Automation Series: Auto-update Phase Status

Hello Folks!

You can auto-update your phase's status based on status of underlying tasks using custom functions.

In this series, we will showcase how to create and run custom functions, using Deluge, with ease. Follow the steps below and automate your project management process.

Use-case

Consider a scenario where a sales representative manages all his customers conversations as tasks in Zoho Projects. To stay organised, he divides the year into four quarters and sets up one milestone for each.
He wants the milestone status to be updated automatically once all the tasks in a milestone are updated.

So, if every task in Q1 is marked In Progress, the milestone status should automatically be updated to In Progress. When all tasks are Completed, the milestone should also be completed.

Configuration Flow

To automate this process, the sales representative should

1. Create custom status for tasks and milestones.
   
2. Establish a connection.
   
3. Create a custom function using Deluge.
   
4. Define a Workflow Rule to set a trigger.
   

Create Custom Status:

Create a custom status by double-clicking the Status column name in the milestone and task list view.

Establish a connection:

A Connection is a secure and reusable authentication layer that lets your custom functions and integrations communicate with external services or other Zoho apps.

Users can select the relevant scopes to create a connection. Scopes for this particular use case are,

Zohoprojects.portals.all,

Zohoprojects.projects.all,

Zohoprojects.tasks.all,

Zohoprojects.milestones.all

Click here to learn how to establish a connection.

Create a custom function:

You don't need development expertise to execute this custom function. Zoho Projects manages the underlying execution. Simply add the function code, map the required inputs, and the system will run it automatically whenever the workflow is triggered.

Sample connection name - milestonestatus

Sample status name - In Review

Arguments required:

Arguments are variables or parameters that pass an input value to execute a custom function.

1. //scopes: Zohoprojects.portals.all, Zohoprojects.projects.all, Zohoprojects.tasks.all, Zohoprojects.milestones.all
2. endPointV3 = "https://projects.zoho.in/api/v3/portal/";
3. endPoint = "https://projects.zoho.in/restapi/portal/";
4. milestoneStatusIds = List();
5. milestoneStatusNames = List();
6. milestoneParameter = Map();
7. statusName = "In Review";
8. indexValue = 0;
9. rangeValue = 100;
10. taskStatusId = "";
11. state = true;
12. // Get task layout details
13. taskLayoutDetailsResponse = invokeurl
14. [
15. url :endPoint + portalId + "/projects/" + projectId + "/tasklayouts"
16. type :GET
17. connection:"milestonestatus"
18. ];
19. statusDetails = taskLayoutDetailsResponse.get("status_details");
20. for each status in statusDetails
21. {
22. if(status.get("name").notContains(statusName))
23. {
24. taskStatusId = taskStatusId + status.get("id") + ",";
25. }
26. }
27. taskStatusId = taskStatusId.removeLastOccurence(",");
28. taskResponse = zoho.projects.getRecordById(portalId,projectId,"Tasks",taskId,"milestonestatus");
29. milestoneId = taskResponse.get("tasks").get(0).get("milestone_id");
30. id_list = taskStatusId.toList(",");
31. chunk_size = 4;
32. count = 0;
33. chunk = List();
34. all_chunks = List();
35. for each id in id_list
36. {
37. count = count + 1;
38. chunk.add(id);
39. if(count == chunk_size)
40. {
41. all_chunks.add(chunk);
42. chunk = List();
43. count = 0;
44. }
45. }
46. if(chunk.size() > 0)
47. {
48. all_chunks.add(chunk);
49. }
50. for each sub_chunk in all_chunks
51. {
52. param = sub_chunk;
53. // Get All Tasks
54. taskParameter = Map();
55. taskParameter.put("custom_status",param.toString());
56. taskParameter.put("index",indexValue);
57. taskParameter.put("range",rangeValue);
58. taskParameter.put("milestone_id",milestoneId);
59. tasks = zoho.projects.getRecords(portalId,projectId,"tasks",taskParameter,0,"milestonestatus");
60. if(tasks.containKey("tasks"))
61. {
62. state = false;
63. break;
64. }
65. }
66. if(state)
67. {
68. // Get milestone layout details
69. info "in";
70. milestoneLayoutDetails = invokeurl
71. [
72. url :endPointV3 + portalId + "/projects/" + projectId + "/milestones/layouts"
73. type :GET
74. connection:"milestonestatus"
75. ];
76. milestoneCustomFieldDetails = milestoneLayoutDetails.get("section_details").get(0).get("customfield_details");
77. for each milestoneCustomFieldDetail in milestoneCustomFieldDetails
78. {
79. if(milestoneCustomFieldDetail.get("api_name").equalsIgnoreCase("status"))
80. {
81. milestoneStatusIds = milestoneCustomFieldDetail.getJSON("picklist_details");
82. milestoneStatusNames = milestoneCustomFieldDetail.getJSON("picklist_valuemap");
83. }
84. }
85. // Milestone re-open status id
86. indexOfReopen = milestoneStatusNames.indexOf(statusName);
87. // Get milestone details
88. milestoneResponse = zoho.projects.getRecordById(portalId,projectId,"milestones",milestoneId,"milestonestatus");
89. if(milestoneResponse.containKey("milestones"))
90. {
91. milestoneStatusId = milestoneResponse.get("milestones").get(0).get("status_det").get("id");
92. }
93. else
94. {
95. return "Couldn't update status of none milestone";
96. }
97. if(milestoneStatusId != milestoneStatusIds.get(indexOfReopen))
98. {
99. milestoneParameter = Map();
100. milestoneParameter.put("milestone_ids",{"" + milestoneId + ""});
101. milestoneParameter.put("update_fields",{"CUSTOM_STATUSID":"" + milestoneStatusIds.get(indexOfReopen) + ""});
102. updateMilestoneDetails = invokeurl
103. [
104. url :endPointV3 + portalId + "/projects/" + projectId + "/milestones/" + milestoneId + "/updatefieldvalue"
105. type :POST
106. parameters:toString(milestoneParameter)
107. connection:"milestonestatus"
108. ];
109. info updateMilestoneDetails;
110. }
111. }
112. return "success";

