Power of Automation :: Dynamically generate Tasklists based on values selected in Task Custom Fields

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.

Lets take the below use case from a customer -

A custom field named ‘Category’ has been created within the Tasks module. This field contains values that correspond directly to the names of the task templates available in the portal.

In every project, there is a predefined task called ‘Development’. Depending on the value selected in the ‘Category’ field of this Development task, a tasklist should be automatically generated. This tasklist will be created by applying the task template that matches the value specified in the custom ‘Category’ field.

This automation ensures that the appropriate task template is used to create the tasklist without requiring manual selection, streamlining project setup and maintaining consistency across all projects.

This can be accomplished using the features Custom Functions & Workflow Rules. Create a connection using the scopes “ZohoProjects.tasklists.ALL, ZohoProjects.tasks.ALL" and update the connection name ‘projects’ in the below code. Find the attached screenshot of the Arguments & Workflow.

Below is the code

if(tasklist_picklist == null)
{
	return "No value selected";
}
else
{
	info tasklist_picklist;
	tasklists = tasklist_picklist.toList();
}
endpoint = "https://projectsapi.zoho.com/";
getAllTasklists = invokeurl
[
url :endpoint + "api/v3/portal/" + portalId + "/projects/" + projectId +
 "/tasklists"
type :GET
connection:"projects"
];
// info "getAllTasklists : "+getAllTasklists;
for each  tasklist in getAllTasklists.get("tasklists")
{
	tasklistName = tasklist.get("name");
	if(tasklists.contains(tasklistName))
	{
		tasklists.remove(tasklists.indexOf(tasklistName));
		info tasklistName + " removed";
	}
}
info " tasklists : " + tasklists;
taskTemplateResponse = invokeurl
[
	url :endpoint + "api/v3/portal/" + portalId + "/templates/tasklists"
	type :GET
	connection:"projects"
];
if(taskTemplateResponse.containKey("task_list_templates"))
{
	templates = taskTemplateResponse.get("task_list_templates");
	templateMap = Map();
	for each  template in templates
	{
info "Template Name : " + template.get("name") + "-------- >  Id : 
"+ template.get("id");
	if(tasklists.contains(template.get("name")))
	{
		templateMap.put(template.get("name"),template.get("id"));
	}
	}
}
info templateMap;
for each  template in templateMap
{
// info template;
taskTemplateId = template;
associateTaskTemplateParameter = Map();
associateTaskTemplateParameter.put("task_template_id",taskTemplateId);
associateTaskTemplateParameter.put("shift_days",toString
(zoho.currenttime,"YYYY-MM-dd'T'HH:mm:ss") + "Z");
associateTaskTemplateResponse = invokeurl
[
url :endpoint + "restapi/portal/" + portalId + "/projects/" + projectId +
 "/tasklists/"
type :POST
parameters:associateTaskTemplateParameter
connection:"projects"
];
	info associateTaskTemplateResponse;
}
return "success";

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.