Recurring Tasks and Reminders in Projects

Recurring Tasks and Reminders in Projects

Recurring tasks are tasks that are created once, and then recreated automatically after a designated time period. For example, the invoice for your billable tasks is due every week. You can set that task to recreate itself every week. Also, the future recurring task is not created if the previous one is not completed. Here's how it works. 

Creating recurring tasks

Click on an existing task or create a new task. And then click Make it Recurring to set the recurring frequency. You can set it to repeat daily, weekly, monthly, or yearly. You can also choose to end the task after a specific number of occurrences or repeat the task forever, without an end date.


How are recurring tasks differentiated from the other tasks?

Recurring tasks are highlighted with the recurring icon.

Where can you view the recurring tasks?

You'll see the recurring tasks on the Calendar, Gantt Chart, and Resource Utilization Chart. Although, the future recurring tasks are not created until the previous one is completed, you can view them virtually.  

Future instances of recurring tasks are displayed virtually based on their recurring frequency. In the Calendar, you can open and edit only the active recurring task; the virtual recurring tasks cannot be edited. Neither can you perform any action on those virtual tasks, they just serve as a reminder for your convenience about the project schedule.

Future instances of recurring tasks are also displayed virtually in both the Gantt and Resource utilization charts. Only the active recurring task is displayed as task bar, whereas the future instances of recurring tasks are displayed as dotted lines, just as a reminder.

Reminders

You can also set reminders for your tasks, to manage your project schedule. 


Set reminders for tasks

Click on an existing task or create a new task to set the reminder.  Click Remind on and then select the desired option to set reminders. 

 In Remind on, if you select:

  • None : There will be no reminder mails for tasks.
  • Daily : Reminder mails are triggered daily from the scheduled date in Start Date until the Due on date. (Mail notification is sent every day, from the selected start date until its due date.) Also, based on Business Hours settings, reminder mails are sent even if the task Start Date and End Date falls on a weekend or holiday.
  • On the same day : Reminder mails are triggered only on the scheduled Due on date. (Mail notification is sent only on the due date of the task.) Also, based on Business Hours settings, reminder mails are sent even if the task Due on date falls on a weekend or holiday.
  • day(s) : You can set reminder mails to be triggered for any desired number of days, ahead of the scheduled  Due on date. For example, you can set reminder mails to be triggered 3 days before the Due on date. Also, based on Business Hours settings, if you have skipped weekends in you settings, reminder mails are calculated and sent skipping the weekend or holiday.
The reminder for the task is then successfully updated. And an email is also automatically triggered for the set time period. However, you cannot set reminders for elapsed dates.

Let us know, for what events you have created recurring tasks in your project.

Regards,
Mughil David

    • Sticky Posts

    • Four types of task dependencies

      "Nothing is particularly hard if you divide it into small jobs."                                                                                                                  - Henry Ford Projects, small or large, are driven by simple work units called tasks. Monitoring standalone tasks might look simple but as the workflow becomes elaborate, tasks may start relying on one another. In project management, this relationship between tasks is termed as "Task Dependencies". Dependency between tasks arise

    • Tip: How to print the Gantt View

      Though we move from the traditional project management system (using papers) to an online project management system, we still prefer to have a printed copy of the activities/tasks that are to be done in the project. This way, we can carry the to-do lists with us for the meetings and refer when we are offline. The print option, available at the right side of the page, allows the users to print the project information across all the modules. However, this option failed to print all the tasks & milestones

    • Task and Project numbering

      Zoho Projects now generates a unique number for each project, task, and issue added. The auto-generated ID is a combination of a prefix and a number which is assigned by Zoho Projects. The unique IDs for projects, tasks, and issues will be useful to track, identify, and search easily. You can modify the settings to enable or disable the Project and Task IDs.  Learn more on how to modify Prefix & ID settings for projects and tasks. Issue IDs cannot be disabled, only its prefix can be changed (tasks

    • Task Inline Editing Enhancement

      Hi All, Today, we have made an enhancement in task inline editing. In 4.0, task edit is moved in a single screen in a pop-up. We designed this in-order to make the task edit across the product to be the same. Let it be in Feeds, Tasks & My Tasks tab, Calendar & My Calendar tab, a click on the task title will open the popup and user can edit the values. Customers pointed us the inline editing was very useful to them & how much they miss that in 4.0. Based on the feedback, we have rolled out this enhancement.

    • Blueprint in Zoho Projects

      Often, we stumble upon tasks having the same status workflow. Repetitive task processes are tedious to handle, right? That’s why we have introduced Blueprint for task automation. Blueprint is a tool to organize tasks and automate them based on the workflow you design and the criteria you define.    How do I associate tasks with a blueprint? You can set the criteria while creating the blueprint such that when you publish a blueprint, the tasks that satisfy the criteria will be associated with the

    • Recent Topics

    • Are custom portals accessible on the Zoho learn smartphone app?

