformity in subform entries. For example, a subform may need to consistently contain columns like "Document Type" and "Issuing Authority" with rows such as "Driver's License," "Passport," and "Social Security Card" — each with their corresponding issuing agencies like "DMV," "U.S. Department of State," etc. Unlike regular subforms where users can freely add or delete rows, static subforms lock in this structure across all records.



This setup not only ensures that data remains standardized but also minimizes the manual effort required to replicate this information across records.

Why static subforms?

Static subforms allow admins to enforce a uniform structure by predefining the number of rows and their contents.

Take a KYC scenario, for instance. For every client, the same set of document types — such as a driver’s license, social security card, and passport — may need to be recorded. While some fields in the subform can still be personalized (like document numbers or expiry dates), the core structure remains fixed, ensuring no important documents are missed.



Another practical example is in recruitment. HR professionals can use static subforms to request consistent documents from all applicants, such as resumes, educational records, and proof of address. This helps maintain a complete, organized, and comparable profile for every candidate.



Key Benefits

Admins can configure static subforms by locking in specific values and row counts.
During setup, there's an option to apply these static values to all existing records using the value mapping dialog.

Static subform fields can be reverted to regular fields, but not vice versa.


Important Notes
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  1. Static subforms are applied across all layouts within a module and are synced with all related records.
  2. Updates will affect existing records only if the admin selects the update option during configuration.
  3. You cannot switch a standard subform to static form after it's created.
  4. Once a subform is set to static, it remains in that state.
  5. Static subforms are currently supported only on the web version of Zoho CRM.
  6. They are not available on mobile platforms or through API versions earlier than 5.1.
  7. If you're looking to enforce consistency and reduce data entry overhead, static subforms are a great way to bring structure to your CRM workflows.
For more information please visit www.pfc-group.com.