Automation Series: Auto-update Task Closure Field Based on Due Date
In a project, tasks are owned and worked on by different users and each progresses at a different rate. With Zoho Projects, the task delay duration can be calculated automatically when a task runs past its due date. This gives project managers better visibility into delivery estimates without checking each task individually.
Consider an onboarding team working on tasks such as Contractor Enrolment, Implementation Timeline Discussion, and Lead Assignment, each aligned to a go-live schedule. As work moves forward, tasks are picked up and worked on by different members along the way. It gets tedious to calculate task delays individually as the project expands, making delivery reviews repetitive and time consuming.
Whenever a task is marked as Completed, the workflow rule is triggered and the associated custom function compares the task Completion date against its Due date. Tasks that closed on or before the Due date are updated as On Time in the Closure field. Tasks that closed after the Due date are updated as Delayed and the number of overdue days is calculated and updated automatically. This helps project managers determine tasks that consistently take longer than planned, so future timelines can be adjusted before delays happen.
To configure this flow in your Zoho Projects portal,
1. Navigate to the upper-right corner of the page and click 
→ Customization → Layouts and Fields → Tasks.
2. Click the required layout and drag and drop to create the following Custom status and fields:
- Closure - Custom Picklist field with two values: On Time and Delayed.
- Days - Number field to capture the number of days delayed. This field will only populate when the closure status is Delayed.
- Stop - Checkbox field to prevent the Workflow Rule from repeatedly triggering after the task is updated.
- Re Open and Completed - Ensure the following statuses are available in your Task Layout.
3. Click Save.
5. Click Create Connection, choose Zoho Projects as the service, and add the following scopes:
- ZohoProjects.tasks.UPDATE
- ZohoProjects.portals.READ
- ZohoProjects.projects.READ
6. Navigate to Custom Functions under Developer Space.
7. Click the Tasks tab in the upper navigation panel.
8. Create a new custom function and add the following Deluge script.
Ensure that the portal URL aligns with your data centre. If not, the function may not execute as expected.
- // scopes: ZohoProjects.tasks.UPDATE, ZohoProjects.portals.READ, ZohoProjects.projects.READ
- projectsV3Endpoint = "https://projectsapi.zoho.in/api/v3/portal/";
- endPoint = "https://projects.zoho.in/restapi/portal/";
- format = "dd-MM-yyyy";
- statusName = "Completed";
- // Get task layout details
- taskLayoutDetailsResponse = invokeurl
- [
- url :endPoint + portalId + "/projects/" + projectId + "/tasklayouts"
- type :GET
- connection:"fieldupdateoncompletion"
- ];
- statusDetails = taskLayoutDetailsResponse.get("status_details");
- for each status in statusDetails
- {
- if(status.get("name").equalsIgnoreCase(statusName))
- {
- completedStatusId = status.get("id");
- }
- }
- params = Map();
- if(endDate != null)
- {
- days = daysBetween(toDate(zoho.currentdate.toString(format),format),toDate(toString(endDate,format)));
- if(days >= 0)
- {
- params.put("closure","On time");
- params.put("stop",true);
- updateTask = invokeurl
- [
- url :projectsV3Endpoint + portalId + "/projects/" + projectId + "/tasks/" + taskId
- type :PATCH
- parameters:params.toString()
- connection:"fieldupdateoncompletion"
- ];
- }
- if(days < 0)
- {
- delayedDays = days * -1;
- params.put("closure","Delayed");
- params.put("days",delayedDays);
- params.put("stop",true);
- updateTask = invokeurl
- [
- url :projectsV3Endpoint + portalId + "/projects/" + projectId + "/tasks/" + taskId
- type :PATCH
- parameters:params.toString()
- connection:"fieldupdateoncompletion"
- ];
- }
- }
- params.clear();
- params.put("status",{"id":completedStatusId});
- updateTask = invokeurl
- [
- url :projectsV3Endpoint + portalId + "/projects/" + projectId + "/tasks/" + taskId
- type :PATCH
- parameters:params.toString()
- connection:"fieldupdateoncompletion"
- ];
- return "success";
- Lines 2 and 3: Replace the domain in the endpoint URLs to match your data centre.
