Task Layout Rules - Business cases

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. 

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


Condition 1: Show section 

Case 2 : Show fields

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








                            Zoho Developer Community



                                Bootcamp
                                Community
                                Pricing
                                Webinars
                                What's New
                                Integrations
                                Contact Support
                                Contact Sales
                                  Zoho Survey Resources
                                    Features
                                    Survey Templates
                                    Integrations
                                    Community
                                    iOS Mobile Surveys
                                    Pricing
                                    Android Mobile Surveys
                                    Insurvey Blogs
                                    Insight Blogs
                                    Tips & Tricks





                                                Latest Feature Updates

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                  • Ask the Experts




                                                      Zoho SalesIQ Resources

                                                            • Sticky Posts

                                                            • Introducing 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 happy

                                                            • Automation 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

                                                            • Automate Timesheet Approvals with Multi-level Approval Rules

                                                              Introducing Approval Rules for Timesheets in Zoho Projects. With this automation, teams can manage how timesheets are reviewed and approved by setting up rules with criteria and assigning approvers to handle submissions. Timesheet, when associated to

                                                            • Accessibility Spotlight Series - 1

                                                              Every user interacts with products differently, what feels intuitive to one may be challenging for another. Addressing this, accessibility is built into Zoho Project's design philosophy. This helps users navigate and perform actions with ease irrespective


                                                            Manage your brands on social media
                                                            Access Zoho Social

                                                              Zoho Pagesense Resources


                                                                  Zoho TeamInbox Resources

                                                                    Zoho DataPrep 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

                                                                                      • CRM Community Learning Series

                                                                                        CRM Community Learning Series


                                                                                      • Kaizen

                                                                                        Kaizen

                                                                                      • Functions

                                                                                        Functions

                                                                                      • Meetups

                                                                                        Meetups

                                                                                      • Kbase

                                                                                        Kbase

                                                                                      • Resources

                                                                                        Resources

                                                                                      • Digest

                                                                                        Digest

                                                                                      • CRM Marketplace

                                                                                        CRM Marketplace

                                                                                      • MVP Corner

                                                                                        MVP Corner









                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now


                                                                                            Zoho Show Resources

                                                                                              Zoho Writer

                                                                                              Get Started. Write Away!

                                                                                              Writer is a powerful online word processor, designed for collaborative work.

                                                                                                Zoho CRM コンテンツ



                                                                                                  Nederlandse Hulpbronnen


                                                                                                      ご検討中の方




                                                                                                              • Recent Topics

                                                                                                              • UI Improvement - Ability to Collapse Flow

                                                                                                                The UI for Flow is generally pretty good. However, when multiple decision trees are used, the layout can get pretty convoluted and hard-to-follow (see one of my Flows below): In these cases, even the auto-arrange fails to make this something that a normal

                                                                                                              • Tasks Statuses

                                                                                                                Hi, The task status "Completed" is a final status which closes the task. We need to have a status "Cancelled". However, when the status is set to "Cancelled", the task prompt still has a blue button to Close Task. When the customer clicks that and closes

                                                                                                              • Add Lookup Field in Tasks Module

                                                                                                                Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (

                                                                                                              • Create New Tasks Layout in CRM

                                                                                                                I am able to do this in Leads, Contacts, Meetings, Calls - every other module, but cannot create a new layout in tasks. I have the appropriate access but it's simply not appearing as an option. Only "Standard" option shows. Please help!

                                                                                                              • Whatsapp Connection Status still "Pending" after migration

                                                                                                                Hello, I migrated my WhatsApp API to Zoho from another provider a day ago. So far the connection status is still “Pending”. There is a problem? How long does it usually take?

                                                                                                              • Using IMAP configuration for shared email inboxes

                                                                                                                Our customer service team utilizes shared email boxes to allow multiple people to view and handle incoming customer requests. For example, the customer sends an email to info@xxxx.com and multiple people can view it and handle the request. How can I configure

                                                                                                              • Auto-sync field of lookup value

                                                                                                                This feature has been requested many times in the discussion Field of Lookup Announcement and this post aims to track it separately. At the moment the value of a 'field of lookup' is a snapshot but once the parent lookup field is updated the values diverge.

                                                                                                              • Zoho Recruit Subscription

                                                                                                                Hello Zoho Recruit Team, Good day! I would like to inquire about your recruitment subscription plans and would also like to verify the current subscription our company is enrolled in under Zoho Recruit. Thank you, and I look forward to your response.

