Power of Automation :: Automatically divide the work hours between the task owners

Power of Automation :: Automatically divide the work hours between the task owners

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. 

Let us consider the below use case from a customer - 

As per the design, Work hours will be allocated based on the number of owners assigned to a task. For example, A task is added with the duration of 16 hours and assigned to a user, John. So, the work hours allotted for him will be 16 hours. If one more owner is added to the same task, the work hours gets doubled and the total work hours will be 32. 

But we have received a specific use case from a customer and he wanted to allocate the work hours at task level instead of individual user level.

From the above scenario, he wants the work hours '16' to be equally divided between the task owners rather than doubling it to 32.

We resolved this use case using Custom functions in Zoho Projects

Todo : Create a connection for Zoho Projects service with the scopes “ZohoProjects.portals.READ”, “ZohoProjects.tasks.READ”, “ZohoProjects.tasks.UPDATE” to replace ‘connectionprojects’ with the connection name. Click this link below to learn how to create the connection. Attached the screenshots of Task Workflow Rule & Arguments.

Script to be used : 
  1. endPoint = "https://projects.zoho.com/restapi/portal/";
  2. updateTaskParameter = Map();
  3. ownerIds = "";
  4. isOwnerPresent = false;
  5. taskWorks = List();
  6. if((duration.contains(":")||duration.toNumber()!=0)&&affectedValues.get("action").containsIgnoreCase("Creation"))
  7. {
  8. // Get Task Details
  9. taskResponse = zoho.projects.getRecordById(portalId,projectId,"Tasks",taskId,"connectionprojects");
  10. owners = taskResponse.get("tasks").get(0).get("details").get("owners");
  11. workHours = taskResponse.get("tasks").get(0).get("work");
  12. workhour = workHours.toList(":").get(0).toNumber();
  13. workhour_mins = workHours.toList(":").get(1).toNumber();
  14. convertedMinsToHours = workhour_mins.toNumber() / 60;
  15. totalWorkHours = workhour + convertedMinsToHours;
  16. ownerCount = owners.size();
  17. for each  owner in owners
  18. {
  19. if(owner.get("name").containsIgnoreCase("Unassigned"))
  20. {
  21. break;
  22. }
  23. else
  24. {
  25. isOwnerPresent = true;
  26. ownerWorkHours = totalWorkHours / (ownerCount * ownerCount);
  27. taskWork = Map();
  28. taskWork.put("user_id",owner.get("id"));
  29. taskWork.put("working_hours",ownerWorkHours.round(2));
  30. taskWorks.add(taskWork);
  31. ownerIds = ownerIds + owner.get("id") + ",";
  32. }
  33. }
  34. taskOwners = ownerIds.removeLastOccurence(",");
  35. if(isOwnerPresent)
  36. {
  37. totalHours = totalWorkHours / ownerCount;
  38. updateTaskParameter.put("owner_work",taskWorks);
  39. updateTaskParameter.put("work_type","work_hours");
  40. updateTaskParameter.put("person_responsible",taskOwners);
  41. updateTaskResponse = zoho.projects.update(portalId,projectId,"tasks",taskId,updateTaskParameter,"connectionprojects");
  42. }
  43. }
  44. else
  45. {
  46. // Get Task Details
  47. taskResponse = zoho.projects.getRecordById(portalId,projectId,"Tasks",taskId,"connectionprojects");
  48. owners = taskResponse.get("tasks").get(0).get("details").get("owners");
  49. durationType = taskResponse.get("tasks").get(0).get("duration_type");
  50. duration = taskResponse.get("tasks").get(0).get("duration");
  51. if(durationType.containsIgnoreCase("hrs"))
  52. {
  53. totalHours = duration.toDecimal();
  54. }
  55. else
  56. {
  57. portalInfo = invokeurl
  58. [
  59. url :endPoint + portalId + "/"
  60. type :GET
  61. connection:"connectionprojects"
  62. ];
  63. businessHours = portalInfo.get("portals").get(0).get("settings").get("business_hours");
  64. business_start = businessHours.get("business_start");
  65. business_end = businessHours.get("business_end");
  66. businessTotalHours = (business_end - business_start) / 60;
  67. totalHours = duration.toDecimal() * businessTotalHours;
  68. }
  69. ownerCount = owners.size();
  70. for each  owner in owners
  71. {
  72. if(owner.get("name").containsIgnoreCase("Unassigned"))
  73. {
  74. break;
  75. }
  76. else
  77. {
  78. isOwnerPresent = true;
  79. ownerWorkHours = totalHours / ownerCount;
  80. taskWork = Map();
  81. taskWork.put("user_id",owner.get("id"));
  82. taskWork.put("working_hours",ownerWorkHours.round(2));
  83. taskWorks.add(taskWork);
  84. ownerIds = ownerIds + owner.get("id") + ",";
  85. }
  86. }
  87. taskOwners = ownerIds.removeLastOccurence(",");
  88. if(isOwnerPresent)
  89. {
  90. updateTaskParameter.put("owner_work",taskWorks);
  91. updateTaskParameter.put("work_type","work_hours");
  92. updateTaskParameter.put("person_responsible",taskOwners);
  93. updateTaskResponse = zoho.projects.update(portalId,projectId,"tasks",taskId,updateTaskParameter,"connectionprojects");
  94. }
  95. }
  96. return "success";
Watch this space for more such custom functions

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