      In other words, can users external to my organisation, once signed up, use the app in the same way as internal users? Thanks

    • 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

    • Conditional Layouts On Multi Select Field

      How we can use Conditional Layouts On Multi Select Field field? Please help.

    • Multiple columns in a form

      I am evaluating Zoho Creator. However, I am seeing almost no layout control on a form.  Just a basic 1 or 2 column format that is then imposed on the entire form.  That's not going to work for many, many real world cases. We need multiple columns per line, and we need each line/section to occupy a single column or be able to span the columns.   Someone please tell me that I'm missing something and the capability is actually there.  

    • Global search

      Hi! I think it would be great to have a global search that would give you results from all records of a database, no only for a single field of a single form as we have now. Thanks!

    • Any insights about API/v2? Having problem for a while.

      I don't know why it is throwing a 404 error, my report name is correct. Has someone had this issue and how you fix it?

    • Edit QR code with redirect to form

      Guten morgen, wir haben ein Formular Reklamation_erstellen. Dort soll ein QR Code erstellt werden, der im Lieferschein angezeigt wird. Beim Scannen auf dem soll das jeweilige Formular zum BEARBEITEN geöffnet werden. Leider bekomme ich es nur so hin, dass

    • Getting all the ingredients together for baking an app

      Good day everyone. After reading a lot of the help docs and watching videos, I now started on my app. To prevent hours and hours wasted on going down the wrong track, I would like some clarification on the following. But first some background: I have

    • Help Needed with Configuring ZC Microservice

      I'm attempting to create a simple microservice, but am running into problems with scope and auth. Using Custom API Builder, here's my setup: 1. Method: GET 2. Auth: OAuth2 3. User Scope: All users 4. Response: Standard 5. Function: A function that returns

    • Creator Simplified #10: Predefine Form Field Values and Make Them Read-Only for Users

      Hey Creators, Ready for this week's tip in the Creator Simplified series? Today, we will explore how to have read only fields in a form. Use Case: Assume a scenario where the default value for a Department field needs to be English Literature, but you

    • Zoho Mail : Email Outgoing Blocked

      I suddenly received the following message yesterday. I cannot send any mail. Please resolve as soon as possible, I cannot work without sending email. Dear User, We regret to inform you that your email outgoing has been blocked and you will not be able

    • Creator and Tables

      Good day. I am trying to create my first application. I have imported my data into Tables and am creating my app in Creator. I do not see my tables and cannot see how to write forms data to a table. Even the Workflow just uses the form. In one of the

    • customer Name and address details

      i created one application there is no customer details in that . how to add customer details and

    • Recalculate every row in the subform

      Hello, Can anyone help me with a script, please? I have an issue. Sometimes it happens, that in a multi row subform one of the rows show an incorrect row total value. Not really understand how it can happen, if I have a 20 row subform, 19 rows show correct

    • Creating Repeat Forms that remove redundancies

      I wanted to understand if you can make multi-layer forms that reduce the need for users to input information in again and again. We want a form that our suppliers fill out per ingredient they sell, and the end result should have the Ingredient (Section

    • What is the difference between the free plan and the mail lite plan?

      What is the difference between the free plan and the mail lite plan? How many emails can I send per day?

    • Unblock email

      Hi The outgoing mail from a client of me is blocked. I already made tickets and tickets are send to the EU desk but nobody is responding. The problem is already 4 days! There is absolutely no help from the support. I am really not satisfied at all! Can

    • Domain verification failure

      Hello Zoho Support, I purchased my domain directly through Zoho Mail, but the domain verification keeps failing with the message “TXT verification failed.” I’ve already waited and retried several times, but it still won’t verify. Could you please manually

    • Unable to send message;Reason:554 5.1.8 Email Outgoing Blocked.

      My email account is unable to send emails, and I urgently need to use it. How can I resolve this?If there is anything we have done wrong, please let us know in advance so we can actively cooperate to improve. User ID: 850482493

    • URGENT: Email stopped workin - can't access admin panel

      For some reason email sending stopped working. When I try to send an email it fails with "Unable to send message;Reason:451 4.7.1 Temporary system error" I can receive email just fine I see in my notifications some errors about the MX records, however

    • Can I associate an invoice to a Project after the fact?

