Task Layout Rules - Business cases
Hello, Guys!
We are happy to meet you all in this community post and hope all are doing great. We are here to share a bunch of use cases in a series under various features with you. All the existing users of Zoho Projects can view the cases and let us know your suggestions, business cases too so that others in the Community can learn the experiences
.
The first Use Case in the series is going to be on the latest addition Tasks Layout Rules
.
We all know when it comes to a project, there will be a lot of tasks that have to be worked on by different users across various teams. For such tasks, besides the default fields, we give additional details in the form of custom fields and fill in the appropriate values in them.
Howsoever, there are circumstances where only certain fields should be visible to the users based on the nature of the tasks.
To define the visibility of custom fields, have multiple layouts associated with a project, we got an option for you all. Yes, it is Layout Rules for Tasks. Rules can be created Conditional or Dependent.
Let’s see them as some of the common business cases.
Howsoever, there are circumstances where only certain fields should be visible to the users based on the nature of the tasks.
To define the visibility of custom fields, have multiple layouts associated with a project, we got an option for you all. Yes, it is Layout Rules for Tasks. Rules can be created Conditional or Dependent.
Let’s see them as some of the common business cases.
Case 1
:
Conditional rule: Show sections
Task name: Architectural design
Users from the Engineering team and the Marketing team are going to work on a project. We have different tasks for each team. In Architectural design task, only Design related fields should be displayed. To achieve this, we are going to make a common field ‘Process name’ comprising of different processes like Design, Sales, Marketing, etc. Upon selecting 'Design' under 'Process name', the respective section along with fields should be unveiled.
Process name: Design: Show section:
Web app interface
Process name: Sales: Show section: Pre-sales & Post-sales
Process name: Sales: Show section: Pre-sales & Post-sales
Condition 1: Show section
Case 2
:
Show fields
Task Name: Feature release announcement
Task Name: Feature release announcement
In this task, there are specific Marketing related fields from one section to be shown up. From the Common field 'Process name', let’s choose 'Marketing'. Among multiple custom fields, the condition is to display only three fields - Product Promotion method, Announcement, Blog URL. In addition, we can mark the highly important fields as mandatory and also disable the unwanted fields.
Condition 2: Show fields
Add Task
Case 3
:
Dependent rule
Having a field as Primary, you can link the values of this field with the values of some other field.
If Approval Process is Design Approval, 'Approver' field should have values as Deepika, Saranya and Harshini.
If Approval Process is Content Approval, 'Approver' field should have values as Mack, Michael.
Dependent Rule
Case 4:
Multiple Task Layouts for a single project
Have you come across a need where there are multiple Task Layouts created for various purposes and you want all of them to be associated with a project?
Then undoubtedly, the Layout Rules feature is for you. Using the above conditions, select the set of sections and fields to be applied for individual tasks. Click here to know more details.
Note
:
Layout Rules for Tasks feature is supported only in the latest Enterprise plan.
I’m sure you all have got various scenarios in your business to define and manage custom fields. So, try to create your own rules for task layouts and share them with us :)
Monica
Zoho Projects
Access your files securely from anywhere
Centralize Knowledge. Transform Learning.
All-in-one knowledge management and training platform for your employees and customers.
New to Zoho Recruit?
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
Monica P
Graphic Rhythm
Vladimir Rüntü
Kurt M
Deniz
Sticky Posts
Automation Series: Auto-create Dependent Task on Status Change
In Zoho Projects, you can automatically create and assign a dependent task when a task’s status is updated. This helps teams stay aligned, ensures reviews happen on time, and reduces manual effort. In this post, we’ll walk through an easy setup usingTime Log Reminder
Tracking the time spent on tasks and issues is one of the most important functions of a timesheet. However, users may forget to update the time logs because they have their own goals to achieve. But, time logs must be updated at regular intervals to keepIntroducing the Zoho Projects Learning Space
Every product has its learning curve, and sometimes having a guided path makes the learning experience smoother. With that goal, we introduce a dedicated learning space for Zoho Projects, a platform where you can explore lessons, learn at your own pace,Update on V2 API End-of-Life Timeline
Dear Users, Earlier this year, we shared the launch of the V3 APIs and requested users to migrate from the older V2 APIs by December 2025. We have received valuable feedback from our users and partners regarding their migration timelines. We are happyAutomation Series: Auto-update Phase Status
Hello Folks! You can auto-update your phase's status based on status of underlying tasks using custom functions. In this series, we will showcase how to create and run custom functions, using Deluge, with ease. Follow the steps below and automate your
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator 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
Make CAMPAIGNS email look as simple as possible
Hi there I'm trying to make my Campaigns email look as much like a normal email as possible. I'm a bit stuck with the "justification" of the email email block. Can I LEFT JUSTIFY the "whole email" to make it look "normal"? (Please see screenshot attached)Canadian Banks ?
