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 blueprint. For example, if you set the blueprint criteria with a project name, then all the tasks that are newly created under that project will be associated with the blueprint.
What can you do with a blueprint?
Visualize the task process and customize the workflow in the blueprint editor with status and transitions. Status is nothing but the task custom status which is available in the task layout. You can also create new statuses in your blueprint which will be saved only when you publish the blueprint. However, you can save the blueprint as a draft until you're completely done with the workflow design and configuration.
Transitions are the links between any two statuses where a task will advance from one status to another when a transition is performed.
- You can configure the Before Transition setting by selecting users or user roles who can view the transition. These users will be able to view the transitions as buttons in the task details page. They will be able to click the transition button and perform the action.
- The transitions in a blueprint can be configured such that for every status update, certain fields are updated. The fields are configured in the During Transition settings. This way you can make sure that some work is done for every task status update. You can also configure messages in During Transition which can be an information or an instruction that will be displayed when the user performs the transition.
- Automation is the key in blueprint. You can automate some routine actions while configuring the After Transition settings. When a task status is updated, the users will be notified of the update. However, sometimes you don’t want to send the same task update notification email to all the users, right? In this case you can create multiple email alerts with customized content and send them separately to different user roles or project/client users.
- You can also update the dependent fields. For example, if you want to update the task completion percentage, you can set the % completion value or if you want to reassign the task to someone when a particular task status is updated, you can set a task assignee. When you complete the transition, these fields will be automatically updated.
How do I execute a blueprint?
The tasks that are created after publishing a blueprint and matching the blueprint criteria will enter the blueprint process. To preview the blueprint, click the Blueprint Preview button from the task details page. You can click the transition button and update the fields with values. Once done, the task status will be updated as per the blueprint.
Click here to learn more on Blueprint. If you have any questions, do comment below or mail to us at support@zohoprojects.com.
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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 ariseTip: 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 & milestonesTask 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 (tasksTask 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
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