Power of Automation: Automatically send an email to all portal users with today's list of Open tasks.
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 wanted to email all the portal users with their list of daily Tasks which are in open status along with details like Project name, Task name, Task URL, start date, due date, status. Sample email notification screenshot is attached for reference.
All you need to do is schedule the frequency for how often the below custom function should be executed. Here is the help document to know more about Schedule Functions.
Custom function code:-
projectParam = Map();
projectParam.put("status", "active");
getAllProjects = invokeurl
[
url : projectsEndpoint +portalId+"/projects/"
type : GET
parameters : projectParam
connection : "XXXXXXX"
];
if(getAllProjects.containKey("projects"))
{
projects = getAllProjects.get("projects");
usersParam = Map();
usersParam.put("user_type", "active");
getAllUsers = invokeurl
[
url : projectsEndpoint+portalId+"/users/"
type : GET
parameters : usersParam
connection : "XXXXXXX"
];
if(getAllUsers.containKey("users"))
{
users = getAllUsers.get("users");
for each user in users
{
userId = user.get("id");
taskParam = Map();
taskParam.put("status", "open");
taskParam.put("owner", userId);
taskParam.put("time", "today");
getAllTasks = invokeurl
[
url : projectsEndpoint + portalId+"/mytasks/"
type : GET
parameters : taskParam
connection : "XXXXXXX"
];
if(getAllTasks!="")
{
tasks = getAllTasks.get("tasks");
taskRow = "";
for each task in tasks
{
taskRow = taskRow + "<tr> <td>" + task.get("project").get("name") + "</td> <td>" + task.get("name") + "</td> <td>" + task.get("link").get("self").get("url") + "</td> <td>" + task.get("start_date") + "</td> <td>" + task.get("end_date") + "</td> <td>" + task.get("status").get("name") + "</td> </tr>";
}
sendmail
[
from :zoho.loginuserid
to : user.get("email")
subject :"Today's tasks"
message :"<html> <style> table, th, td { border:1px solid black; border-collapse: collapse; } </style> <body> <h2>Today's Tasks</h2> <table style=\"width:100%\"> <tr> <th>Project Name</th> <th>Task Name</th> <th>Task URL</th> <th>Start date</th><th>Due date</th> <th>Status</th></tr> " + taskRow + " </table> </body> </html>"
]
info taskRow;
}
}
}
}
Make sure to replace XXXXXXX with the Zoho Projects connection link name with scope ZohoProjects.Tasks.READ, ZohoProjects.portal.READ, ZohoProjects.Users.READ. Check this link to learn how to create the connection. Please find the screenshot of sample schedule function attached for reference.
We hope you found this post useful. If you have any questions, feel free to share them in the comments below.
Access your files securely from anywhere
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
Saraswathi S
Sticky Posts
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 solutionsProject 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 serviceTip 37: Time Log Restriction in Zoho Projects
Timesheet in Zoho Projects helps you big time in entering log hours for the tasks and issues and approving them. Now, with the new Time Log Restriction option, you can set daily and weekly log hour limits. You can restrict users from entering extra log hours than the permissible limit. The limits are restricted to 24 hours per day and 168 hours per week by default based on business hours. To customize, navigate to Task & Timesheet settings under Portal Configuration in Zoho Projects setup and enableOrganize and Track Phases with Phase Custom Views
Phase Custom Views let you filter and display phases based on specific criteria. This helps you focus on what’s most relevant for you and your team. Filter phases using criteria such as budget, status, and more. Share views with specific users or teamsCreate Your Own Issue Management System
Effective issue management is a cornerstone of project success. Every bug or issue, no matter how small, needs to be tracked and resolved in time to maintain project momentum. In this post, we’ll explore how an issue management system in Zoho Projects
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho DataPrep Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho Campaigns 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
Product Request: Send email to Secondary email
Guys, we should be able to send the campaign to the secondary email too. Is this on the plans for Zoho Campaign? It looks like I can map the secondary email from the CRM to the Campaigs, but can not send the message.Logic for sending to a non-primary email address
Hi, I have a scenario where contacts are able to sign up for emails with 2 different email addresses (example: work, personal). I've mapped both to Campaigns from Zoho CRM, but when I go to target an email only the primary email addresses are pulling in. How can I update this to look at both of the email addresses - or specifically the secondary email address in Campaigns? Thanks, JennyTicket Status Colors
Can i change the colors of Ticket Status in the admin panel? Or even change the background of the entire cell of a Critical ticket? This way its easy for my agents to see a urgent ticket when it comes in. Right now everything is black text. Here RightZoho Sites and CloudFlare DNS issue over HTTPS
I have a Zoho Site with a custom domain voterprotectioncorps.org NameCheap is the registrar CloudFlare is the DNS manager, using custom Nameservers (see attached) I installed the SSL cert via Zoho Sites (the "Add SSL cert" option that installs the freeHow do I do a formula to join two fields together like first name and last name into full name?
