Workflow Rules for Time Logs | Online Help | Zoho Projects

Workflow Rules for Time Logs

Workflow rules help you manage time logs efficiently by defining criteria and actions that run automatically when specific conditions are met. These rules allow you to trigger updates, send notifications, or execute custom functions when time logs are added or updated.
A workflow rule requires:
  1. A trigger that determines when the rule should run.
  2. Criteria that determine whether the rule should apply.
  3. Actions that are executed automatically when the criteria are met.
Idea
Use case:  
For example, you may want to notify the project manager whenever a time log exceeds a certain number of hours.
You can create a workflow rule that triggers when a time log is added. Set criteria such as Log hours greater than 8. When this condition is met, an email alert can be sent to the project manager.

Add a Workflow Rule

  1. Navigate to > Automation > Workflow Rules.
  2. Select the Time Logs tab and click New Workflow Rule.
  3. Enter a Rule Name and Description.
  4. Choose how the rule will be executed:
    1. Based on User Action (for example, when a time log is added or edited)
    2. Based on Date & Time
      3. NotesDate and time based workflow rules cannot be applied to All Layouts. Select a specific layout to configure and execute the rule.
  5. Click Add Criteria, choose a field, and select the required value.
  6. Click Add Action and choose one of the following:
    1. Update Field
    2. Associate Webhook
    3. Associate Custom Function
    4. Associate Email Alert
    5. Associate Zoho Flow Action
  7. Select Execute the next workflow rule if you want the next rule in the list to run after this rule.
  8. Click Save Rule.

Edit a Workflow Rule

  1. Navigate to  > Automation > Workflow Rules.
  2. Select the Time Logs tab.
  3. Hover over the rule and click Edit.
  4. Modify the required conditions or actions.
  5. Click Save.

Executing Workflow Rules

Workflow rules are executed automatically when they are enabled.
  1. Navigate to  > Automation > Workflow Rules.
  2. Select the Time Logs tab.
  3. Enable the rules that need to be applied.
  4. Select Execute Next Rule if you want multiple rules to run sequentially.
Notes
  1. If Execute the next workflow rule is enabled, the system continues evaluating the next rule in the list. If it is disabled, execution stops after the current rule.
  2. The rule runs when the first matching condition is found. After executing the action, the remaining conditions in that rule are not checked.

Reorder Workflow Rules

The order of workflow rules determines the sequence in which they are evaluated.
  1. Navigate to  > Automation > Workflow Rules.
  2. Select the Time Logs tab.
  3. Hover over a rule and click the reorder icon ().
  4. Drag and rearrange the rules to the required position.
You can reorder the rules multiple times until the required order is achieved.


Delete a Workflow Rule

  1. Navigate to  > Automation > Workflow Rules.
  2. Select the Time Logs tab.
  3. Hover over the rule and click Delete.
  4. Confirm your action.