Build an approval management system with Custom Modules

Build an approval management system with Custom Modules



Dear users,

Task management is at the heart of project management. But not all tasks are created equal. You can have your tasks reviewed before any work begins, to improve transparency or stay within budget or as part of your process. Zoho Projects allows approvals for projects and timesheets by default. With custom modules, codex, workflows and custom functions, you can help them set up approvals for manual evaluations like budget approvals, contract sign-off, etc.

Custom modules

As part of Projects Infinity, Zoho Projects allows you to extend project management capabilities using custom modules. You can now build additional capabilities that aren't available by default, like:

  1. Inventory tracking

  2. Fleet management

  3. Approval handling

  4. Resource management

  5. And any custom business logic


Custom modules can be created for the entire organization or for a specific project. You can also choose from a gallery of pre-built modules. Each custom module supports its own set of fields and automation workflows, too.

CodeX:

Alongside blueprints, workflows, and business rules, Zoho Projects allows you to use Javascript SDKs on the project or task records before or after creating, editing, or deleting them.

With CodeX, you can:

1. Make HTTP requests to other apps.
2. Update tasks or project records based on conditions.
3. Retrieve record details and update other project records in your portal.

(Note: CodeX scripting is available in the free plan and all paid plans. Execution is limited by CodeX credits.)

Quote

Use case

Let's consider a multi-location consulting firm that's looking to make budget reviews more transparent for clients. For instance, tasks with a budget over INR 50,000 must be approved by a project manager before any work begins. Tasks should not be assigned to team members or allowed to change status until they are approved.


We can achieve this using a combination of custom modules, workflows, custom functions, and CodeX.

I. A custom module to handle the approvals


First, create a custom module named Approvals to capture task approval requests. It can contain fields for the task name and the approval status, along with other fields like Created By, Approved By, Created Time, and Approved Time. Assign the manager or portal admin as the approver.

An approval record is created in the Approvals module every time a task is created with a cost estimate of INR 50,000 or more. You can add a picklist field to approve or reject the task.



II. A workflow to push task details

Define a workflow that triggers whenever a task is created with a budget greater than INR 50000, and place the task On Hold. You'll also need a custom function to push the task details to the Approvals module.




III. A custom function to create the record

The custom function should capture the task details and create a record in the Approvals module. The default status will be Pending or In Progress.




IV. A CodeX script to prevent task edits


Create a CodeX script to restrict edits to the task while it is On Hold.

 

Now, when a user tries to update a task that is On Hold, CodeX restricts updates to it. (You can choose which user profiles can or cannot make the updates)



 

Finally, to lift the restriction on task edits, a workflow rule can be set up in the Approvals module to change the status of the task to Open or Approved. This will signal CodeX to allow editing the task.




We now have a custom approval management system for a simple criterion. You can build even more complex systems for your clients.

IdeaPro tip: The same process can be built using a blueprint to track all transitions to help visualize and manage various stages, all in one place. 

Not just tasks, you can build approvals for any module or flow that requires intervention and validation using custom modules, like:

a. Change request management
b. User/task assignment
c. Client consensus
d. Custom activity logs  

Have an approval management case you'd like to discuss? Share it with us and we'll help you out. Let us know if you'd like our partners to help you build custom logic for your business.

Want us to write about an aspect of Zoho Projects in detail? Let us know and we can add it to our list.


Best
The Zoho Projects Team

    • Sticky Posts

    • Introducing Version-3 APIs - Explore New APIs & Enhancements

      New Update - The end of life timeline for V2 APIs has now been extended to 30th June, 2026 Happy to announce the release of Version 3 (V3) APIs with an easy to use interface, new APIs, and more examples to help you understand and access the APIs better.

    • CodeX Scripts for Enforcing Custom Project Logic

      Every organization has a defined way of executing projects. There are clear expectations around how tasks should move, when projects should progress, and which actions require validation. When these rules are consistently followed, projects remain structured

    • Automation Series: Auto-create Dependent Task on Status Change

      In Zoho Projects, you can automatically create and assign a dependent task when a task’s status is updated. This helps teams stay aligned, ensures reviews happen on time, and reduces manual effort. In this post, we’ll walk through an easy setup using

    • 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,

    • Recent Topics

    • Can I import MSG files into Microsoft 365 without Outlook?

      Yes, absolutely. You do not need Outlook installed to import MSG files into Microsoft 365. Aryson MSG file Converter is a dedicated tool that eliminates the Outlook dependency entirely, making the migration process simple and efficient for all users.

