Zoho Creator Deluge How to Add Subforms to a Document

Zoho Creator Deluge How to Add Subforms to a Document: A Comprehensive Guide

Zoho Creator is an intuitive, low-code platform that empowers businesses to create custom applications tailored to their needs. With Zoho Creator, developers can automate processes, streamline data entry, and manage workflows effortlessly. One of the key features of Zoho Creator is Deluge, its scripting language. Deluge is used for automating tasks, building logic into workflows, and enhancing the functionality of forms and subforms.

In this article, we will guide you through the process of adding subforms to documents using Zoho Creator and Deluge. The article will provide step-by-step instructions, best practices, and advanced tips to ensure you maximize the potential of this feature.

What is Zoho Creator?

Before we get into the specifics of “Zoho Creator Deluge How to Add Subforms to a Document,” it is important to understand what Zoho Creator is and why it’s so useful. Zoho Creator is a cloud-based application development platform that enables users to create custom applications without requiring extensive programming knowledge.

Businesses use Zoho Creator to build applications for a wide range of tasks, from customer relationship management (CRM) to inventory management, and much more. The platform simplifies the process of creating and managing web and mobile apps and integrates with other Zoho tools and third-party services.

Zoho Creator’s real power lies in its ability to automate workflows, collect and manage data, and integrate processes across an organization. Deluge (Data Enriched Language for the Universal Grid Environment) is the scripting language used within Zoho Creator to automate tasks, manipulate data, and manage form submissions.

source:Creator Scripts.

What are Subforms in Zoho Creator?

Subforms in Zoho Creator are essentially “forms within forms.” They allow you to capture multiple sets of related data within a single record. Instead of creating separate forms for every related entry (like capturing multiple attendees for an event or multiple products in an order), you can use subforms to collect all this data in one place.

For example, if you’re creating an order form, a subform allows you to add multiple products to a single order record. Each product’s details (name, quantity, price) are stored within the subform, and they remain connected to the main order.

Why Add Subforms to a Document?

Adding subforms to documents allows businesses to include related data seamlessly into customized reports or documents. For example, if you have an invoice template, you can add subform fields to include line items, taxes, discounts, and more. This creates a dynamic, personalized document for each submission.

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By incorporating subforms into documents, you create a more organized and structured way of presenting information. This also reduces the need for manual entry and ensures that related data remains together, offering clarity and consistency.

How to Add Subforms to a Document in Zoho Creator Using Deluge

Adding subforms to a document in Zoho Creator requires both form-building and scripting. Let’s walk through the detailed steps for this process.

Step 1: Create the Main Form

The first step in adding subforms to a document is to create the main form that will hold the data. This is typically the main record, such as a customer, order, or event.

  1. Log into Zoho Creator: Access your Zoho Creator account, and select the application you want to work on, or create a new app.
  2. Create a New Form: Navigate to the Forms section and click on “Create Form.” You can choose from pre-built templates or start with a blank form.
  3. Define Main Fields: The fields you add to your main form will depend on what data you need to capture. For example, for an event registration form, you might add fields for Event Name, Date, Location, etc.
    Example: Creating a customer order form might involve fields like:
    • Customer Name (Text Field)
    • Order Date (Date Field)
    • Total Amount (Currency Field)
  4. Save the Form: After defining the main fields, save the form.

Step 2: Add a Subform to the Main Form

Once the main form is created, you can add a subform to capture related data.

  1. Add the Subform Field: In the form builder, drag and drop the “Subform” field from the list of available fields into your main form.
  2. Configure the Subform: After adding the subform field, you will need to define what data will go inside it. Subforms typically have their own set of fields, such as Item Name, Quantity, Price, etc., that correspond to the data being captured.
    Example: In the case of an order form, you might add subform fields such as:
    • Product Name (Text Field)
    • Quantity (Number Field)
    • Unit Price (Currency Field)
    • Total Price (Formula Field)
  3. Customize the Subform Layout: Zoho Creator allows you to customize the appearance of subform fields, allowing you to adjust the order and layout according to your needs.
  4. Save and Preview: Once the subform is configured, save the form and preview it to ensure the subform displays correctly. You can test by adding a few rows of data to the subform and verifying that the information is saved.

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Step 3: Add Deluge Scripting for Automation

Now that the main form and subform are in place, you can use Deluge scripting to automate certain tasks within the form, such as calculations, field validations, or conditional formatting. Deluge can also be used to manipulate subform data.