      We have generated an invoice but would like to assoicate it to a Zoho Project after the fact.  Is there any way to accomplish that? Thanks, Scott

    • Emails I send as a cc or bcc NEVER GO THROUGH TO THA RECEIVER !!

      every time i send a cc or bcc copy of an email to anyone when I’m using my zohomail.com email - no one ever gets the cc of bcc copy if the email: why???? And i triple check that the email addresses are correct; then i get back an email message (EVERYTIME)

    • Cannot see correct DNS config for mail after moving domain to another provider

      I have moved my domain from one provider to another and after that zoho mail stopped working (expected). Problem is, zoho mail admin panel still shows (10 hours after move) that all records are correct while I haven't changed anything in my domain DNS

    • Add Support for Authenticator App MFA in Zoho Desk Help Center

      Hello Zoho Desk Team, We hope you are doing well. We would like to request an enhancement related to security for the Zoho Desk Help Center (customer portal). Currently, the Help Center supports MFA for portal users via SAML, JWT, SMS authentication,

    • How to unlink a SAML user from the existing Zoho Desk user (domain change case)

      Hi everyone, I’m trying to understand how to handle a situation where a customer changes their company domain. In our setup, users authenticate via SAML, so when the domain changes, the SAML system treats them as a new user. However, in Zoho Desk, I’d

    • Price Managment

      I have been in discussions with Zoho for some time and not getting what I need. Maybe someone can help explain the logic behind this for me as I fail to understand. When creating an item, you input a sales rate and purchase rate. These rates are just

    • Related to zoho survey

      Hi team. I want to know something regarding zoho survey question builder. I have two questions each of dropdown (One answer) - question type. In the first question, there are 16 answer choices and in the second question, there are 3 answer choices. For

    • 60 Days Into Zoho - Tiktok Branding Startup -7 Questions?!

      Wsp Everybody I co-own a TikTok Branding / Consulting Startup & have been using Zoho for the past 60 days - Am now looking to make our overall operations & processes more Efficient & Effective! Curious to know how others are using the platform & what's

    • Text Message

      When trying to sent a text message, it says its an error i should contact a zoho agent

    • Zoho POS is now available for Canadian retailers

      Hey everyone, We're excited to introduce the all-new Canadian edition of Zoho POS, which helps retail businesses simplify and manage their end-to-end business operations. Start by signing up and exploring the 15-day free trial. Sign up now How does Zoho

    • Payroll In Canada

      Hi, When can we expect to have payroll in Canada with books 

    • Mass update to change or shift all project dates and keep project structure + shift all sub-tasks dates with main tasks

      Most users would expect that if they change the start date of their project then that will be reflected inside the actual project and any project structure would be retained.  Additionally if a task list with associated sub-tasks is moved, most users would expect that those sub-tasks would also be moved along with their parent task.  This is not the case. For a total Project shift of dates: * the start and end date from > "Edit Project" page can have a radio button added to "shift all project tasks

    • Closing Accounting Periods - Invoice/Posting dates

      Hi, I have seen in another thread but I'm unsure on how the 'transaction locking' works with regards to new and old transactions. When producing monthly accounts if I close December 24 accounts on 8th Jan 25 will transaction locking prevent me from posting

    • In-person ZUG Meetups for Real Estate Professionals - US Q1 2026

      The Real Estate Zoho User Group is going on a multi-city, in-person meetup tour across the US, and we’d love to see you there! These meetups are a great opportunity to: Connect with fellow real estate professionals using Zoho Share challenges and discover

    • Zoho CRM custom fields not showing in zoho creator

      Hi Team, I have created a Products form with Zoho CRM integration and connected it to Products module of CRM. But when I see the reports of Products in Zoho creator then I am not able to see custom fields of Products module. Only standard fields of Products

    • Sending email notifications based on language

      Hello. I would like to know how we can bypass the default notifications (which are just in English) for when a ticket is created/replied to/closed, to be in other languages, based on the language field in the ticket? I can create other email templates,

    • Zoho Error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details

      Hello There, l tried to verify my domain (florindagoreti.com.br) and its shows this error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details. Screenshot Given Below -  please check what went wrong. Thanks

    • Download a file from within a zoho creator widget

      I have a widget running in Zoho Creator , it displays uploaded documents in a table file, and I have added a download link in the view. ( The widget is created with html, css and javascript). I do not succeed in getting the download working. Do I have

    • Correlated subqueries not supported in Zoho Analytics. This creates huge limitations

      Running into a major limitation in Zoho Analytics: correlated subqueries simply don’t work, even in completely standard SQL patterns inside a JOIN. Example: LEFT JOIN "Bills" b ON d."Id" = b."Deal ID" AND EXISTS ( SELECT 1 FROM "Bill

    • Zoho / Outlook Calendar sync

      The current Marketplace -> Microsoft -> Meetings integration needs 2 changes. 1. The current language for the Two-Way sync option should be changed. It currently states, "Sync both your Zoho CRM Calendar and Office 365 Calendar meetings with each other."

    • Next Page