Define a Workflow Rule:

After creating the custom function, define a task-based workflow rule. Set the trigger as "when task is updated" and associate the custom function under Add Action.

Once the workflow rule is triggered, the custom function will update the phase status automatically.

We hope you found this post to be helpful. If you have any questions, please leave a comment below or email us at support@zohoprojects.com.

• Topic Participants

• Priyadharshini J

  

• Sticky Posts

• Update on V2 API End-of-Life Timeline

  Dear Users, Earlier this year, we shared the launch of the V3 APIs and requested users to migrate from the older V2 APIs by December 2025. We have received valuable feedback from our users and partners regarding their migration timelines. We are happy

• Automation Series: Auto-assign Task Followers

  As task progresses, several users are required to stay aware of the updates to plan their upcoming work items efficiently. Manually adding users as followers for an active task might create additional overhead. With this automation, followers can be added

• WhatsApp Business Integration for Zoho Projects

  Delivery channel plays a decisive role in how quickly certain project updates translate into immediate actions. A release is ready to go live. An issue is marked critical. An approval is pending. These moments are less about tracking and more about timely

• Enhanced Collaboration and Global Web Tabs

  Hello Users, We are rolling out two key enhancements in Zoho Projects that will be part of our November release. Here’s what to expect: 1. Collaboration Section in the Left Navigation Panel What’s new? All communication and interactive tools will be grouped

• Choosing the Right Automation in Zoho Projects

  In any project, different types of actions are needed at different points. Some projects require control on how tasks move, some require reacting to updates, and some require executing additional actions beyond the task. Automation in Zoho Projects is

• Recent Topics

• Opening two notes at once in the Mac app

  Just like the title says - I want two notes open the same time on my Mac Air. AI search seems to think I have the option to open one window, then click on a second one. But of course if one window is open I can't see the others. It also recommended using

• How do you import mail from Thunderbird into ZOHO mail

  Hi, We have Thunderbird on our Apple Macs and want to transfer the emails from this to our shiny new Zoho mail account. I know using Outlook on a PC you can zip the .eml files up and upload them into specific folders on your ZOHO mail account using this form: mail.zoho.com/mail/jsp/importFolder.jsp However as Thunderbird use mbox files I'm not sure how to do it. Can anyone let me know if they have migrated mail from Thunderbird to Zoho mail and how they did it. I have many folders and emails to transfer

• How to Open .mbox file in Gmail with Attachments?

  Gmail offer users to backup INBOX folder in .mbox file format via Google Takeout Feature. Howver there is no such option to Restore Gmail MBOX. Thus I would like to suggest you to choose an alternate approach i.e. MBOX to Gmail Wizard. This utility will open .mbox file in Gmail with attachments.  Steps to open MBOX file in Gmail are; Run MBOX to Gmail Wizard Click Add File and add .mbox file. Enter your Gmail login credentials. Click Convert button. Finished! This is how you can open MBOX file in

• Poor Zoho Support

  Been trying to reach support via telephone and email. The support has always been slow to respond but now its been two weeks without a return call. I have even sent them screen shots of the problem I've having with no results. Is anyone had the same problem.