Can you advise which Canadian Banks can be used to fully sync credit cards and bank accounts? ThanksSorry! we encountered some problems while sending your campaign. It will be sent automatically once we are ready. We apologize for the delay caused.
Hello. Lately we are having problems with some campaigns, which show us this error message. Sorry! we encountered some problems while sending your campaign. It will be sent automatically once we are ready. We apologize for the delay caused. We can't findCan I remove or divert certain contacts from an active Campaigns workflow?
I have created a workflow in Zoho Campaigns, which sends different emails, once contacts have been added to a mailing list. To choose which email to send to the contacts, there are conditions, which divert contacts based on their company type and their company size. There was a subsection of this workflow, where company size wasn't selected correctly, and some contacts have been sent down the wrong path and received the wrong email. The workflow contains a reminder loop and a further series of emails.How to map fields from Zoho Recruit to Zoho People
I've got these fields from my Job Offer that I'm trying to map to the Work information fields in Zoho People, but they arent showing up. For example, how do I get the department name field (in the job post) to map to the work information field in ZohoUTM in zoho campaigns
Helloo everybody!!! Someone know how IF ZOHO CAMPAIGNS has UTM for tracking the url of any campaigns. thank uFull Context of Zoho CRM Records for Zia in Zoho Desk for efficient AI Usage
Hello everyone, I have a question regarding the use of Zia in Zoho Desk in combination with CRM data. Is it possible to automatically feed the complete context of a CRM record into Zia, so that it can generate automated and highly accurate responses forKnowledge base printing
I saw a posting about printing the knowledge base as I was looking for the answer, but we would like the ability to print out the entire knowledge base with a click, keeping the same organization format. Bonus would include an index of keywords andSearch not working!
I have items in my notebook tagged but when I search for a tag nothing comes up! Any fix for this?Updates for Zoho Campaigns: Merge tag, footer, and autoresponder migration
Hello everyone, We'd like to inform you of some upcoming changes with regard to Zoho Campaigns. We understand that change can be difficult, but we're dedicated to ensuring a smooth transition while keeping you all informed and engaged throughout the process.How do i integrate google analytics to Zoho Campaigns?
Looking to track Zoho Traffic from email Current topic is outdatedHow do teams manage meeting follow-ups across Zoho tools?
We’re using Zoho tools for collaboration and tracking, but managing meeting notes, action items, and follow-ups across teams is still challenging. Curious how others are handling this within Zoho workflows. Are there best practices or integrations thatMejoras urgentes para ZOHO MEETING
Tengo unos meses usando Zoho Meeting. En general, es buena, pero hay cosas vitales que no logra cumplir con mínima calidad. 1) Calidad de audio y video: urge mejoras. Audio con retraso, imagen borrosa, mal recorte de silueta con fondos virtuales. Además,Saving sent email campaign as PDF
I'm looking to add all campaigns sent to an archive folder in sharepoint. Is there anyway to accomplish this in Zoho Flow ? I'm falling at the first hurdle ... can I automatically save a sent campaign as a PDF to a folder location ?Exporting All Custom Functions in ZohoCRM
Hello, All I've been looking for a way to keep about 30 functions that I have written in Zoho CRM updated in my own repository to use elsewhere in other instances. A github integration would be great, but a way to export all custom functions or any wayConditional Layouts On Multi Select Field
How we can use Conditional Layouts On Multi Select Field field? Please help.Appreciation to Qntrl Support Team
We are writing this topic to appreciate the outstanding level of support from Qntrl Team. We have been using Qntrl since 2022 after shifting from another similar platform. Since we joined Qntrl, the team has shown a high level of professionalism, support,How can I hide "My Requests" and "Marketplace" icon from the side menu
Hello everybody, We recently started using the new Zoho CRM for Everyone. How can I hide "My Requests" and "Marketplace" from the side menu? We don't use these features at the moment, and I couldn't find a way to disable or remove them. Best regards,Whatsapp Integration on Zoho Campaign
Team: Can the messages from Zoho Campaign delivered through Whatsapp... now customers no longer are active on email, but the entire campaign module is email based.... when will it be available on whatsapp.... are there any thirdparty providers who canMandatory Field - but only at conversion
Hello! We use Zoho CRM and there are times where the "Lead Created Date & Time" field isn't populated into a "Contractor" (Account is the default phrase i believe). Most of my lead tracking is based on reading the Lead Created field above, so it's importantUsing data fields in Zoho Show presentations to extract key numbers from Zia insights based on a report created
