Streamline Task Allocation With Zoho Projects

Well-defined and efficient project management is really important while working on any kind of project. There are generally many steps that must be managed for a project irrespective of the size.

In case you are out in the market looking for a project management tool then chances are highly likely that you have heard about the benefits offered by Zoho Projects. In case you have not then Zoho Projects is probably the best tool in the form of an online project management software that helps businesses keep track of tasks, collaborate, and stay in tune with updates.

It is a useful platform that can be very helpful for resource allocation and project management processes. What separates Zoho Projects from its counterparts is that it is a huge platform that allows integration between different applications.

In this blog, we will be taking an in-depth look into all the features and the advantages of Zoho Projects.

What is Zoho Projects?

Zoho offers powerful project management software that consists of four basic modules available in each package as well as in the free version. The modules that are included in the Zoho Projects are Tasks and Milestones, Project, Documents, Meetings and Forums, and Calendars. All of these tools are an important part of the off-the-shelf capabilities of this excellent application.

As the requirements in a company keep scaling up and need intensification, the add on modules like time tracking, wiki, chat, and billing can be added without any problems to the application so that an economical solution can be provided for smaller businesses.

After understanding what is Zoho Projects, we will now see the various methods in which this software facilitates a seamless task allocation.

1. Project Planning and Collaborating

Planning the projects and collaborating with other team members can be very difficult, but it is important for the businesses. Fortunately, Zoho Projects makes it simple for everyone to get on the same page by enabling to import documents from different applications like Open Office, Photoshop, PDF, ZIP files, and Microsoft Office.

In case you wish to take this a step further you can create intranet pages or wiki pages where the team members can create, share and respond to the project-related content like documents, presentations, video clips, spreadsheets, etc. Zoho implementation offers drag and drop tools that make it simple to build and update customized pages within minutes.

In case the priority is on what you need then Zoho Projects also offers message boards where one can create a thread to post topics, spark conversations, and encourage collaboration. If you wish to keep the conversation going on, there is also an option to create a chat room where team members of a company can be invited. With the built-in chat feature, everyone can come together to discuss some important things, share different ideas, and also solve problems in real-time. There is no need for app installation as Zoho Projects includes the chat feature and the most amazing thing is that the complete transcript is saved so that the team members can go back later for reviewing the conversation in case it is necessary.

2. Configure a Staff Portal

With the help of Zoho Projects login, it becomes possible to add your staff users from your own organization while also adding customers to the project portal. This makes it much simpler for the complete staff and customers to effortlessly coordinate tasks that happen in one place.

In addition, it is also possible to create multiple projects. In fact, you can assign the staff and customers to some of the dedicated projects just as you wish and feel as necessary. The customers don’t need a Zoho account to be added to the portal.

While you create a project, there is also a dedicated email for that specific project. Anybody who emails this address can automatically log in for an issue for the project.

3. Setting Tasks and Milestones

With the help of task management, task dependency views, and project milestones, it becomes possible to carry out resource allocation and report on any function. You can set the tasks and assign them to the staff just as you feel it is necessary.

Other than this, it is also possible to set the due dates for tasks so that they can be delivered in a timely fashion. With every task, there is a timer equipped anyone who is assigned a task can log in their hours while undertaking and completing that task.

A task can have attachments and instructions and it is also possible to form a dependency where beginning one task will depend on the completion of another. Right after the task is completed; the dependency can be set to close. Additionally, custom statuses of tasks can also be configured. The milestones must be logged separately. Either they can be associated with tasks or you can set a milestone for a set of tasks.

4. Log Issues at the Time of Project

Almost no project is perfect and there is always an underlying issue to be found. A separate tab with the names of Issues or Bugs can most likely exist so that the customers can log issues or problems that are likely to occur. As it has been mentioned previously, a fixed email address can be mailed in order to log into an issue.

Issues also have time tracking and other times so that one can log on how long it takes for fixing something. There is also a scope to add the attachments wherever it is necessary. The default statuses available are open and closed but the custom statuses can also be added.

