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

• Time Log Reminder

  Tracking the time spent on tasks and issues is one of the most important functions of a timesheet. However, users may forget to update the time logs because they have their own goals to achieve. But, time logs must be updated at regular intervals to keep

• Introducing the Zoho Projects Learning Space

  Every product has its learning curve, and sometimes having a guided path makes the learning experience smoother. With that goal, we introduce a dedicated learning space for Zoho Projects, a platform where you can explore lessons, learn at your own pace,

• 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-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

• Automate Timesheet Approvals with Multi-level Approval Rules

  Introducing Approval Rules for Timesheets in Zoho Projects. With this automation, teams can manage how timesheets are reviewed and approved by setting up rules with criteria and assigning approvers to handle submissions. Timesheet, when associated to

• Recent Topics

• Consolidated report for multi-organisation

  I'm hoping to see this feature to be available but couldn't locate in anywhere in the trial version. Is this supported? The main aim to go to ERP is to have visibility of the multi-organisation in once place. I'm hopeful for this.

• Finding text within a ticket: Expand All or Search this Ticket

  The auto-collapse feature within a ticket is nice for screen scrolling, however it makes it difficult to find text within the ticket if the email is collapsed. In fact you cannot find text if it is collapsed. I would like to propose a feature that allows

• Using MPN across multiple SKUs and inventory tracking

  I have several different SKU's that share a common MPN and would like to track inventory by MPN. SKU1 has MPN1 assigned SKU2 has MPN1 assigned Here is an example If I start with 5 of MPN 1 in stock I want each SKU1 and SKU2 to show as 5 in stock, If I

• Unable to Access Application:

  Whenever I try to access my application from the desktop, say I am editing it and want to test something in the desktop environment I get: An error has occurred. An internal error has occurred. Please check the URL , or try refreshing the page I can edit

• Books & Desk. Client mapping

  Hi, I’ve been using Zoho Books for several years and am now looking to improve my customer service. I'm experimenting with Zoho Desk and want to sync and map my client data from Zoho Books. However, it seems that mapping requires both contacts to have

• Feature Request - Allow Customers To Pick Meeting Duration

  Hi Bookings Team, It would be great if there was an option to allow customers to pick a duration based on a max and minimum amount of time defined by me and in increments defined by me. For example, I have some slots which are available for customers

• Error Logs / Failure logs for Client Scripts Functions

  Hi Team, While we are implementing client scripts for the automation, it is working fine in few accounts but not working for others. So, it would be great if we can have error Logs for client scripts also just like custom functions. Is there any way that

• Welcome to the Zoho ERP Community Forum

  Hello everyone, We are thrilled to launch Zoho ERP (India edition), a software to manage your business operations from end to end. We’ve created this community forum as a space for you to ask questions, comment answers, provide feedback, and share your

• Google Fonts Integration in Pagesense Popup Editor

  Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to enhance Zoho Pagesense’s popup editor with Google Fonts support. Current Limitation: Currently, Pagesense offers a limited set of default fonts. Google Fonts

• Add Popup Rejection Metrics to Reports

  Hello Zoho PageSense Team, We would like to request improved reporting for popup interactions. Current Limitation: PageSense currently provides conversion data, but there is no clear visibility into: Popup rejections Popup closes (✕ button clicks) Dismissals

• Ability to Reset / Reinitialize Popup Cookies

  Hello Zoho PageSense Team, We would like to request the ability to manually reset popup cookies. Current Limitation: At the moment, it is not possible to initiate a new popup cookie from the our side. Visitors who rejected or closed a popup will not see

• Control Popup Cookie Expiration Duration

  Hello Zoho PageSense Team, We would like to request an enhancement related to popup cookie management. Current Limitation: Currently, PageSense popup cookies remain active for 365 days, and this duration cannot be modified by us. If a visitor closes or

• Support for Custom Fonts in Zoho Recruit Career Site and Candidate Portal

  Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to use custom fonts in the Zoho Recruit Career Site and Candidate Portal. Currently only the default fonts (Roboto, Lato, and Montserrat) are available. While these

• String handling

  If I cut a currency string from a quote and try and paste it into the Deal "Amount", it will fail unless I manually delete any commas. Dollar signs are no problem, but comma's seem to fail. Please correct this Input Validation error.

• YouTube Live streaming? how to? Zoom has this feature, built-in. Can't find it on zoho meetings.

  YouTube Live streaming? how to? Zoom has this feature, built-in. Can't find it on zoho meetings.

• Feature Request - A Way To Search Item Groups

  Hi Inventory Team, I can't find any way to filter or search by fields of Item Groups. It would be great to see that functionality added. I have a use case where a single product might come from 5 or more suppliers and each supplier's item is an Item in

• Feature Reqeust - Include MPN In Selectable FIelds

  I have noticed that the MPN is not available to show in the list view of Items. Please consider adding it as EAN, UPC and ISBN are all available, so it doesn't make much sense to exclude this similar option. Thanks for considering my feedback.

