Hello Everyone,

A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and calculations. 

Requirement:

We have received a very specific requirement from our customer that the Projects should be archived automatically if they are inactive for 6 months.

We had accomplished this requirement using Schedule functions which allow you to execute custom functions based on a specified schedule such as hourly, daily, weekly, or monthly. This feature can be used for recurring actions, like generating monthly reports or sending automated emails to portal users about upcoming public milestones or deadlines without relying on specific events.

Create a connection for Zoho Projects service with the scopes “ZohoProjects.Portals.ALL & ZohoProjects.Projects.ALL” to replace ‘projects’ with the connection name. Click this link below to learn how to create the connection. Attached a screenshot of the Arguments & schedule details.

Script to be used

​

// Get the current date

current_date = zoho.currentdate;

// Subtract 6 months from the current date

six_months_ago = current_date.addMonth(-6);

// Output the result

info six_months_ago;

getAllProjectsParam = Map();

getAllProjectsParam.put("custom_view_id",xxxxxxxxxx); // place the custom view id here

getAllProjectsParam.put("is_gantt",false);

getAllProjectsParam.put("page",0);

getAllProjectsParam.put("sort_by","DESC(undefined)");

getAllProjectsParam.put("per_page",100);

//last modified time field id here

getAllProjectsParam.put("filter",{"criteria":{{"cfid":"1945138000000042003","criteria_condition":"less_than_or_equal","value":{six_months_ago}}},"pattern":"1"});

getProjectResponse = invokeurl

[

url :"https://projects.zoho.com/api/v3/portal/" + portalId + "/projects_cv"

type :GET

parameters:getAllProjectsParam

connection:"projects"

];

if(getProjectResponse != null)

{

projects = getProjectResponse.get("data").get(0).get("entities");

    for each project in projects

    {

projectId = project.get("id");

param = Map();

param.put("status", "archived");

updateProjectResponse = invokeurl

[

url :"https://projects.zoho.com/restapi/portal/" + portalId + "/projects/" + projectId + "/"

type :POST

parameters : param

connection:"projects"

];

info updateProjectResponse;

    }

}

Creating custom functions in Zoho Projects is straightforward and well-documented. Zoho provides a range of built-in functions that you can use as a starting point, and you can also easily define your own functions using Zoho's scripting language, Deluge. Give it a try and see how it can save your time and boost your productivity!

Watch this space for more such custom function codes.