- Line 5: Replace "Completed" with the custom task closure status configured in your portal.
- Lines 11, 34, 48 and 59: Replace "fieldupdateoncompletion" with your Zoho Projects connection name.
- Line 27: Replace "On time" with the Closure field value configured in your portal.
- Line 40: Replace "Delayed" with the Closure field value configured in your portal.
- Lines 24, 25, 37, 39, and 41: Replace "days" with the API name of your number field if it has been renamed.
9. Add the following arguments during configuration.
10. Click Save.
12. Click the Tasks tab in the upper navigation panel and click New Workflow Rule.
13. Select Based on User Action as the execution condition and execute the rule when a task is Updated.
14. Click Add Criteria+ and set the following criteria:
- Task Status Is Completed
- AND Stop Is Disabled
If you have configured a Custom Status or using the default Closed status, ensure the Task Status in the Workflow Rule criteria is set to match your portal configuration.
15. Click +Add Action and select Update Field. Set Status to custom status Re Open.
16. Click +Add Action again and select Associate Custom Function. Select the custom function created previously.
17. Click Save Rule.
18. Toggle the Workflow Rule Status on to enable it.
With this automation in place, teams can automatically track on-time and delayed tasks along with overdue days. This gives project managers better visibility into delivery timelines.
If you have any questions, feel free to drop a comment below or reach out to us at support@zohoprojects.com.
Access your files securely from anywhere
Zoho FSM Video Tutorials
Centralize Knowledge. Transform Learning.
All-in-one knowledge management and training platform for your employees and customers.
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Ritula S
Sticky Posts
DYK 14: Create Tasks with AI
Did you know AI can suggest tasks within your Zoho Projects portal? Breaking a project into clear, actionable work items takes time and manual effort. Especially when the same team handles both planning and execution. AI task suggestions in Zoho ProjectsIntroducing CodeX Scripts for Custom Modules
When a project involves processes beyond the usual modules such as tasks and issues, teams often create Custom Modules to keep information organized in a way that fits their workflow. Once those records become part of the process, there may also be specificCreate Custom Module Using AI in Zoho Projects
Every team has its own way of managing work. While standard modules support common project management needs, many business processes require their own structure, fields, and terminology. With AI-powered Custom Modules in Zoho Projects, users can createCollaborate Visually with Whiteboard in Zoho Projects
Whiteboard in Zoho Projects allows you to collaborate visually by creating diagrams, annotating designs, and sketching project workflows using shapes, text, and images within project modules. Team members can work simultaneously, improving productivityCreate Flexible Layouts with Layout Rules
In a project, when a work moves from planning to execution, the information teams need can change at every stage. A project can need one set of details, a phase can need another, and a custom process may require an entirely different set of information.
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Billing Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Grouping by Stage *type* in widgets
Hi Can I ask for a new feature? I'd like to be able to group by stage type in a Deal widget. That is by whether the Deal is in an Open Stage, a Closed Won Stage, or a Lost stage. Currently I can group by Stage, but if we have 10 open stages and one ClosedHow to disable automatic ticket closure emails for specific outgoing communications?
Is there a way to disable the automatic "Ticket Closed" email notification for specific tickets or outgoing emails? Currently, every time we send an email to a customer, the system automatically sends a "Ticket Created" email, followed by a "Ticket Closed"Sharing View Only Portal
Im looking at Youtube videos on how to share a view only link to my projects. Everyone has the screen with Manage Users. I don't have it. Is that an old version or new version? I can't see how to send a view only link to clients. There is a Profiles andUnable to export reports despite enabled report export permissions
Hi Zoho Community, We are unable to export reports in Zoho CRM. When attempting an export, we receive the following error: “Cannot Export Report — You do not have permission to export one or more modules used in this report. Please contact your administrator.”Allow widgets to be placed between native sections in the Ticket Properties panel
One of our biggest frustrations with the Tickets module is how rigid the Ticket Properties panel is. Every section there is built only from native Zoho Desk fields. We can add sections, rearrange fields, and pick layouts, but we can’t put anything customWhat does "Tickets for Review" do?
