Time-Based Workflow Rules
Workflow rules help project managers organize phases by setting criteria and actions that meet project requirements. Zoho Projects allows users to schedule and streamline rules for phases based on date and time. Scheduling workflow rule helps automate routine functions, eliminate manual intervention, reduce errors, and accelerate decision-making. It also ensures that critical processes are followed consistently, helping you maintain standards and meet compliance requirements.
Create a Time-Based Workflow Rule
- Click the Phases module from the left navigation panel.
- Click Automation in the upper-right corner, then click New Workflow Rule.
- Enter a rule title and select Based on Date & Time.
- Select On, Before, or After relative to a phase date field : Phase Start Date or Phase End Date.
- Set the execution time : at a Specific Time (e.g., 04:00 PM).
- Choose the frequency: Once, Daily, Weekly, Monthly, or Every (recurring at a set interval in Days).
- Set up the repetition to limit how many times the rule repeats per phase (this does not limit the total number of times the workflow executes globally).
- Select a Layout. Time-based triggers cannot be applied to All Layouts, an individual layout must be selected.
- Add Criteria, then click + Add Action.
- Select the required action and click Save Rule.
Create a Time-Based Workflow Rule from Settings
- Navigate to Setup (
).
- Click Automation, then click Workflow Rules.
- Click the Phases tab, then click New Workflow Rule.
- Select Based on Date & Time.
- Select a Layout. Time-based rules cannot be created by selecting All Layouts, an individual layout must be selected.
- Add criteria, then click + Add Action.
- Add the desired action and click Save Rule.
Date & Time based workflow rules cannot be created by selecting All Layouts. Only individual layouts can be selected.
If an archived phase is moved back to active status, the workflow rule will apply again and the count of repetition will resume from where it ended.