Power of Automation :: Automatically schedule a Zoho Meeting when a Task is created in Zoho Projects.

Power of Automation :: Automatically schedule a Zoho Meeting when a Task is created in Zoho Projects.

Hello Everyone,

A Custom Function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as to when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it.

Requirement:-

 One of our customers required a meeting to be automatically scheduled in Zoho Meeting when a Task is added in Zoho Projects. Start time of the meeting is set based on the Task Start Date, with a default duration of one hour. This was successfully achieved using Task Custom Functions and Workflow Rules in Zoho Projects.

Custom function code:-
 
if(startDate != null && owner.get(0).get("id") != 0)
{
timezone = "Asia/Kolkata";
// Enter the timezone from your portal configuration page
updateProjectParamMap = Map();
updateProjectParamMap.put("topic",taskName);
info owner;
updateProjectParamMap.put("presenter",owner.get(0).get("id"));
updateProjectParamMap.put("startTime",toString(startDate,"MMM dd, yyyy hh:mm a",'Z'));
updateProjectParamMap.put("duration",3600000);
updateProjectParamMap.put("timezone",timezone);
// 1 hour - Enter time in milliseconds
participants = List();
participants.add({"email":"abc@gmail.com"});
participants.add({"email":"xyz@gmail.com"});
updateProjectParamMap.put("participants",participants);
paramMap = Map();
paramMap.put("session",updateProjectParamMap);
meeting = invokeurl
[
type :POST
parameters:paramMap.toString()
connection:"XXXXX"
];
}
return meeting;

NotesMake sure to replace XXXXX with the Zoho Oauth connection link name with scope ZohoMeeting.meeting.ALL and Zoho Meeting organization id in line no. 22.  Participant email addresses can also be updated in line no. 15 and 16.

Check this link to learn how to create the connection. Please find the screenshot of the parameters to be mapped and sample workflow rules.

By utilizing the above custom function code, our customer automated Meeting creation in Zoho Meeting, eliminating the need for manual intervention and significantly enhancing business productivity.

We hope you found this post useful. If you have any questions, feel free to share them in the comments below.


    • Sticky Posts

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

      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. V3 APIs can be accessed through our new link, where you can explore our complete documentation,

    • Schedule Exports for Regular Project Updates

      Tracking project data often means exporting data at regular intervals. Instead of manually exporting data every time, users can schedule exports for Phases, Tasks, and Tasks in Zoho Projects. These exports can be set to run once, daily, weekly, or monthly

    • Set Custom Business Calendars and Holidays for Global Teams

      Managing a project across diverse teams means accounting for more than just tasks and deadlines; it means acknowledging how and when each team actually works. Users might follow different working days or observe region-specific holidays that cannot be

    • Restore Trashed Records Anytime Within 30 Days

      Access the recycle bin from the Data Administration tab under the settings page in Zoho Projects, which gives better control over the trashed data. When records like projects, phases, task lists, tasks, issues, or project templates are trashed, they are

    • Organize and Clone Task Custom Views

      We have rolled out two new enhancements to task custom views: Custom View Groups and Custom View Clone. Custom View Groups Similar to predefined view groups, we have introduced groups for custom views to help organize and categorize them. My Custom Views: