Zoho Projects
What is Zoho Projects?
How to connect your Zoho Projects account to Zoho Flow
- Select the required trigger and click Next.
If there are no other Zoho Projects connections in your account, click Connect. Alternatively, you can create a new connection by navigating to Settings > Connections. Click Create connection and choose Zoho Projects.
Enter a connection name and click Authorize.
Enter the credentials of your Zoho Projects account in the pop-up and click Next.
API documentation
If you experience any Zoho Projects-related errors in your flows or if you wish to learn more about the Zoho Projects API, you can check out the API documentation.
What's new in Zoho Projects
Trigger updates
Change type | What's updated | Impact |
New | Milestone created in project | Project-scoped trigger for when a new milestone is created. |
Milestone updated in project | Project-scoped trigger for milestone updates. | |
Task completed in project | Project-scoped trigger for task completion. | |
Issue comment added | Dedicated trigger for comments added on issues. | |
Renamed module | Bug → Issue | The Bug module has been renamed Issue. Existing triggers referencing bugs now reference issues. |
Action updates
Change type | What's updated | Impact |
Renamed module | Create bug → Create issue Update bug → Update issue Fetch bug → Fetch issue | The Bug module has been renamed to Issue across all actions. |
Add client company → Add client user to company Update client company → Update customer Fetch client company → Fetch customer Add existing client company to a project → Associate client company to a project | The client module now supports the customer_type parameter with two options: individual and business. | |
Updated actions | Create task or subtask | Create task now supports creating a subtask through the parent task ID parameter. A standalone "Create subtask" action is no longer needed. |
Fetch project status | The generic Fetch option action now supports this. | |
Milestone completed | The Status field in the Update milestone action now supports this. | |
New | Create tag | Create a tag in the portal — new tag management capability. |
Add client user to company | Add a client user at the portal level. | |
Add user to portal | Add a user at the portal level. | |
Create issue in layout | Create an issue using a custom layout — supports Zoho Projects layout / custom-field feature. | |
Create task in layout | Create a task using a custom layout — supports the layout / custom-field feature. | |
Approve issue timelog | Dedicated approval action for issue time logs. | |
Update task in layout | Update a task using a custom layout — supports the layout / custom-field feature. | |
Fetch team | Fetch a team. | |
Update issue in layout | Update an issue using a custom layout | |
Create project in layout | Create a project using a custom layout | |
Update project in layout | Update a project using a custom layout | |
Clone a task list | Clones a task list using a source ID. | |
Update milestone | Updates the details of a milestone by Id. | |
Fetch option | Generic option / picklist fetcher — replaces the module-specific fetchers for task, issue, and project. |
Triggers and actions available in Zoho Projects
Event created
Triggers when a new event is created in the portal. Notify your team in Zoho Cliq or add the event to Google Calendar so nothing gets missed.
Event updated
Triggers when an existing event is updated in the portal. Sync the changes to your calendar app or notify the relevant team members in Zoho Cliq.
Issue comment added
Triggers when a new comment is added to an issue. Notify the assignee in Zoho Cliq or log the comment in a Google Sheet for tracking.
Issue submitted
Triggers when a new issue is submitted in the portal. Assign it to a team member or create a support ticket in Zoho Desk.
Issue submitted in project
Triggers when a new issue is submitted in a specific project. Notify the project manager in Zoho Cliq or update a tracking sheet in Google Sheets.
Issue updated
Triggers when the details of an issue are updated in the portal. Sync the changes to Zoho CRM or notify stakeholders in Zoho Cliq.
Issue updated in project
Triggers when the details of an issue are updated in a specific project. Update the linked record in Zoho CRM or send a status update via email.
Milestone completed
Triggers when a milestone is marked as completed in the portal. Notify the team in Zoho Cliq or update the project status in Zoho CRM.
Milestone completed in project
Triggers when a milestone is marked as completed in a specific project. Send a completion update to stakeholders or log it in Google Sheets.
Milestone created
Triggers when a new milestone is created in the portal. Notify the team in Zoho Cliq or create a corresponding task in Zoho Projects.
Milestone created in project
Triggers when a new milestone is created in a specific project. Set up a tracking entry in Google Sheets or notify the project owner via email.
Milestone updated
Triggers when a milestone is updated in the portal. Reflect the changes in Zoho CRM or send an update to the team in Zoho Cliq.
Milestone updated in project Triggers when a milestone is updated in a specific project. Notify the relevant stakeholders or update the linked record in Zoho CRM.
Project comment added
Triggers when a new comment is added to a project. Post the comment to a Zoho Cliq channel or log it in Google Sheets for audit purposes.
