Update Existing Record
You can update an existing record in Zoho CRM when a form submission is made using Zoho Forms.
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If you choose the upsert record option, the entire record will be updated with the new values in Zoho CRM, and there is a chance of losing data if blank form fields upsert existing fields in Zoho CRM. A solution to this will be the update record option. With this option, you can choose to view records from Zoho CRM in a form and update particular fields.
To update a record in Zoho CRM using Zoho Forms:
- Add the Zoho CRM Field to your form and complete the setup.
- Navigate to Integrations.
- Click Zoho CRM and select the Update Record option in the top pane.
- The module, layout, and lookup selection chosen while configuring the Zoho CRM Field will be displayed here.
- Map the CRM fields that should be updated to the corresponding fields in your form.
- To map more fields, click on the Add Fields button.
- If you have a Subform in Zoho Forms, you can map the Subform fields to the corresponding Subform fields in Zoho CRM.
- Click Integrate to save your settings.
Note: When you add entries to a Subform field while updating a record, all existing entries in Zoho CRM subform will be erased, and replaced with the new values.
With the above setup, you can update records in Zoho CRM using a privately shared form.
To send a prefilled form to a list of people from your CRM database and update their responses in Zoho CRM,
- Complete the setup as shown above in Zoho Forms.
- Enable Pre-population of Data in the Zoho CRM marketplace under Setup > Marketplace > Zoho > Zoho Forms.
- Draft an email or configure a template and add the preconfigured Zoho Forms' link in the email.
- Pick your contacts from the Zoho CRM module and send the configured email with a link to a pre-filled form.
Learn more about how this option works.
You can choose to trigger certain actions in Zoho CRM every time a form submission comes in.
Workflow: Select this option to trigger your workflows in Zoho CRM while updating records in Zoho CRM via Zoho Forms.
Attachment: Select this option to add attached files in Zoho Forms to your Zoho CRM account. The following attachments can be pushed from Forms to CRM:
- File upload/ Image Upload field attachments
- Merged documents (attached to email notifications)
- PDF of form submissions