The issue section is actually a centralized platform where the customers can communicate their issues and an organization can respond to them and fix the problems accordingly.

5. Gantt Charts

Gantt Charts can be just another way to visualize the progress of the tasks that are underway. They allow you to see every detail of a project including the task lists, percentages of completeness, overdue tasks, dependencies and milestones. Every category is assigned a different colour which makes it easy to identify and distinguish the tasks.

Besides this, the rescheduling and reorganizing of the tasks are also made simple with the use of Gantt Charts. You can alter your plans by adding the tasks, dragging and dropping a task from one area of the chart to another and then editing the milestones just as it is needed.

Moreover, you can also switch the views on a chart depending on the kind of information that is needed. If you wish to know which projects are due in the coming time then you can switch the view of the Gantt chart for showing the upcoming due dates first. Finally, the Gantt Chart can be customized based on your preference including scaling a chart, filtering the information and exporting the task data just as needed.

6. Timesheets

Zoho Projects makes accounting simple by having all the individuals working on projects to log their working and non-working hours into the Zoho platform. Timesheets can record the beginning and end date of tasks for tracking the cost and time spent on parts of a project. You can set the timers for a task and once you stop the timer, the entries of time spent get automatically logged in the timesheets.

The timers help greatly in calculating the real working hours consumed by a project. In case you need it then the Zoho Projects contains a detailed breakdown of all tasks complete all through the duration of each project. Furthermore, there will also be an option to log time daily or weekly based on the kind of project.

You can establish an approval process and billing status for the timesheets. Make sure that you select a default billing status for the entries before logging time. You can also establish a well defined approval process for the entries so that it becomes simple to filter and view approved and unapproved entries.

In just a single click, you can send your customers, stakeholders, project managers and timesheet reports with regards to specific projects so that they can understand what work has been completed. With so many timesheets being logged in the system, you can also choose to view the reports based on the users, billing or even some window of dates. Once the reports have been viewed, you can choose to export the timesheet data as the PDF, xls or csv files.

7. Automating Tasks

Automation is yet another core benefit of the different tools offered by Zoho and Zoho Projects is by all means no exception to this rule. With the help of Zoho Projects, you can create automated email notification rules for letting all the important parties know when an issue is logged in and when an issue is assigned accordingly.

Other than this, it is also possible to set business rules where the automated tasks can be done when a project issue offers a high security level. You can also use a webhook that allows a third party application to perform an action that is based on a Zoho Projects task.

A perfect example of a webhook is sending a message to a user whenever there is an urgent escalation. Zoho has custom functions that make configuration for customized automation possible which is not available straight out of the box in Zoho Projects.

Finally, Blueprints can be used to refine the project’s processes. It helps in configuration of custom statuses and actions that follow much before, during and right after the custom status. When you are working on an issue, you can set the status to “In Progress”. Right after this happens, the customers are notified that a task is in progress. When the task is finished, the status can be set as “To be tested” so that the customer can review. Blueprints are highly useful for segmented task automation.

8. Zoho Reports

An advanced analytics and a business intelligence application, Zoho Reports helps in pulling up data and clearly mapping it visually. The integration of a project management software like Zoho Projects with Zoho Reports can offer an in-depth insight on the team’s progress while turning the data into actionable insights.

Zoho Reports offers a bigger picture with a customizable and an insightful dashboard. You can easily create a wide range of reports such as project status, burning down charts, using hours, planning and executing actual reports that help a team connect dots and putting project insights into action.

9. Zoho Invoice Integration

The built in integration with the help of Zoho Invoice helps in automatically generating invoices with logged timesheets. In case you wish to streamline that process for accounting, ensure that you check out the Zoho Invoice application as well.

Zoho Projects provides time tracking functionalities that optimize the performance of a project, calculate the task time, and help in exporting timesheet data in the desired format while sending invoices for payments using the Zoho Invoice. It is possible to load the timesheet data into the Zoho Invoice by clicking the Create Invoice option.