  1. Navigate to Workflow Section: Go to the “Automation” section of Zoho Creator and select “Workflows.”
  2. Define Trigger Event: You need to specify when the automation should run. It can be triggered when a record is created, updated, or when a specific field value changes.

Write Deluge Script: Write Deluge code to manipulate subform data. Below is an example of how you can sum up the total price of items in a subform:
deluge
CopyEdit
total_price = 0;

for each item in Subform_Field

{

    total_price = total_price + item.Price;

}

  1. In this script, Subform_Field is the name of your subform, and item.Price represents the price of each item entered in the subform. The total price is calculated by adding up the price of each item.
  2. Apply the Script: You can apply this script to a field, such as Total Amount, so that it automatically updates based on the subform’s contents.
  3. Save and Test: After adding the script, test the form by entering sample data into the subform and checking if the total price is calculated correctly.

Step 4: Customize the Document Output

The final step is to customize how the subform data appears in the generated document. Zoho Creator allows you to design document templates that can dynamically include form and subform data.

  1. Create Document Template: Go to the “Reports” section and select “Document.” Here, you can create a custom document template, such as an invoice, order summary, or event report.
  2. Include Subform Data: In the document editor, you can add placeholders for fields from your main form and subform. To include subform data, you would use placeholders like ${Subform_Field.ItemName} or ${Subform_Field.Quantity}.
    Example: In an invoice template, you might use:
    • ${Customer_Name}
    • ${Subform_Field.ProductName}
    • ${Subform_Field.Quantity}
    • ${Subform_Field.TotalPrice}
  3. Test the Document Generation: Once the template is set up, generate a document to ensure the subform data appears correctly. Verify that all placeholders are properly replaced with the corresponding data from the form.

Step 5: Generate and Share the Document

Once your document is customized and ready, you can generate it either manually or automatically. You can set up workflows that automatically send the generated document to customers or users via email.

  1. Manual Generation: Navigate to the form or report and click on the option to generate a document.
  2. Automatic Generation: You can automate document generation based on form submissions. For example, when a customer submits an order, the system can automatically generate an invoice and email it to the customer.

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Key Tips for Using Subforms in Zoho Creator Documents

  1. Simplify the Form Structure: Keep subforms simple and only include fields that are necessary. Too many fields can overwhelm users.
  2. Regular Testing: Test both the forms and automation frequently to ensure that everything works as expected, especially after updates or changes.
  3. Use Conditional Logic: Deluge allows for conditional logic, meaning you can make certain fields or subform entries visible based on other data, improving the user experience.
  4. Optimize for Mobile: Ensure that the forms and subforms are optimized for mobile use, as Zoho Creator also supports mobile app creation.

FAQs about Zoho Creator Deluge How to Add Subforms to a Document

What are subforms in Zoho Creator?

Subforms in Zoho Creator allow you to collect multiple sets of related data within a single record. These are particularly useful for scenarios where you need to capture repeating data, such as items in an order or attendees at an event.

How do I add a subform to a document in Zoho Creator?

To add a subform to a document, create a main form and add a subform field. Then, configure the subform with the necessary fields. Use Deluge scripting to automate tasks and calculations, and finally, customize the document template to include subform data.

Can I use Deluge to calculate subform data?

Yes, you can use Deluge scripting to automate calculations with subform data. For example, you can calculate totals, apply discounts, or conditionally hide or show certain fields based on subform data.

How do I generate a document from a Zoho Creator form?

Once your form and document template are set up, you can manually generate documents by clicking the appropriate option or automate the document generation by setting up workflows that trigger document creation upon form submission.

 How can I ensure the subform data appears in the document correctly?

To ensure the subform data appears in the document, you must define the correct placeholders in your document template. Make sure that the placeholders for subform fields match the field names in the subform.

How can I make my forms user-friendly?

To make your forms user-friendly, ensure that the design is clean, the field names are clear, and you only include necessary fields. Also, test the form thoroughly to ensure that it is intuitive and easy to use.

Conclusion

In this comprehensive guide, we’ve explored how to add subforms to documents using Zoho Creator and Deluge scripting. By following these steps and best practices, you can enhance your Zoho Creator applications with powerful form-building capabilities, automate complex tasks, and generate dynamic documents. Whether you’re managing orders, events, or any other data, adding subforms to documents helps keep related information together, improving both organization and efficiency.

Zoho Creator’s flexibility, combined with the power of Deluge scripting, allows businesses to build custom applications and workflows tailored to their specific needs. By mastering the process of adding subforms to documents, you can streamline operations, improve productivity, and create a more seamless user experience.

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