Power of Automation :: Automated Weekly Notifications for Unapproved Timesheets

Power of Automation :: Automated Weekly Notifications for Unapproved Timesheets

Hello Everyone,


A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and calculations. 


We also support a feature Schedule Function which allows you to execute custom functions based on a specified schedule such as hourly, daily, weekly, or monthly. This feature can be used for recurring actions, like generating monthly reports or sending automated emails to portal users about upcoming public milestones or deadlines without relying on specific events.

Below is the use case ::

To automatically send weekly email notifications to the project owner regarding any unapproved timesheets associated with their project(s).

This can be accomplished using the feature Schedule Functions. Create a connection with the service Zoho Projects using the scopes “ZohoProjects.projects.READ,ZohoProjects.timesheets.READ" and update the connection name ‘projects’ in the below code. Attached a screenshot of Schedule Function.
timesheetViewId = XXXXXXXXXX; // Replace All Pending timesheet view id here
paramMap = Map();
paramMap.put("page",1);
paramMap.put("per_page",200);
paramMap.put("view_id",XXXXXXXXXXX); // Replace active projects view id here
getAllProjects = invokeurl
[
url :projectsEndpoint + portalId + "/projects/"
type :GET
parameters:paramMap
connection:"projects"
];
// info getAllProjects;
for each project in getAllProjects.get("projects")
{
projectId = project.get("id");
projectName = project.get("name");
budget_info = Map();
info = Map();
info.put("view_type","projectspan");
info.put("view_id",timesheetViewId);
info.put("module",{"type":"task"});
budget_info.put("budget_info",info);
URL = projectsEndpointV3 + portalId + "/projects/" + projectId + "/timesheet";
getTimesheet = invokeurl
[
url :URL
type :GET
parameters:info
connection:"projects"
];
info getTimesheet;
/*
If empty = {"time_logs":[]}
*/
if (getTimesheet.get("time_logs").size()>0) {
sendmail
[
from: zoho.loginuserid
to: project.get("owner_email")
subject: "Weekly Reminder: Pending Timesheets for Approval"
message: "<p>There are some timesheets awaiting your approval in the project:
 <b><a href="+timesheetUrl+">"+projectName+"</a></b><br></p>"
]
}
}
Creating custom functions in Zoho Projects is straightforward and well-documented. Zoho provides a range of built-in functions that you can use as a starting point, and you can also easily define your own functions using Zoho's scripting language, Deluge. Give it a try and see how it can save your time and boost your productivity!

Watch this space for more such custom function codes.