                                                                                                              • Keyboard shortcut M key

                                                                                                                I'm trying to customize my keyboard shortcuts and assign the "m" key. But it says the key is already assigned. I've looked through all my shortcuts and can't see any assigned "m". When I select an email and press the M key, nothing happens. What is the

                                                                                                              • Is it possible to create a meeting in Zoho Crm which automatically creates a Google Meet link?

                                                                                                                We are using Google's own "Zoho CRM for Google" integration and also Zoho's "Google Apps Sync" tools, but none of them provide us with the ability to create a meeting in Zoho CRM that then adds a Google Meet link into the meeting. Is this something that

                                                                                                              • Ensure Consistent Service Delivery with Comprehensive Job Sheets

                                                                                                                We are elated to announce that one of the most requested features is now live: Job Sheets. They are customizable, reusable forms that serve as a checklist for the services that technicians need to carry out and as a tool for data collection. While on

                                                                                                              • Automatic Portal invite

                                                                                                                We have numerous customers we move through a blueprint in deals, when they get to a certain point we need to give them portal access, how can this be done through deluge or a workflow? Latest Update (December 2025): The option to automate portal invitations

                                                                                                              • Marketer's Space: Why mobile optimization deserves a place in your email strategy

                                                                                                                Hello Marketers, Welcome back to Marketer's Space! Today, we'll talk about the importance of creating mobile-friendly email designs. While mobile phones were once used only to make phone calls, today they're used for almost everything, including texting,

                                                                                                              • Enhancements in Canvas

                                                                                                                Dear All, Greetings! Canvas lets you design the record details page to suit your brand or business preferences. We are glad to introduce the following enhancements to uplift your design experience. Reusable Components Style Presets Let's go! Reusable

                                                                                                              • Introducing Dark Mode / Light Mode : A New Look For Your CRM

                                                                                                                Hello Users, We are excited to announce a highly anticipated feature - the launch of Day, Night and Auto Mode implementation in Zoho CRM's NextGen user interface! This feature is designed to provide a visually appealing and comfortable experience for

                                                                                                              • ABN with Legal Entity Name

                                                                                                                Hi, How can I execute this? The ABN number is entered in Accounts Module and ideally, it should display or suggest the correct Legal Entity Name based on the ABN lookup. ex. Account Name: JPG Resources ABN Number: 65 067 761 871 Legal Entity Name: (auto

                                                                                                              • Zoho Cliq not working on airplanes

                                                                                                                Hi, My team and I have been having this constant issue of cliq not working when connected to an airplane's wifi. Is there a reason for this? We have tried on different Airlines and it doesn't work on any of them. We need assistance here since we are constantly

                                                                                                              • Unify Overlapping Functionalities Across Zoho Products

                                                                                                                Hi Zoho One Team, We would like to raise a concern about the current overlap of core functionalities across various Zoho applications. While Zoho offers a rich suite of tools, many applications include similar or identical features—such as shift management,

                                                                                                              • Detailed Account Reports - Add Running Balance

                                                                                                                When one clicks into an account from a report (say P/L or Balance Sheet), the default reports have the Debit, Credit, and then the Amount. The Amount column (last one) is duplicate information. It would be far better and fit more peoples' use cases if

                                                                                                              • Issue: Ticket Export Does Not Include Ticket Threads

                                                                                                                Dear Zoho Desk Support Team, I hope you’re doing well. I wanted to bring to your attention that the current ticket export feature in Zoho Desk does not seem to include the ticket threads or conversation history. When exporting tickets, only the summary

                                                                                                              • Pushover Notification Module

                                                                                                                Hello, it would be good if there would be a "Pushover" (https://pushover.net/) module besides the standard SMS module. Pushover is now very well known, especially in IT, and is becoming more and more popular. The biggest advantage are the customizable

                                                                                                              • Forward - no Ticket Number

                                                                                                                Hello, when I send an email to Zoho Desk via Reply or Reply All, the ticket number is in the subject line. But if I use forward then not. Is there an option to change this? We often forward e-mails and a reply to this will of course create a new ticket

                                                                                                              • Checkout: Adding Images

                                                                                                                Hello everyone, I’m trying to add a small GoGreen logo in the shipping section of the checkout to promote our sustainable shipping. While I can insert text without any issues, it seems that adding images is not supported in this area. Is there currently

                                                                                                              • Sortie de Zoho TABLE ??

                                                                                                                Bonjour, Depuis bientôt 2 ans l'application zoho table est sortie en dehors de l'UE ? Depuis un an elle est annoncée en Europe Mais en vrai, c'est pour quand exactement ??