What is the purpose of the va nilla view " Tickets for Review?"Zoho Desk training for administrators in EU and US region
Hello Everyone, Get ready for the certified Virtual Classroom training for our Zoho Desk users in Europe and the US. Our in-house Zoho Desk expert, @Dheeraj | Zoho Desk, will conduct the virtual classroom training. This training focuses on simplifyingSet same ticket Threshold for Agent-Level Thresholds
I am creating Agent-Level Thresholds for agents to auto-assign tickets in a Load-based Round Robin rule. I am unable to set the same number of Open tickets for agents when setting their Thresholds. For exampel: Agent 1 = 10 Agent 2 = 25 Agent 3 = SHOULDZoho Mail MCP connector
Issue: Zoho Mail MCP connector (https://mail-organization-930963415.zohomcp.com/mcp/.../message) — OAuth authorization completes successfully in-browser ("Authentication successful"), but the issued token is rejected when the MCP client reconnects toZoho Books | Product updates | October 2026
Hello users, October brings a range of new features and enhancements to Zoho Books, designed to simplify compliance, streamline accounting workflows, and improve inventory management. From the launch of the Nigeria Edition and France’s e-invoicing capabilitiesMultiple criteria in searchRecords
Hi, is it possible to search with multiple criteria in zoho.crm.searchRecords? I have tried several variations of the following without much success. CustomerRecord = zoho.crm.searchRecords("Contacts", "(First Name|=| lee)" && "(Last Name|=| spencer)"); Thanks. ChrisPlans to make "Generate Presentation with Zia AI" available as API endpoint?
This 'Generate Presentation with Zia' feature has great potential, and we would like to be able to trigger it automatically from a workflow. https://show.zoho.com/home/ziaai/generate Is there already a way to trigger this via API? If not, is there anyHow to setup noreply@ example.com
How do I setup noreply@example.com so the mail never gets delivered. I currently have a catchall setup aswell.Pleas unblock E-Mail-Adress service@montana-energie.de / kontakt@montana-energie.de
Dear Zoho Support, Could you please unblock service@montana-energie.de / kontakt@montana-energie.de which belongs to a regular customer with whom we are having frequent business-related conversations. Thank you very much in advance, Erdem Kar homewiseUnable to change alias in the from field on the ZOHO mac app
I have 1 main mail address, and 3 alias's. on the web mailbox when I create a new email, I can select the alias's from the dropdown in the from field. On the app no dropdown is available.Zmail mobile application
ho do i remove people from this appMy allies email (info@xxxx.com) was been deleted by system, and I can not build the same info allies email now
Dear Zoho Mail Support Team, I am the super administrator of the Zoho organization 【Organization Name, as shown in Admin Console】. I am writing to report an urgent issue with two of our custom-domain email addresses and to request your help restoringCannot create mail account
Hi, i have a problem, i can't create a mail account every time i try the error massage like this Oops! Something went wrong during mailbox creation. Please try again please helpAmazon.it always ends up in spam
Emails from amazon.it always end up in the spam folder, even though I have added the domain and the various individual Amazon addresses for shipping, payments, and other matters to the trusted lists at the user administrator level. What should I cheYour Authenticate email domain (SPF, DKIM, DMARC) is bad to say the least
How about actual instructions rather than vague generalities? There is no way to complete this with what is provided. Please provide specific verifiable steps.Generate a Zoho Sign link
From time to time I get a response "I never received your you e-document for electronic signature" is there a way to generate a Zoho Sign link to share.ChatGPT Plugin / MCP Server auth error
Hi all I'm trying to connect the ChatGPT plugin for Zoho CRM but after username stage of the auth process, I get this error from the URL https://mcp.zoho.eu/mcp-client/ {"error_description":"Invalid request url, Request is not as per defined in oauthZeptomail in the blacklists
Hello, I noticed some hard bounces while sending emails, and upon checking the details, I see that we have been added to the blacklists of certain spam lists: Bounce category: Policy failure Reason: ip-issues Message: 5.7.1 Service unavailable; clientPossible to reorder Pipelines position?
I have multiple Pipelines and want to reorder their positions, so that in the Deals module record for the Pipeline field, I have them ordered in a certain way. Is there a way to reorder the position of the Pipelines without deleting existing PipelinesCategorize Items with Item Headers
Hello customers, Did you ever want to classify items based on specific categories to help your customers understand your invoice better? With the new Item Header feature, you can easily categorize items in your invoices and estimates and give them a common title. Item Headers are available in the Invoices, the Recurring Invoices and the Estimates module. It can be carried forward from estimates to invoices at the time of converting the estimates. To add an item header: Go to the Estimates, InvoicesGettting "You are Offline" Messages all the time
Al of a sudden, a few days ago, I suddenly began getting a message on the bottom left side of the Mail App saying "You are Offline". Why? Does it mean I'm not getting incoming mails now? why is has started?Zoho CRM Quotes – Subform and PDF/Writer Limitations
Hello, I am encountering the following limitations in Zoho CRM Quotes: Custom product images cannot be uploaded in the subform – the image upload field cannot be added; only the file upload field is available. File upload placeholders cannot be used inInvoice Only Shipped Items
Dear Zoho, We are a company that deals with sales orders with 600-1000 lines We need to be able to do partial invoicing based on shipped items Right now when we click convert to invoice we can not only select items that have een shipped It takes hoursAlias Email Id already exists
Hi, I just verified my domain sesque (dot) com and now I am trying to create the admin account using admin (at) sesque (dot) com, but I am getting an error saying "Alias Email Id already exists". I used to have another Zoho account with this email address,Show backordered items on packing slip
We send out a lot of large orders, and often there are one or two things backordered. How can I fix the packing slips to show quantity ordered & quantity packed There should also be the ability to "ship" 0 of an item so the receiver knows that thingsDeleted Module
I accidentally deleted a module and its fields. Im trying to get it back. Thanks to Youtubers flooding the internet with out of date videos I can't find how to get deleted modules back. The Recycle Bin doesn't have modules. Anyone know how to do thiSet department automatically for incoming calls
Is it possible, when receiving an incoming call through Zoho Desk (using Twilio integration), for the department to be auto-selected based on the phone line being called? Currently, we have to manually select the department from the dropdown menu whenMake better hiring decisions with Compare Applications and Zia Insights (Beta)
When multiple candidates apply for different job openings, evaluating each application against the right job requirements can take time. Reviewing resumes, candidate details, and interview feedback separately can make it harder to assess role fit andSupport Plan: Recuring Issue
Hi Zoho Team, Could you please look into this recurring alert and provide clarification on why this restriction is still in place? This issue has become a bottleneck in our workflow, significantly limiting our automation capabilities. We are unable tomail sent to gmail goes directly to spam
Hi TKIM and SPF are configured and verified. E-mails coming from zoho to my personal gmail account are going directly to the spam folder. How can I solve this? I can send you guys the headers privately if you need to.Creating packages according to actual shipping processes
Hi community. I would like to ask a question to see if there's a better method or workflow for the creation of packages in Zoho Inventory. There is a little confusion in some of Zoho's language relating to the use of term Packing Slip when connected tomail
We want our tracked links in campaign and journey emails to use our own domain instead of the shared maillist-manage.net domain. We have already created the CNAME links.rexven.com → customer-campaign.zoho.com (DNS only). Does our plan support a customZoho Webinar - Sharing System Audio (NOT AVAILABLE)
Hi, We are having a serious problem with Zoho Webinar. In the webinars we run, we very often share the audio from a video we are streaming directly from YouTube or other applications. Until recently we were using Zoom, but as we use other Zoho applicationsAd-hoc approvals are now available in CRM approval processes
Released for all DCs. Hello everyone, We've introduced ad-hoc approvals in CRM approval processes. This enhancement lets approvers add additional approvers when needed, without changing the configured approval workflow. How the approval process worksIntroducing PRM: Build, manage, and scale your partner ecosystem
Growing a partner ecosystem is a good problem to have. What starts as a handful of partners can quickly turn into a maze of spreadsheets, emails, and disconnected processes. More partners mean more opportunities, greater reach, and new ways to growNext Page