    • 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

    • Zoho Books/Inventory - Update Marketplace Sales Order via API

      Hi everyone, Does anyone know if there is a way to update Sales Orders created from a marketplace intigration (Shopify in this case) via API? I'm trying to cover a scenario where an order is changed on the Shopify end and the changes must be reflected

    • Ticket id issues

      When I reply a ticket from desktop, it doesn't have ticket id in the subject and it's great. When I reply a ticket from Zoho desk mobile, Zoho adds ticket id in the subject and I don't want that. Please help in this matter.

    • Advanced email configuration - agent's name vs. department name

      We currently have all four Advanced Configuration options turned ON at the Global-level (Channels > Email > Advanced Configuration) - including the "Show Agent name in Ticket replies and outgoing emails" option. We also had that same option turned ON

    • Add Bounced as an Email Action / Notification for Bounced Emails

      This is one of the hard requirements for the clients we're servicing. They want to get an internal email notification whenever the email they sent to their contacts have bounced, so that they can look into it and update the email address. Currently, the

    • not able to convert pdf to jpg and other forms and vice versa.

      i want to change my pdf to jpg, word, etc and some times jpg to pdf. i don't know how to do in this.

    • What’s New in Zoho Analytics - March 2026

      Hello Users! In this month's update, we bring improvements across integrations, security, reporting, and analytics capabilities to help you work with your data more efficiently and with greater control. Explore what’s new and see how these enhancements

    • Zoho People > Performance Management > Appraisal cycle

      Hello All I am using this 2 users to test out how it work on Performance Management User 1 - Reportee User 2 - Reporting Manager : Li Ting Haley User 1 : Self Appraisal Error How do i fix this error?

    • SalesIQ Tip for Admins: Guide Operators in Real-time Without Interrupting the Chat

      Consider this. You're a supervisor and you're looking through the active conversations. An associate is mid-chat with a high-value prospect. The prospect asks something unexpected, maybe about a tailor-made subscription plan or a bulk discount that’s

    • Early Access: Check Printing in Zoho Books

      Hello Everyone,   Are you constantly writing checks to pay your vendors?   We've got a great news to share with you! You can now pay your vendors by writing and printing a check directly from Zoho Books. The feature is ready and we'll be rolling it out to our customers in phases.  It is available in the  US Edition of Zoho Books and also in the Global edition, where the country is selected as USA and the currency is USD.   Here’s a summary of what’s possible:   1. Write and print a check. 2. Make

    • Connecting Zoho Inventory to ShipStation

      we are looking for someone to help connect via API shipStation with Zoho inventory. Any ideas? Thanks. Uri

    • Syncing zoho books into zoho crm

      I was wondering how I can use zoho books in crm as I have been using them separately and would like to sync the two. Is this possible and if so, how? Thanks

    • Zoho no support response.

      Problem is Zoho support seems to be just a concept. Just completing my trial, am ready to purchae 3 user subscriptions pending answer to a question, submitted two suport request during my trial that weren't responded to. Gave up trying the 888 line. Hard to imagine my production data in hosting environment with no support response.

    • Updating transaction number series for fiscal year 2026-2027 in Zoho POS

      A fiscal year or financial year is a 12-month period that businesses follow to manage and track their financial activities such as expenses, revenue, and taxes. This doesn't need to match the calendar year (JAN-DEC) and varies based on region, and tax

    • Lack of Looping and Carry-Forward Functionality in Zoho Survey

      Zoho Survey currently does not support looping or carry-forward functionality, meaning it is not possible to dynamically generate follow-up questions based on each option selected in a previous question or to pipe selected responses (such as {Looping

    • Forecast in Zoho CRM Just Got Smarter with an upgraded Zia Intelligence

      Hello Everyone, We are here with an interesting enhancement to Forecasts in Zoho CRM — Enhanced Zia Insights for your sales Forecast. Imagine a regional sales manager reviewing their team’s performance using forecasts in Zoho CRM. Instead of switching

    • Update TDS and TCS rates for Income Tax Act, 2025 (effective April 1, 2026)

      Hello everyone, The Income-tax Rules, 2026 (G.S.R. 198(E), dated March 20, 2026) have been notified, marking a significant structural shift in India’s direct tax framework. From April 1, 2026, the Income Tax Act, 2025 replaces the Income Tax Act, 1961.

    • Service line items

      Hello Latha, Could you please let me know the maximum number of service line items that can be added to a single work order? Thanks, Chethiya.

    • Automation Series: Auto-assign Resources as Task Owners

      In Zoho Projects, task ownership can be set automatically during task creation, allowing resources to be assigned based on the task name. Resources are work equipment or tools added to the portal to monitor their usage across projects. They can be assigned

    • Subform edits don't appear in parent record timeline?

      Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user

    • AI secretary

      In our company, Claude is the secretary and creates inquiries and schedules from Gmail. You no longer have to enter them yourself. The secret is that we created an MCP server that connects to CRM. https://x.com/Mac_nishio/status/1917954562566328694

    • 5 small changes to Recruit that make a big difference

      Sometimes, the biggest improvements aren’t new features, they’re small changes that make everyday actions feel smoother. Over the past few weeks, we’ve made a few such updates across Zoho Recruit. They’re subtle, but together, they remove friction from

    • Project Management Bulletin: March, 2026

      We are passionate about equipping our users with efficient solutions that help them run their businesses successfully. Our collective efforts over the past 2 years have culminated in the launch of Sprints 3.0— built with reliable features, impactful integrations,

    • New security enhancements for portal users: MFA and password management

      Hello everyone, We are excited to announce three major security enhancements that are now available to portal users in Zoho CRM: Organization-wide multi-authentication for portal users - Admins can enforce multi-factor authentication across the entire

    • [Free Webinar] Learning Table Series 2026 – Customer agreement & contract management using Zoho Creator

      Hello everyone, We’re excited to announce the next session in Learning Table Series 2026, where we will continue with our purpose-driven approach—focusing on how Zoho Creator’s features help solve real-world business challenges. Each session in this series

    • Zoho Payroll's USA and KSA editions are available in Zoho One!

      Greetings! We’re excited to share that Zoho Payroll, currently available only in India and the UAE, is now introducing the KSA (Kingdom of Saudi Arabia) edition and the USA (United States of America) edition, and these editions are now available in Zoho

    • Looking for Guidance on Building a Zoho Website

      I'm exploring the possibility of building a custom website with specific features using Zoho as an alternative platform. My goal is to create something similar to https://gtasandresapk.com , with the same kind of functionality and user experience. I'd

    • Multilingual website feature

      Would be a great feature to have. I saw that this feature was available for backstage. I think it could be done for zoho sites too.

    • [Webinar] Modernize your sales engine with agentic analytics

      Traditional sales decision-making methods aren't cut out for modern businesses. Leveraging AI in sales helps businesses actively respond to the changing dynamics of the market. Agentic AI is letting sales teams across industries make better decisions

    • Built-in Date Functions in Zoho Analytics Query Tables

      I have a doubt about whether Zoho Analytics Query Tables provide built-in functions for start date, end date, and the current month

    • Zoho Commerce in multiple languages

      When will you be able to offer Zoho Commerce in more languages? We sell in multiple markets and want to be able to offer a local version of our webshop. What does the roadmap look like?

    • Nimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging

      Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integration

    • Connectivity issues with Google Calendar and third-party integrations

      Description: We are currently experiencing a critical failure with Zoho CRM third-party connections. This issue is heavily affecting our primary workflow. Symptoms: Sync Failure: Existing Zoho CRM to Google Calendar connections have been failing for approximately

    • Dynamic image in form works in the app but not on the customer portal.

      img = frm_Fichas[ID == input.Nombre].Foto; imgno = Nophoto[ID2 = 1].Image; if(len(img) > 1) { img = img.replaceAll("/sharedBy/appLinkName/",zoho.appuri); img = img.replaceAll("viewLinkName","Fichas_de_personal_public"); img = img.replaceAll("fieldName","Foto");

    • Incorrect Functioning of Time Logs API (Version 3)

      We need to fetch the list of time logs for each task for our company internal usage. We are trying to achieve it by using the next endpoint: https://projects.zoho.com/api-docs#bulk-time-logs#get-all-project-time-logs Firstly, in the documentation the

    • How can I export all Deluge code across the application?

      I’m working on a application with multiple forms, reports, and HTML views, where Deluge scripts are used across workflows, field actions, and custom functions. Is there a way to export all Deluge scripts into a single file for easier search?

    • First Name in Mail

      While sending a mail/message to the user, I want only the first name to be displayed—for example: “Hi John” instead of the full name using "Hi ${Name_Field}"

    • Can you import projects into Zoho Projects yet?

      I see some very old posts asking about importing project records into Zoho Projects. But I can't find anything up to date about the topic. Has this functionality been added? Importing tasks is helpful. But we do have a project where importing projects

    • Updating Sales orders on hold

      Surely updating irrelevant fields such as shipping date should be allowed when sales orders are awaiting back orders? Maybe the PO is going to be late arriving so we have to change the shipment date of the Sales order ! Not even allowed through the api - {"code":36014,"message":"Sales orders that have been shipped or on hold cannot be updated."}

    • Next Page