Power of Automation :: Automatically update task owner based on the team associated.

Power of Automation :: Automatically update task owner based on the team associated.

Hello Everyone,

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

Requirement:-

One of our customers has created a multi-user picklist field with the team names in the project layout. Whenever this field is updated with a user name from the respective team, the same user should be assigned as owner for all the tasks in which the Team is associated.

The above requirement was achieved using custom functions along with project workflow rules.

Here is the custom function code for one sample team name. The same code can be customized to add multiple teams. We just have to associate each custom function with the corresponding project workflow rules. Screenshot of the list of parameters to be mapped along with the sample Project workflow rules is attached for reference. 

Custom function code:-

endPoint = "https://projects.zoho.com/restapi/portal/";
endPointV3 = "https://projects.zoho.com/api/v3/portal/";
userId = "";
taskIds = List();
fieldName = "YYYYYY";
updateTaskParameter = Map();
if(picklist != null)
{
valueList = picklist.toList(",");
userParameter = Map();
userParameter.put("view_type",1);
userParameter.put("per_page",200);
userParameter.put("page",1);
usersResponse = invokeurl
[
url :endPointV3 + portalId + "/projects/" + projectId + "/users"
type :GET
parameters:userParameter
connection:"XXXXXX"
];
users = usersResponse.get("users");
for each  user in users
{
for each value in valueList {
if(user.get("full_name").containsIgnoreCase(value))
{
userId = userId + user.get("id") + ",";
break;
}
}
}
userId = userId.removeLastOccurence(",");
taskParameter = Map();
taskParameter.put("index",1);
taskParameter.put("range",100);
taskResponse = zoho.projects.getRecords(portalId,projectId,"tasks",taskParameter,0,"XXXXXX");
if(taskResponse.containKey("tasks"))
{
tasks = taskResponse.get("tasks");
for each task in tasks {
teamNames = task.get("GROUP_NAME").get("ASSOCIATED_TEAMS").values();
for each teamName in teamNames {
if(teamName.containsIgnoreCase(fieldName)){
taskIds.add(task.get("id"));
}
}
}
updateTaskParameter = Map();
for each  taskId in taskIds
{
updateTaskParameter.put("person_responsible_zpuid",userId);
updateTaskResponse = zoho.projects.update(portalId,projectId,"Tasks",taskId,updateTaskParameter,"XXXXXX");
}
}
}
return "success";
 

Make sure to replace XXXXXXX with the Zoho Projects connections link name with the scopes ZohoProjects.projects.ALL, ZohoProjects.portals.ALL, ZohoProjects.users.ALL, Zohoprojects.tasks.ALL  and  YYYYYY with your Team name. 

We hope you found this post useful. If you have any questions or wondering if your requirement could be met using custom functions, feel free to share them in the comments section below.
 
 
 


    • Sticky Posts

    • Achieve Full Financial Control by Tracking Both Cost Budget and Budgeted Hours

      Zoho Projects now supports tracking budget with both Cost Budget and Budgeted Hours simultaneously across all modules (Based on Project, Phase, Task, or User). Why Track Both? Tracking both cost budget and budgeted hours provides a more holistic view

    • 🎉 Celebrate Zoho Projects’ 18th Birthday with Us! 🎉

      Hello Zoho Projects Community, We’re thrilled to announce that Zoho Projects is turning 18 today! To mark this milestone, we’re hosting a special AMA (Ask Me Anything) event starting at 3 PM IST today and running until 3 PM IST tomorrow. This is your

    • Zoho Projects Roadshow, USA - 2024

      Dear Users, We are happy to announce the Zoho Projects Roadshows 2024 in USA. This is an excellent opportunity to learn more about Zoho Projects and gain in-depth knowledge of the advanced features. Our team will also discuss industry specific solutions

    • Set Task Dependencies for Improved Project Management

      Task dependencies refers to the relationship between tasks, where the start or finish of one task relies on the start or finish of another. These dependencies are crucial for the successful completion of a project, as they help to ensure that all tasks

    • Project Billing with the Staff Hours Method in Zoho Projects

      The Staff Hours Billing Method in Zoho Projects allows you to bill your clients based on the actual time spent by each team member on a project, at the rate set for each user. This is useful for projects where different skill sets are needed and service