Project created
Triggers when a new project is created in the portal. Set up a deal in Zoho CRM, create a channel in Zoho Cliq, or notify the team.
Project updated
Triggers when a project's details are updated. Sync the changes to Zoho CRM or notify the project team in Zoho Cliq.
Task comment added
Triggers when a new comment is added to a task. Notify the assignee in Zoho Cliq or log the update in Google Sheets.
Task completed
Triggers when a task is marked as completed in the portal. Update the linked deal in Zoho CRM or notify the client via email.
Task completed in project
Triggers when a task is marked as completed in a specific project. Trigger the next task in the workflow or send a completion notification in Zoho Cliq.
Task created
Triggers when a new task is created in the portal. Assign it to a team member or create a corresponding record in Zoho CRM.
Task created in layout
Triggers when a new task is created in a specific layout. Notify the assignee in Zoho Cliq or log the task details based on the layout fields in Google Sheets.
Task created in project
Triggers when a new task is created in a specific project. Notify the assignee in Zoho Cliq or log the task details in Google Sheets.
Task list completed
Triggers when a task list is completed. Notify the project manager in Zoho Cliq or move the project to the next stage.
Task list created in project
Triggers when a new task list is created in a project. Notify the team in Zoho Cliq or set up a tracking entry in Google Sheets.
Task or subtask updated
Triggers when a task or subtask is updated in the portal. Sync the changes to Zoho CRM or notify the assignee in Zoho Cliq.
Update task in layout
Triggers when a task is updated in a specific layout. Reflect the changes in the linked record in Zoho CRM or notify the assignee via email.
Add client user to company
Adds a new client user to a company. Use this to grant client access when a new contact is added in your CRM or onboarding tool.
Add client user to project
Adds a new client user to a specific project. Use this to give clients visibility into a project when they're onboarded in your CRM.
Add comment in issue
Adds a new comment to an existing issue. Use this to log updates from external tools like Zoho Desk or Slack into the issue thread.
Add comment in project
Adds a new comment to an existing project. Use this to post status updates or notes from external tools into the project.
Add comment in task
Adds a new comment to an existing task. Use this to log updates, approvals, or feedback from other tools into the task.
Add followers to task
Adds the specified users as followers to a task. Use this to keep stakeholders informed when a task is created or updated.
Add user to portal
Adds a new user to the portal. Use this to provision access when a new employee is added to your HR system.
Add user to project
Adds a new user to a specific project. Use this to assign team members when a new project is created.
Approve issue timelog
Approves a time log entry for an issue. Use this to approve timelogs that meet specific criteria without manual review.
Approve task timelog
Approves a time log entry for a task. Use this to streamline timelog approvals based on conditions set in your flow.
Approve time log Approves a general time log entry. Use this to approve timelogs at the end of a billing period.
Associate client company to a project Associates an existing client company with a specific project. Use this to link a client to a project when a deal is closed in Zoho CRM.
Associate team to a project
Adds a team to an existing project. Use this to assign a team when a new project is set up in your planning tool.
Clone a task list
Clones a task list using a source ID, which can be an existing task list template, project, or project template. Use this to quickly replicate task structures when setting up a new project.
Create customer
Creates a new customer in the portal. Use this to add clients to Zoho Projects when they're created in your CRM or billing system.
Create event
Creates a new event in the portal. Use this to schedule project-related events based on triggers from your calendar or CRM.
Create general time log
Creates a general time log entry for the portal. Use this to log time spent on portal-level activities from an external time-tracking tool.
Create issue
Creates a new issue in a project. Use this to log issues from tools like Zoho Desk, Jira, or a web form.
Create issue in layout
Creates a new issue in a project under a specific layout. Use this when your project uses custom layouts to ensure issues are created with the right fields.
Create issue time log
Creates a time log entry for an existing issue. Use this to record time spent on issues from an external time-tracking tool.
Create milestone
Creates a new milestone in a project. Use this to set up milestones when a new project phase is initiated in your CRM or planning tool.
Create project
Creates a new project in the portal. Use this to set up a project in Zoho Projects when a deal is won in Zoho CRM.
Create project in layout
Creates a new project under a specific layout. Use this when your portal uses custom layouts to ensure projects are created with the right fields.
Create tag
Creates a new tag in the portal. Use this to organize and categorize records when new tags are needed based on incoming data.
Create task in layout
Creates a new task in a project under a specific layout. Use this when your project uses custom layouts to ensure tasks are created with the right fields.
Create task list
Creates a new task list in a project. Use this to set up task lists when a new project phase or sprint begins.
Create task or subtask
Creates a new task or subtask in a project. Use this to generate tasks or subtasks from form submissions, CRM records, or support tickets.
Create time log for task
Records the hours worked on a specific task. Use this to log time spent on tasks from an external time-tracking tool.
Fetch CRM deals
Fetches the CRM deals associated with a project. Use this to pull deal details into your flow for reporting or conditional logic.
Fetch customer
Fetches the details of an existing customer. Use this to retrieve customer information for use in subsequent steps of your flow.
Fetch customer in a project
Fetches the details of all customers associated with a specific project. Use this to pull client information for reporting or notifications.
Fetch issue in project
Fetches the details of an existing issue in a project. Use this to retrieve issue data for conditional logic or updates in other tools.
Fetch milestone by ID
Fetches the details of an existing milestone by its ID. Use this to pull milestone data for reporting or triggering downstream actions.
Fetch option
Fetches the available options for a specific field. Use this to dynamically populate dropdown values in your flow based on your Zoho Projects configuration.
Fetch project by ID
Fetches the details of an existing project by its ID. Use this to retrieve project data for use in subsequent steps of your flow.
Fetch project by search term
Fetches the details of an existing project matching a search term like name or key. Use this to dynamically look up a project without knowing its ID upfront.
Fetch tag
Fetches the details of an existing tag. Use this to retrieve tag information for conditional logic or to apply it to other records.
Fetch task by search term
Fetches the details of an existing task matching a search term like key or name. Use this to dynamically look up a task without knowing its ID upfront.
Fetch task in project
Fetches the details of an existing task by ID in a specific project. Use this to retrieve task data for updates or conditional logic in subsequent steps.
Fetch task list
Fetches the details of an existing task list. Use this to retrieve task list information for reporting or to trigger actions based on its status.
Fetch team
Fetches the details of an existing team by ID or name in the portal. Use this to retrieve team information for assigning members or sending notifications.
Fetch time log
Fetches the details of an existing time log entry by start and end date, project, owner, and billing type. Use this to pull time log data for payroll, invoicing, or reporting.
Fetch user in portal
Fetches the details of a user by ID or email in the portal. Use this to retrieve user information for assignments, notifications, or conditional logic in your flow.
Update customer
Updates the details of an existing customer. Use this to sync customer information when records are updated in your CRM or billing system.
Update issue
Updates the details of an existing issue by ID. Use this to reflect status changes or updates from external tools in Zoho Projects.
Update issue in layout
Updates the details of an existing issue by ID under a specific layout. Use this when your project uses custom layouts to ensure the right fields are updated.
Update issue timelog
Updates the details of an existing issue time log entry. Use this to correct or adjust time log entries based on data from an external system.
Update milestone
Updates the details of an existing milestone by ID. Use this to reflect progress changes or date shifts from your planning tool in Zoho Projects.
Update project
Updates the details of an existing project by ID. Use this to sync project information when records are updated in your CRM or ERP.
Update project in layout
Updates the details of an existing project by ID under a specific layout. Use this when your portal uses custom layouts to ensure the right fields are updated.
Update task in layout
Updates the details of an existing task by ID under a specific layout. Use this when your project uses custom layouts to ensure the right fields are updated.
Update task list
Updates the details of an existing task list by ID. Use this to rename or reorder task lists based on project changes.
Update task or subtask
Updates the details of an existing task or subtask by ID. Use this to reflect changes from external tools in both tasks and their subtasks.
Update task time log
Updates the details of an existing task time log. Use this to correct or adjust time entries based on data from an external time-tracking tool.
Update time log
Updates the details of an existing general time log. Use this to adjust portal-level time entries based on changes in an external system.
Understanding line items in Zoho Projects
What are line items?
In a flow, most fields store a single value, such as a project name, task name, or due date. However, some records contain multiple related entries grouped together. These are called line items.
Line items are a group of repeating entries inside a single record. Instead of holding just one value, a line item field contains multiple rows of related data. And each row usually follows the same structure.
For example, a Create task action in Zoho Projects can include owner fields. Each owner is added as a separate row with its own values like work hours, duration, and so on. All these rows together form the line items of that Create task.
When do you need them?
When transferring data between applications, you'll need to map line items correctly. Otherwise, only partial data may be passed and some details could be missed.
Use line items whenever a record contains a list of entries instead of a single value. This is especially useful when you want to:
Assign multiple owners to a task, each with their own work hours or duration
Transfer task or issue details from one app to another while preserving per-row information
Avoid manually entering each row of data
Working with line items in Zoho Projects
Zoho Projects actions that support structured data, such as task details or time logs include line item fields. Line items let you pass multiple rows of related data, like a list of tasks or entries across apps without writing custom formulas or functions.