• Department Customization Copy/Paste

  Hello! I love the new customization of the layouts, rules and templates! However, we have several "departments" that operate similar and as I'm updating either ticket layout or workflow rules, I'm finding that I have to do it in each department. I would

• Desk Contact Name > split to First and Last name

  I am new to Zoho and while setting up the Desk and Help Center, I saw that new tickets created or submitted from the Help Center used the Contact Name field. This would create a new Contact but put the person's name in the Last Name field only. The First

• SalesIQ operators will not receive any messages if customers do not answer the Pre-Chat questions in Flow Controls.

  Hi Zoho SalesIQ Team, I am reaching out to report a issue regarding the Brands > Flow Controls SalesIQ operators will not receive any messages if customers do not answer the Pre-Chat questions in Flow Controls and continue sending messages without completing

• SalesIQ's Summer '26 Release: For The Moments That Matter

  Every customer journey is made up of moments. The moment someone discovers your business. The moment they need help. The moment you decide to reach out. The moment a simple chat turns into something more. And the moments that continue long after the conversation

• Add Comprehensive Accessibility Features to Zoho Writer

  Hello Zoho Writer Team, We hope you are doing well. We would like to submit a feature request to enhance Zoho Writer with a full set of accessibility tools, similar to the accessibility options already available in the Zoho Desk agent interface. 🚧 Current

• Pricelists

  So we have them in books but I cannot find them in commerce?

• Copying a Document with its Citations

  When I copy a document that contains citations using File>Make a Copy from the document's menu the text copies but the citations do not (according to Google they should). Is this the correct way to make a complete copy of a document with its citations

• Bing ads integration and tracking

  Hi, Is there any way to track Bing ads in the same way that we are able to track google adwords?  It is important for us to be able to determine the conversion rate of our Bing ads.  If this is not possible now, will this feature be added in the future?

• #20 Your Business Shouldn't Stop Just Because You Do

  Imagine you are on a well-deserved vacation. Your clients are expecting invoices at the beginning of the month, recurring customers are due for billing, and payments are still coming in. Do you carry your laptop everywhere, hoping you don't miss a billing

• Marketing Tip #26: Optimize product images for SEO

  Product images can do more than make your store look good. They can also help customers discover your products through search. Since search engines can’t "see" images, they rely on text signals to understand what an image is about. Two small actions make

• Canva Integration

  Hello! As many marketing departments are streamlining their teams, many have begun utilizing Canva for all design mockups and approvals prior to its integration into Marketing automation software. While Zoho Social has this integration already accomplished,

• Automation Series: Mandatory Time Logging Before Task Closure

  In a project, when users work on multiple tasks simultaneously, they track time in different ways, either by starting a timer or by adding a time log. Sometimes users may forget to add time, which can lead to discrepancies in the timesheet. When timesheets

• Is there a way to show contact emails in the Account?

  I know I can see the emails I have sent and received on a Contact detail view, but I want to be able to see all the emails that have been sent and received between all an Accounts Contacts on the Account Detail view. That way when I see the Account detail

• Zoho CRM gets a new email compose and lot more

  Dear Customers,  [UPDATE October 21, 2021: We have started opening these features to some of the customers already. And, it will be available to all the customers before November 2nd Week, 2021. Sorry for the delay caused]  [UPDATE February 21, 2022:

• Custom AI solutions with QuickML for Zoho CRM

  Hello everyone, Earlier, we introduced Custom AI Solutions in CRM that let you access QuickML for your custom AI needs. Building on that foundation, we’ve now enabled a deeper integration: QuickML models can be seamlessly integrated into CRM, and surface

• Introducing document visibility in Zoho Sign

  Hello! Complex document workflows often involve multiple stakeholders with different roles. Sending a separate envelope to every person is time consuming and can lead to administrative bottlenecks. With Zoho Sign's document visibility feature, you can

• Sent email stuck on processing

  My sent emails are stuck on processing, whats going on?

• [Webinar] What's new in Zoho Analytics: Q2 2026

  Hey data lovers! Our What's New webinar series is bringing you another lineup of exciting features and product enhancements from the past quarter, all designed to help you get more out of your analytics. Get an inside look at new data connectors, Zoho

• Alterar número de telefone para receber o código OTP

  Boa tarde! Como posso alterar o número de telefone da minha conta para aceder ao meu email corporativo? Estou tentando logar, mas não consigo, pois está sendo enviado o código OTP para o número antigo, preciso aceder urgente meu email, porque e de trabalho.