Having issues with this in my custom module. In most CRM systems you would do: FIELD1 & " " & FIELD2 But it gives an error saying I'm not supposed to use double quotations so not sure what that means. I've tried to read the formula help guide but it'sworkflow field update will Not triggering another workflow rule
I have a Workflow rule that is supposed to get triggered when a field is modified to certain value. This field is actually the lead status and when the lead status changes to "Client Not Responding" . I have a series of emails that go out to re-engage[Résolu] Liste dynamique dans Creator
Bonjour, Dans Zoho Creator j'aimera pouvoir afficher une liste en fonction d'une donnée choisie dans une autre liste. Explication : J'ai un formulaire Département avec comme champ : Nom J'ai un formulaire Personnel avec comme champs : Nom et 'lookup'PDF Document creating, editing, digital signing?
Any chance you could provide PDF creating, editing,signing? Or perhaps integrate with http://www.pdfescape.com/ ? thanks, LindaPay in USD
Hi, is it possible to pay in USD instead of EUR? Thanks.Stock function not working for Brazil (Bovespa)
Hi, The STOCK function in not working for the Brazil Exchange "Bovespa". This is the syntax I´m using: =STOCK("Bovespa:BBAS3";"PRICE"). Thanks for any help. AleTablet Pencil + Fillable Form
Hi There, I just started using Zoho Writer Forms for our team on iOS. I noticed that some functions support 'scribble' or tablet pens and some do not. Is there a function I am missing where any text field can support 'scribble' or handwriting/printingAnnouncing new features in Trident for macOS (v.1.10.0)
Hello everyone! Trident for macOS (v.1.10.0) is here with major features and enhancements to elevate your workplace communication and productivity. Let's take a quick look at them. Create tasks from emails. In addition to creating tasks from selectedJourney : "Added to segment" trigger doesn't work automatically
Hello, I’m experiencing an issue with our Marketing Automation 2.0 integration with Zoho CRM. We have multiple segments defined in Marketing Automation, each with criteria based on field values synced from Zoho CRM. If a field value changes in Zoho CRM,Assistance Required: Email Configuration Issues for Domain clearskyaerials.net
Dear Support Team, I am experiencing issues with my email configuration after linking my domain, clearskyaerials.net, to Zoho Mail. I followed the DKIM setup guide and successfully configured it. While I can now send emails, I am unable to receive them.How can I bulk import product images to Zoho crm.
How can I import product images to Zoho crm within bulk imports. I am using an excel sheet or csv and want to include an image (via URL) for each product. This topic is the closest I have found to a solution but I need further help to implement it: https://help.zoho.com/portal/en/community/topic/import-file-upload-and-imageCan't send mail Reason:554 5.1.8 Email Outgoing Blocked.
I send messages to my clients for my agency to my targeted clients last night I got (Unable to send message;Reason:554 5.1.8 Email Outgoing Blocked) this warning. Now I can't send mails. Please fix this issue.erro 553 retransmitindo e-mails não permitidos devido ao domínio ou algo parecido
Olá, não consigo enviar ou receber e-mails, pois mostra uma mensagem de erro 553 retransmitindo e-mails não permitidos devido ao domínio ou algo parecido.. Por favor, ajude-me a corrigi-lo. Obrigado.How do I go to new form after using deluge button?