10. Document Management

Acting as an effective and a safe place for storing and sharing the files, Zoho Projects helps in keeping the files organized while allowing a team to share and access files as needed. It does not matter if it is a document, video, report, clip or spreadsheet, you can easily send and save all files in the Zoho Projects.

A good feature of Zoho Projects is that it saves the previous version of files while making it simple to recover files and return to previous versions when it is needed. Finally, Zoho Projects includes a powerful search tool that also helps in finding the files without searching through everything. Zoho Projects helps in making document sharing simple from any location.

Conclusion

As it has been mentioned above, Zoho Projects helps in making project management processes simple and efficient. However, the platform also makes it simple to automate many processes and save time with automatic reporting and workflows.

It is simple to view all your projects, who is working on the projects and share the documents relevant to a project. You can also integrate different applications to Zoho Projects that makes everything even simple to manage. All in all, Zoho Projects is a powerful platform that comes with many advantages.

In case you need any more assistance in setting up Zoho Projects for an organization or even if you need support for integration tasks, get in touch with Encaptechno for expert help. Our team of knowledgeable and experienced professionals will be delighted to support you.

• Topic Participants

• Abhishek - Zoho Partner

  

• 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

• Zoho Analytics Bulk Api Import json Data

  HI, I’m trying to bulk-update rows in Zoho Analytics, and below are the request and response details. I’d like to understand the required parameters for constructing a bulk API request to import or update data in a table using Deluge. Any guidance on

• Project Management Bulletin: December, 2025

  The holiday cheer is in the air and it’s time to reflect on the year that was. At Zoho PM Suite, we've been working behind the scenes on something huge and exciting all year and now we are almost ready—with just a bit of confetti—for our grand release

• Inventory batch details

  Hi there, I'm trying to get the batch details of an item, here's what I've done so far. I've sent cUrl request to the below endpoint and I get a successful response. Within in the response I find the "warehouses" property which correctly lists all the

• Auto check out after shift complete

  i'm just stuck here right now, i wanna know how to do this thing, now tell me, how can i configure a custom function that runs after complete shift time if employee forget to check-out ?

• How to create a flow that creates tickets automaticaly everyday based on specific times

  Hi guys Does anyone know how to create a flow that will create tickets automaticaly in ZOHO Desk when a certain time is reached. Im havin a hard time configuring a flow that will create tickets automaticaly everyday during specific hours of the day For

• ZOHO FLOW - ZOHO CREATOR - ZOHO WRITER : Get Related records

  Bonjour, J'ai besoin que vous m'ajoutiez la solution "Get related Records" dans la liste de choix de zoho creator (sous Zoho flow). En effet, j'ai besoin de récupérer les champs d'un sous formulaire pour l'ajouter à l'impression de mon document. Mer

• Will zoho thrive be integrated with Zoho Books?

  title

• Connecting email for each department in ZohoDesk

  Hi! Could someone help me to go through connecting emails for each department?

• How do I trigger a Flow based on a campaign response?

  Is there a way to trgiider a Zoho Flow based upon a lead opening an email sent via Zoho Campaigns? I see that the data is recorded in the 'Campaigns' section of Zoho CRM under 'Member Status' and I want to trgigger a flow based upon that record changing.

• All Zoho Flows are filtered

  My two flows operate perfectly when I run them as a test, but when they're activated each run ends with a status of neither success, nor fail, but filtered. I haven't set up any filters. I don't see where to turn off filters. When I test run on a sequence

• Creating Multiple Items on Sales Order

  Hi, I’m trying to automate some processes using Zoho Flow, specifically the creation of sales orders in my Zoho Inventory. However, Zoho Flow's Create Sales Order function can only add one item. I would like to include multiple items in a single sales

• Problem Connection from Zoho Flow and Gravity Form

  I obtained my API key from Gravity Forms via WordPress. However, when I enter my Zoho Flow, it states: Gravity Forms says, 'You are not authorised to access the API." I tried recreating a new API key, but it is still not working.

