Workflow rules let you manage projects more efficiently by creating criteria and actions that satisfy business needs. For the Workflow Rule to function, a trigger that runs the rule and an action are required. Workflow Rules can be added, edited, and disabled.
![](https://img.zohostatic.com/zde/static/images/lights.png)
For e.g., if you want projects assigned to a particular user given the
highest priority and automatically set as a Strict Project, you can set conditions as shown.
![](https://help.zoho.com/galleryDocuments/edbsn7925a8c9ad63e557231f7e3c2b475996eb75cac8c0b683950807cd7663875684b0b000dbe6246a3ba085f9adbd21b5e7?inline=true)
In this instance, when a project is created, the rule automatically checks the first condition: If the project owner is Monica Hemsworth, it will update the priority to High, enable Strict Project, set the start date to Today's date, and associate the project to the group Enterprise Users. If this condition is not met, the next condition is checked and so on till a matching condition is found. The rule will exit after the first matching condition is found without checking the subsequent conditions.
Workflow rules are associated with project layouts. When creating a
rule, users will have the option to select layouts or associate it with
All Layouts. If specific layouts are selected, the workflow rule will
apply to projects associated with those layouts.
![](https://img.zohostatic.com/zde/static/images/file.png)
Feature Availability: Latest user based Enterprise plan
![](https://img.zohostatic.com/zde/static/images/info.png)
A maximum of 20 workflow rules can be created or associated per project layout.
Benefits of Workflow Rules for Projects
- Automate project functions
- Automatically update project fields
- Send email notifications for updates
- Workflow rules will trigger automatically if they are enabled and if the condition matches
- Send out email alerts
- Associate webhooks and custom functions
Reorder Workflow Rules
Workflow rules can be reordered. The order can affect the sequence in which they are triggered.
- Navigate to
> Project Automation > Workflow Rules.
- Hover over the workflow rule you would like to reorder and click
.
- Drag and swap the workflow rules. You can reorder them as many times as you want until you get the desired order.