• Advanced Payment for Inventory Items with serial numbers

  Hello, We sell equipment that we track the unique serial numbers on using Sales Orders. We can charge the customers an advanced payment, then the balance on delivery. We cannot figure out a way to do this in Books/Inventory: - Cannot part invoice a SO

• Feature Request - Option To Hide Default System Fields on Items

  Hi Zoho Inventory Team, As far as I know it is not possible to hid some of the defult system fields on Items, such as UPC, MPN, EAN, ISBN. A good use case is that in many cases ISBN is not relevant and it would be an improved user experience if we could

• Making an email campaign into a Template

  I used a Zoho Campaign Template to create an email. Now I want to use this email and make it a new template, but this seems to be not possible. Am I missing something?

• Campaigns does not work!

  I am running into so many problems trying to use Zoho Campaigns, that I am seriously considering dropping the app from my (shrinking) list of Zoho applications I actually use. Apart from having to fight the software trying to create a design and email,

• email address somehow still not verified (?!)

  L.S. After creating a new email template in CRM I was about to send a group email to my clients, then Zoho CRM announced that they would change the sender address to some kind of Zoho-e-ddress because my email address "has not been verified". Not only

• Feature Request - Make Available "Alias Name" Field In Item List View

  Hi Zoho Inventory Team, I have noticed that the "Alias Name" field does not appear on the list of selectable columns in the Customise Columns feature in the Items module. This would be very useful to see for businesses who are using the Alias Name field

• Marketing Automation

  L.S. Marketing Automation is and has always been part of the Zoho One bundle - according to the information provided on the Zoho Website. Why when I open Marketing Automation do I get the following message?: "Your trial has expired. We hope you enjoyed

• Cliq iOS can't see shared screen

  Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

• Bigin, more powerful than ever on iOS 26, iPadOS 26, macOS Tahoe, and watchOS 26.

  Hot on the heels of Apple’s latest OS updates, we’ve rolled out several enhancements and features designed to help you get the most from your Apple devices. Enjoy a refined user experience with smoother navigation and a more content-focused Liquid Glass

• Notes badge as a quick action in the list view

  Hello all, We are introducing the Notes badge in the list view of all modules as a quick action you can perform for each record, in addition to the existing Activity badge. With this enhancement, users will have quick visibility into the notes associated

• Claude + MCP Server + Zoho CRM Integration – AI-Powered Sales Automation

  Hello Zoho Community 👋 I’m excited to share a recent integration we’ve worked on at OfficehubTech: ✅ Claude + MCP Server + Zoho CRM This integration connects Zoho CRM with Claude AI through our custom MCP Server, enabling intelligent AI-driven responses

• Automatic Matching from Bank Statements / Feeds

  Is it possible to have transactions from a feed or bank statement automatically match when certain criteria are met? My use case, which is pretty broadly applicable, is e-commerce transactions for merchant services accounts (clearing accounts). In these

• How to filter Packages in zoho inventory api

  Hi Team, I want to perform some tasks in a schedular on the packages which are in "Shipped" state. I tried to use filter_by in my api call but in return I get response as {"code":-1,"message":"Given filter is not configured"} My Api request is as follows

• CRM

  Is anyone else experiencing this issue? Our company is not moving out of using Gmail's web app. It just has more features and is a better email program than Zoho Mail. Gmail has an extension (Zoho CRM for Gmail) that we're using but we've found some serious

• Automate pushing Zoho CRM backups into Zoho WorkDrive

  Through our Zoho One subscription we have both Zoho CRM and Zoho WorkDrive. We have regular backups setup in Zoho CRM. Once the backup is created, we are notified. Since we want to keep these backups for more than 7 days, we manually download them. They

• Syncing with Google calendar, Tasks and Events

  Is it possible to sync Zoho CRM calendar, task and events with Google Calendar's tasks and events. With the increasing adoption by many major tool suppliers to sync seamlessly with Google's offerings (for instance I use the excellent Any.do task planning

• IMAP mail after specify date

  Hi My customer's mail server is on premise and mail storage is very huge. So It never finish sync. and finally stop sync. Cloud CRM have a option like zoho mail sync mail after some date.

• How can i view "Child" Accounts?

  It can be very useful in our field of business to know the parent-child account relationship. However, there seems to be a shortcoming in the parent account view: no child account list. How can we view the child accounts per each account?

• Ability to assign Invoice Ownership through Deluge in FSM

  Hi, As part of our process, when a service appointment is completed, we automated the creation of the invoice based on a specific business logic using Deluge. When we do that, the "Owner" of the invoice in Zoho FSM is defaulted to the SuperAdmin. This

• Easily perform calculations using dates with the new DATEDIF function

  Hey Zoho Writer users! We've enhanced Zoho Writer's formula capabilities with the new DATEDIF function. This allows you to calculate the difference between dates in days, months, and years. Function syntax: =DATEDIF(start_date, end_date, unit) Inputs:

• Adding Comments Using Workflows - How to Change User Attributed

  We have worklflows in Desk where a comment is added to a ticket based on certain criteria. It seems that the comment added is always attributed to the user who last edited the workflow. This does not make sense for us because: - It's misleading to other

• Add Attachment Support to Zoho Flow Mailhook / Email Trigger Module

  Dear Zoho Support Team, We hope you are well. We would like to kindly request a feature enhancement for the Mailhook module in Zoho Flow. Currently, the email trigger in Zoho Flow provides access to the message body, subject, from address, and to address,

• Conect chat of salesiq with zoho cliq

  Is there any way to answer from zoho cliq  the chat of salesiq initiated by customers?

• Next Page