• Eventbrite Email Field in Zoho Flow Returns "Info Requested" Instead of Actual Email

  Hi Zoho team, I'm using Zoho Flow to connect Eventbrite with Zoho CRM. My goal is to automatically add event attendees as leads in Zoho CRM. I’ve set up the flow and mapped the ${trigger.profile_email}} field to the Email field in CRM. However, I'm running

• "Invalid value passed for Product ID" Error in Zoho Flow "Create Sales Order" Node

  Hello Zoho Community, I’m facing an issue with Zoho Flow while trying to create a sales order in Zoho Inventory using the "Create Sales Order" node. Here’s a detailed explanation of my setup and the problem: What I’m Trying to Achieve I’m building an

• Associating Project with an Account via Flow

  I'm using flow to create a Project based on a Deal status update using flow. The fields exist to pass the Account Name through properly, but when you view the Projects module in a CRM Account Record it doesn't automatically associate the new Project Record

• How to follow up a member in a meeting?

  Hello, I make weekly meeting online with a lot of people. I want(I've been using calendly to do it). I want to do a follow-up to it. I want to send messages via Zoho-flow to all the member that participated in the meeting. How can I do it?

• Setting Delays in Invoice Reminder Flow

  I am currently working on a flow that sends reminders for unpaid invoices. The flow is designed to delay actions until specific intervals before the due date: A reminder should be sent 7 days before the due date. A second reminder should be sent 3 days

• Get Sales Orders Related to Inventory Item

  Dear Team, I'm just wondering if there is a way to get a list of all Sales Orders related to a specific Inventory Item. I did search all articles but couldn't find any article that could help.

• Endpoint Central Cloud Asset Update from Fresh Service

  All, Does anyone use the asset management feature in Fresh Service? I'd like some help on building a flow to update asset attributes in Endpoint Central Cloud based off of an update to that same asset in Fresh Service. The trigger is "asset is updated"

• Zoho Flow Export to Deluge

  It would be great to take a user built zoho flow and export the entire flow as a deluge script including having multiple connected applications (showing the API connections and webhooks) and different functionality in the other applications interacting

• Action Iteration/Loop using Zoho Flow

  Trying to use Zoho Flow for automating following Context - A zoho form entry which has image upload field with upto 5 images setting and files are saved into Workdrive. After form is submitted need to create folder based on some fields and move files

• Zoho Flow - Unable to evaluate formatDate with Zoho Invoice Date Field for Calendar Integration

  Hello Community, I'm trying to automate the creation of all-day events in Zoho Calendar whenever a new invoice is created in Zoho Invoice. I'm using Zoho Flow for this automation. My Goal: When an invoice is created with a specific "Event Date," I want

• Zoho Inventory Sales Order Items

  I'm trying to build automation using Zoho Flow to add items to a Sales Order. In the automation options for both "create sales order" and "update sales order", The item ID is required. However, when I update the Sales Order, it's just replacing the item

• Permissions for Azure Devops connection

  I am trying to set up a connection with our Azure DevOps org but it keeps giving me this error. On Azure I should be able to have admin-level access to everything. Can you please point me to which permission this is checking for so I can enable it?

• Best way to start zoho inventory with bulk openning stock

  We are already using zoho book since long time for cars trading company. Now to streamline more, would like to import the excel data of closing stock of inventory to zoho inventory and to start on. Since we need to track each VIN (unique vehicle id number)

• My IMAP mail suddenly stopped working

  On my iPhone and iPad, IMAP stopped working for my Zoho account with the error "User name or password incorrect" and "Invalid credentials failure" however I was able to access via web with the same credentials. Also stopped working on Apple Mail client.