I have (Form1) - [Report1] (Form2) - [Report2] I have created a button which appears on [Report1] which creates a new record for [Form2] using data from [Form1]. I have the script working well, it pulls the needed information from Form1 and builds a newsmtppro.zoho.como eror
En nuestras cuentas de empresa desde hace unos dias estamos experimientando problemas con los correos IMAP outlook, generando un error en el smtppro.zoho.com 465 /SSL Todo estaba trabajando bien y sin problemas. Alguien mas con el mimo problema y/o encontróOutgoing Email blocked
Hi Support Team, My outgoing emails has been blocked, Appreciate your help to unblock it. Hartron TradeSheet view ignores layout rules / How to restrict fields in sheet view
Hi Problem 1: When editing records in sheet view, layout rules are ignored. This is a problem, because it allows users to ignore some mandatory fields (mandatory in a Layout Rule). (Mass Update does not allow updating of fields with Layout Rules, so whyPortal users embed access
So I have a page with a form, and two reports on either side. The reports are embedded as html snippets. So basically, it's set up that when I select a material from the form lookup field, it reloads the report embeds but filters the records with theImporting Accounts with Parent Accounts
I would like to import accounts that contain parent accounts. I see a Parent Account but do not see a Parent account number in the Zoho fields and will need this to make sure the correct unique parent is imported. Can you help explain how to accomplish this?Merge item
As a follow up on a request point raised 7 years ago I would like to submit an official request to enable a "merge item" option. Discussion: https://help.zoho.com/portal/en/community/topic/merge-items submitted by user 4001007559351 Our business has severalCanvas Fit to Screen
Hi, is it possible to have the Fit to Screen tickbox unmarked as a default?Banking - User Roles - Access To Single Bank Account
Hi, We have different locations with each location having a specific bank account for Expenses/Etc... Can you please confirm on whether it's possible to give a user (non accountant), specific access to only a single bank account as opposed to all accountsZoho Account search not finding account even thought account is created
Hi Over the last week I cannot find a account on a lookup field, the account exists as when I check in the module its there. Any lookup filter, in a lookup field fails to find the appropriate account, im not sure if you have a Regex issue but its clearlyHow to send an alert when there have been no leads for 2 days
Hello, I want to be alerted when there have been no new leads created for, say, 2 days. It seems like it should be a simple thing to achieve but I'm struggling. I tried asking Zia and this was the answer, but it doesn't fit what I'm seeing on the workflowHow to get bulk write to work as expected
I need to move data from our systems into Zoho. I have created a sandbox to test the usage of migrating our data to Zoho and confirmed everything worked there. When attempting to do the same with our production CRM I was met with an error saying ZohoZoho Sign embedded iframe
Hello, we are looking for any of these options: a) some iframe that we can paste into our website for every signer, for onpage signing document. b) or get direct link for signers from Zoho sign API which we can redirect manually. Is any of these optionsSIGNATURE FIELD INSIDE CRM MODULE
I need to have a signature field inside CRM MODULE This can be used into my Post Sales Module that i´ve created to make Meetings Summary I need my client to sign this Meetings Summary during my visit and that ain´t possible with Zoho crm I know we haveemail and username change
HI, I'd like to change my email and username for my zoho store, please help me on this issue."Extra keys limit has exceeded"
Hello, Has anyone encountered the below message before in a workflow log failure: "Update Record Response is {\"code\":52,\"message\":\"Extra keys limit has exceeded\"}" The script is supposed to generate an invoice for a deposit when a deposit paymentCollapsible Sections & Section Navigation Needed
The flexibility of Zoho CRM has expanded greatly in the last few years, to the point that a leads module is now permissible to contain up to 350 fields. We don't use that many, but we are using 168 fields which are broken apart into 18 different sections.use of comma as a decimal separator
Hello, I wish to find a way to customize the number format for my proper use. I have to use french data, where the "," is used as the decimal separator : for example the french way to write "3.99�" is "3,99�" Is it possible to do it in Zoho Sheet ? If this is not actually the case, I'd love this feature to be implemented !Zoho meeting api not working in trial version
I have and free trial meeting access. When i have tried to create a authentication code for meeting it shows Invalid OAuth Scope error. My code: $client_id = 'client_id'; $redirect_uri = 'site_url'; $scope = 'ZohoMeeting.organize.CREATE,ZohoMeeting.organize.READ';Why is Nordic No Longer Available as a Translation Service for Email
I routine receive email in Nordic but now it has been removed from the list of available translations. Why?Create WorkDrive Folder with specific Sub-Folders when new Zoho CRM entry in "Accounts" Module
So, my flow creates a WorkDrive Folder in the required Team Folder, but I want the same flow to create four Subfolders within the new folder. Man, Woman, Boy & Girl sub-folders I was looking at this below but how do I identify the new Parent folder asLive webinar: 2024 recap of Zoho Show
Hello all, 2024 has been an incredible year for Zoho Show! We've listened to your feedback and worked continuously to strengthen the tools you use to create, collaborate, and deliver presentations. From rolling out new features to enhancing existing ones,Changing Customer Currency
It seems so silly that you can't change a customer's currency after a transaction is recorded. We work with companies all over the world and sometimes they might request an invoice in a different currency. To do this I have to create another customerNext Page