                                                                                                              • [solved] #original_sender trick not working for us

                                                                                                                Hello community ! We really like DESK.. it's working like a charm for us but I have a request. Some users are sending emails personnaly to me (instead of using the support adress).. and I saw there was a possibilty to use : #original_sender {mail@mail.com}

                                                                                                              • SalesIQ Chat Notifications

                                                                                                                I am the admin of our salesIQ implementation. About two weeks ago, I started hearing/seeing notification for ALL chats messages from monitored agents/chat participants. I don't need to see these, we have a manager who deals with this. I can't stop the

                                                                                                              • Correlated subqueries not supported in Zoho Analytics. This creates huge limitations

                                                                                                                Running into a major limitation in Zoho Analytics: correlated subqueries simply don’t work, even in completely standard SQL patterns inside a JOIN. Example: LEFT JOIN "Bills" b ON d."Id" = b."Deal ID" AND EXISTS ( SELECT 1 FROM "Bill

                                                                                                              • Unknown table or alias 'A1'

                                                                                                                I would like to create a subquery but i am getting the following error: Unknown table or alias 'A1' used in select query. This is the sql statement:  SELECT A1.active_paying_customers, A1.active_trial_customers, A1.new_paying_signup, date(A1.date_active_customers), 

                                                                                                              • Batch Emails in CRM Plus without using a template?

                                                                                                                Hi guys. Is it possible to send the same email to multiple people at the same time within CRM Plus without using an email template? At the moment we create a custom view in Contacts to display the people that we need. We then click the boxes on the left, and click 'Send Mail', but always need to select a template. Sometimes its better to write a quick one off message, without needing to set up a template first. Thanks.

                                                                                                              • bank charge

                                                                                                                a charge to my account was made that I did not authorize, of $16.46, for something that looks like "computer maintenance or something to that matter". please refund.

                                                                                                              • [Free Webinar] Product Updates: Quick Catch-Up Session - Part II - Creator Tech Connect

                                                                                                                Hello Everyone! We welcome you all to the upcoming free webinar on the Creator Tech Connect Series. The Creator Tech Connect series is a free monthly webinar featuring deep-dive technical sessions designed for developers, administrators, and app builders.

                                                                                                              • Introducing Liquid Glass UI on the Zoho Mail iOS app

                                                                                                                Hello everyone! We're excited to announce that the Zoho Mail app is now fully optimised for iOS 26's Liquid Glass design on both iPhone and iPad! The updated interface features transparent layers, smooth animations, and refined visual elements that enhance

                                                                                                              • Plan change from Zoho One to Zoho Workplace

                                                                                                                Hello Zoho, Following the recent pricing update for Zoho One, we are interested in transitioning to Zoho Workplace products. Please inform us about the necessary steps for this process so we can proceed promptly. Kind regards,

                                                                                                              • Partner with HDFC And Sbi Bank.

                                                                                                                Hdfc and sbi both are very popular bank if zoho books become partner with this banks then many of the zoho books users will benefit premium features of partnered banks.

                                                                                                              • Links in Instagram

                                                                                                                Hi there, I have been using Later for a while now but keen to come back to Zoho Social as Later doesn't offer tagging of pages on Facebook but they offer something Zoho doesn't. You can add a link to your bio which opens up your profile feed where images

                                                                                                              • Spotlight #7 - Automatic Transitions in Blueprint

                                                                                                                Previously, records could not be moved from one state to another without user intervention. With automatic transitions, move records from one state to another automatically, when it elapses its pre-defined time. This Spotlight discusses how automatic

                                                                                                              • Sub Folders

                                                                                                                It would be great if there could be sub-folders in reports. We have a ton of individual reports and folders that would be easier to navigate this way 

                                                                                                              • Zoho CRM Community Digest - November 2025 | Part 2

                                                                                                                Hello Everyone! Second half of November brought several exciting updates, especially around Zia, making AI assistance smarter, faster, and more context-aware. We also feature engaging community snippets highlighting members who went the extra mile to

                                                                                                              • Zoho CRM - Writing Assistant Tone

                                                                                                                Hi Zoho CRM Team, Text in my emails often gets underlined in yellow because I tend to use a more informal tone with my client's, like using "I'm" instead of "I am". Is there some way for me to tell the system that this is my preferred writing tone, so

                                                                                                              • Hide Contact Number for Field Users & Agents

                                                                                                                Is it possible to hide the contact number in both the Service Appointment and Work Order modules for field users and agents? The agents are using the Zoho FSM mobile app, and we want to restrict them from viewing the contact number.

                                                                                                              • Next Page