Is it possible to use data fields in Zoho Show presentations along with Zoho Analytics to extract key numbers from Zia insights based on a report created? For example, using this text below: (note that the numbers in bold would be from Zia Insights) RevenueFree webinar: AI-powered agreement management with Zoho Sign
Hi there! Does preparing an agreement feel like more work than actually signing it? You're definitely not alone. Between drafting the document, managing revisions, securing internal approvals, and rereading clauses to make sure everything still reflectsWhatsApp Channels in Zoho Campaigns
Now that Meta has opened WhatsApp Channels globally, will you add it to Zoho Campaigns? It's another top channel for marketing communications as email and SMS. Thanks.CRM For Everyone - Bring Back Settings Tile View
I've been using CRM for Everyone since it was in early access and I just can't stand the single list settings menu down the left-hand side. It takes so much longer to find the setting I need. Please give users the option to make the old sytle tile viewLets have Dynamics 365 integration with Zohobooks
Lets have Dynamics 365 integration with ZohobooksAdd notes in spreadsheet view
It would be great if we could Add/edit notes in the spreadsheet view of contacts/leads. This would enable my sales teams to greatly increase their number of calls. Also viewing the most recent note in the Contact module would also be helpful.Opening balances - Accounts Receivable and Payable
Our accounting year starts on 1st August 2013 and I have a Trial Balance as at that date, including Accounts Receivableand Accounts Payable balances, broken down by each customer and supplier. Q1 - do I show my opening balance date as 31st July 2013 orCancel Subscription
Hi , Im want to cancel my account but without success please help me to do itMaking an email campaign into a Template
I used a Zoho Campaign Template to create an email. Now I want to use this email and make it a new template, but this seems to be not possible. Am I missing something?Direct Access and Better Search for Zoho Quartz Recordings
Hi Zoho Team, We would like to request a few enhancements to improve how Zoho Quartz recordings are accessed and managed after being submitted to Zoho Support. Current Limitation: After submitting a Quartz recording, the related Zoho Support ticket displaysMultiple Cover Letters
We are using the staffing firm edition of Recruit and we have noticed that candidates cannot add more than one cover letter. This is a problem as they might be applying for multiple jobs on our career site and when we submit their application to a client,URGENT: Deluge issue with Arabic text Inbox
Dear Deluge Support, We are facing an issue that started on 12/Feb/2026 with custom functions written using Deluge within Qntrl platform. Currently, custom functions do not accept Arabic content; it is replaced with (???) characters. Scenario 1: If weFile Conversion from PDF to JPG/PNG
Hi, I have a question did anyone every tried using custom function to convert a PDF file to JPG/PNG format? Any possibility by using the custom function to achieve this within zoho apps. I do know there are many third parties API provide this withNow in Zoho One: Orchestrate customer journeys across apps with Zoho CommandCenter
Hello Zoho One Community! We’re excited to introduce Zoho CommandCenter as a new capability available in Zoho One. For the whole customer journey As Zoho One customers adopt more apps across sales, marketing, finance, and support, a common challenge emerges:annualy customer report
we need a report per customer that looks like this invoic number cleaning laundry repair management 01 january xxx euro xx euro xx euro xxx euro 02 february xxx euro xxx euro x euro xxxx euro and so on the years 12 months is that possible to make andTotals for Sales Tax Report
On the sales tax report, the column totals aren't shown for any column other than Total Tax. I can't think of a good reason that they shouldn't be included for the other columns, as well. It would help me with my returns, for sure. It seems ludicrousFree Webinar: Zoho Sign for Zoho Projects: Automate tasks and approvals with e-signatures
Hi there! Handling multiple projects at once? Zoho Projects is your solution for automated and streamlined project management, and with the Zoho Sign extension, you can sign, send, and manage digital paperwork directly from your project workspace. JoinExported Report File Name
Hi, We often export reports for information. It is time consuming to rename all the reports we export on a weekly basis, as when exported their default name is a seemingly random string of numbers. These numbers may be important, I'm not sure, but I amAutomatic Refresh on Page?
Hi everyone, We use a page as a dashboard which shows data for the laboratory and tasks pending etc. Is there a way to set the page to automatically refresh on a X time? Many thanks TOGAdd RTL and Hebrew Support for Candidate Portal (and Other Zoho Recruit Portals)
Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to set the Candidate Portal to be Right-to-Left (RTL) and in Hebrew, similar to the existing functionality for the Career Site. Currently, when we set the Career SiteNext Page