• Confused by the distiction between matched and categorized when reconciling a bank statement an how to

  I used to use quickbooks. In quickbooks, it was possible to use the check writing feature to add an expense that was on the bank statement that did not go through the AP and check writing process. I would write a check, assign it a number like etf (for

• Not Receiving OTP • https://voters.eci.gov.in/home/family

  Hello Customer, Greetings from Zoho Mail. Upon a detailed review of our delivery logs, we can confirm that other Zoho Mail users are successfully receiving OTP emails from eci.gov.in. However, in your specific case, it appears that the OTP emails are

• WorkDrive for Excel Add on

  Dear Sir/Madam Have installed Workdrive for Microsoft add on But unable to view the same added in Excel

• Splitting Transactions in Zoho Books

  I have read in past forum posts that the ability to split bank transactions would likely be implemented - it's definitely a typical accounting program feature.  I'm new to Zoho and thought I'd found nirvana until I realized this feature doesn't seem to

• Zoho Calendar s’enrichit avec une intégration à Zoho People et Zoho Cliq

  Les journées de travail ne se déroulent jamais exactement comme prévu. Une conversation informelle devient une séance d’échange d'idées, une absence modifie un planning, et votre agenda se retrouve vite décalé par rapport à la réalité. Chez Zoho Calendar,

• Holidays

  Hi; For defining Holidays, you need to add logic to handle the year as well as the month & day. We need to be able to enter Holidays for the next year. I need to add a holiday for January 2, 2017, but I can't until January 1st, which is a Sunday and we

• Zoho public comments are confusing and unnecessary

  Hi, we use zoho desk and have issues with public comments. We started using them because the "Reply" option just seemed very clumsy because of the following reasons: - the top "Reply" button starts what seems to be a regular email, showing the entire

• Zoho API - ticket creation - Validation failed for the condition : Ticket Status Info should not be empty

  Hi ! I'm trying to create ticket through Zoho API, and I'm getting a 422 response : "Validation failed for the condition : Ticket Status Info should not be empty" My request looks like this : curl --location 'https://desk.zoho.eu/api/v1/tickets' \ --header

• Deleting unwanted ticket replies

  Hello, In a Zoho Desk Ticket thread, sometimes one of the recipients has auto-reply activated. This creates a new message in the Ticket thread that not only pollutes the thread, but most importantly cannot be replied properly because usually auto-reply e-mails don't do "reply all", so the other recipients are not included. I want to delete such a message in the Ticket thread. I searched the help of Zoho Desk, but only found a way to mark as Spam (https://help.zoho.com/portal/kb/articles/marking-support-tickets-as-spam)

• System-generated support email added in CC on “Reply All”

  Hi, I recently set up Zoho Desk for a client and we are trying to prevent the Zoho Desk system-generated support email address (not the mailbox used as the department’s "From address") from being automatically added in CC when agents use “Reply All” on

• Applying Excess Payments & Conflict Invoices Due to Cancelled Items

  I’m running into several issues that appear to stem from deeper-than-expected overlap between Zoho Finance (Books/Inventory) and Zoho POS. The level of coupling between these systems seems greater than what was originally communicated, and it’s leading

• Convenience Fees

  I use Zoho Invoice for invoicing my billboard customers.  I have a few customers that want to pay using credit cards and ACH.  As a result, I have integrated an Online Payment Gateway (Stripe) for these customers.  I currently charge these customers a "Convenience Fee" of 3% for using this service as I typically only take checks as payment (and the gateway charges 2.9% + $0.30 per transaction).  I do this by creating a separate line item on the invoice and adding 3% to it.  I would like to offer

• HTML Tags added to Reports with Notes

  Recently Zoho added the ability to markup text within notes. That way, users can change font size, colors, etc. It's a great change. However, since the change, reports that include a column for "Note Content" are printing HTML tags within the report.

• New Feature: Audit Log in Zoho Bookings

  Greetings from the Zoho Bookings team! We’re excited to introduce Audit Log, a new feature designed to help you track all key actions related to your appointments. With Audit Log, you can maintain transparency, strengthen security, and ensure accountability.

• Next Page