• CRM x WorkDrive: We're rolling out the WorkDrive-powered file storage experience for existing users

  Release plan: Gradual rollout to customers without file storage add-ons, in this order: 1. Standalone CRM 2. CRM Plus and Zoho One DCs: All | Editions: All Available now for: - Standalone CRM accounts in Free and Standard editions without file storage

• Request to Increase URL Field Character Limit

  Hi Arthi, Hope you are doing well. I'm trying to save a URL in the Work Order (WO) module using the URL field, but I receive the following error message: "Please enter a valid Repair File. Maximum 450 characters are allowed." The issue is that the URL

• How to change column headings in pivot table?

  Hi, Is there a way to rename the column headers of a pivot table? Now some the columns are named with value labels: 'SUM of .....'. We would like to rename those headers. As of now we couldn't find any direct solution to adjust the headers, besides copying and reformat. We want to avoid these extra steps. Best, Tiemen

• Undelivered Mail

  I suspect that there are recipient's servers that blocks my emails. I receive the following email from mailer-daemon@mail.zoho.eu : A message that you sent could not be delivered to one or more of its recipients. This is a permanent error. pantelis.sarantos@unipakhellas.gr,

• Email not loading on PC

  Hello, my email opens on but it doesn’t load on PC. I don’t have other issues with the email, all the configurations are ok and I face with following issue in the photo. It says “ mail.zoho.com refused to connect” I will be very thankful if anyone can

• Why are bounce/error emails being sent to info@ instead of contact@?

  I have my Zoho Mail and WordPress site configured so that normal website emails should go to contact@hybridbatteryservice.com. However, I keep receiving technical bounce/error emails and delivery failure notifications at info@hybridbatteryservice.com

• Do Not Disturb status not respected when Cliq bar is enabled across Zoho apps

  Hi Zoho Cliq team, I want to report what appears to be a bug with how the Do Not Disturb status interacts with the embedded Cliq bar in other Zoho apps. **Issue:** When my Cliq status is set to Do Not Disturb, I continue to receive notification tones

• Introducing the Employee Portal for internal job posting

  Employee referrals and internal applications are one of the most trusted hiring channels. But in many organizations, employees only hear about openings through messages, word of mouth, or after the role has already been open for a while. When employees

• Zoho Webinar Summer Broadcast 2026

  What if your webinar platform could connect directly with your business tools, automate routine tasks, trigger actions across your workflows, and support every stage of your webinar lifecycle? That’s the question we’ve been answering so far this year.

• Zoho CRM Layout Rules: Nine New Actions, Profile-Based Execution, and Interactive Preview

  Hello everyone, Availability: This feature is now available for customers in the JP and SA DCs. It is planned to be released for other customers in soon. We’re excited to announce powerful new enhancements to Layout Rules in Zoho CRM - a feature built

• Invalid request when trying to access Mail

  When I click on the red button to access Zoho Mail at https://mail.zoho.com/zm/, I get a big yellow warning triangle with "invlid request, The input passed is invalid or the URL is invoked without valid parameters. Please check your input and try ag

• Whats the average response time for ticket submitted?

  I submitted a request to unblock my mail accounts. They seem to be blocked for outgoing mail, and I have been waiting for days to have this fixed with no reply. I have submitted 2 tickets and an email. My work has to completely stop. I pay for the service

• All new Address Field in Zoho CRM: maintain structured and accurate address inputs

  Availability Update: 29 September 2025: It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition exclusively for IN DC users. 2 March 2026: Available to users in all DCs except US and EU DC. 24

• Is there any way to have Dataprep ingest RSS?

  As stated by the title. Does the Zoho environment offer tools that I can use to, directly or using workarounds, have Dataprep ingest an RSS feed? Thanks

• Introducing Color Coding of Picklist Values

  Dear Everyone, Greetings!! Zoho CRM is uplifting the user experience. Recently, we had some notable aesthetic improvements in CRM like Kanban View UI enhancement, New List view UI enhancement, color coding of tags, and color coding of picklists in meetings.

• Important updates to your Widget JS APIs

  Hello everyone, Greetings from Zoho Creator! This is an urgent notice for developers and Partners who use widgets in their Zoho Creator applications. We previously announced an update to the CDN URLs used for loading the Widget JS API, with a deadline

• Deluge sendmail in Zoho Desk schedule can't send email from a verified email address

  I am trying to add a scheduled action with ZDesk using a Deluge function that sends a weekly email to specific ticket client contacts I've already verified the email address for use in ZDesk, but sendmail won't allow it in its "from:" clause. I've attached

• Next Page