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 was tracking their Retail management using Zoho Projects and they wanted to track deadlines for vendor orders where the due dates for tasks are updated months in advance. They wanted a feature that automatically notifies the task owners five days before the due date to ensure timely order submission. This was achievable using the Schedule Functions in Zoho Projects.
All you have to do is to replace XXXXXXX with the Zoho Projects connection link name which has the scopes: ZohoProjects.users.ALL, ZohoProjects.portals.ALL, ZohoProjects.projects.ALL, ZohoProjects.tasks.ALL in the below code. Check this link to learn how to create the connection.Please find the screenshots of the parameters to be mapped and sample schedule function for reference.
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Thanks a lot. However, I think that we can achieve this requirement without code and using task workflows, because task workflows include now the possibility to trigger actions basing on a date.
Dear François, It is possible to achieve this to some extent using Task Workflow rules based on date and time triggers. However, we recommend using the Schedule function for easier implementation for the following reasons:
Universal Configuration:
Time-based workflow rules can only be set for a specific layout, while the Schedule function only needs to be configured once for all layouts and projects.
Consolidated Notifications:
Task Workflow rules send separate notifications for each task, which can flood the task owners' inboxes. In contrast, the Schedule function consolidates all tasks due in the next five days into a single email, reducing inbox clutter. I have also attached a sample email notification screenshot for reference.
Dear François,
It is possible to achieve this to some extent using Task Workflow rules based on date and time triggers. However, we recommend using the Schedule function for easier implementation for the following reasons:
Universal Configuration:
Time-based workflow rules can only be set for a specific layout, while the Schedule function only needs to be configured once for all layouts and projects.
Consolidated Notifications:
Task Workflow rules send separate notifications for each task, which can flood the task owners' inboxes. In contrast, the Schedule function consolidates all tasks due in the next five days into a single email, reducing inbox clutter. I have also attached a sample email notification screenshot for reference.
Hope this clarifies.
Regards,
Saraswathi.