Time Based Workflow Rules for Tasks
Workflow rules help project managers organize tasks in a project by setting criteria and actions that meet the project requirements. Zoho Projects now allows users to schedule and streamline rules based on date & time. Scheduling workflow helps automate routine tasks across projects and tasks, eliminate manual intervention, reduce errors, and accelerate decision-making. Moreover, it ensures that critical processes are followed consistently, helping you maintain standards and meet compliance requirements effectively.
Create a Time Based Rule from the Task Module
- Navigate to a project and click on the Task module.
- Click on Automation from the upper-right corner.
- Click on New Workflow Rule.
- Select Based on Date & Time option.
- Select and set the required time frame.
Set the Date and Time for Workflow Rule, such as, on/before/after, Start date/ Created date/ Due date, Created time/ Specific time, Once/ Every/ Daily, Days/ Week, and set repeat up to a specific number of times (this is specific to the task and does not limit the number of time the workflow is executed). - Add Criteria and then click on + Add Action.
- Select and configure the required actions.
- Click Save Rule.
Create a Time Based Rule from Settings
- Navigate to setup.
- Click Automation > Workflow Rules and then click New Workflow Rule.
- Select Based on Date & Time option.
- Select a layout from the drop-down.
Time based rules cannot be applied by selecting the All Layouts option. User must select an individual layout to apply the time based trigger. - Add the Criteria and Action.
- Click Save Rule.
- Date & Time
based workflow cannot be created by selecting All Layouts. Only
individual layouts can be selected to schedule workflow. There is also a
default layout that contains date fields for scheduling workflow rules.
- If an archived project is moved to active status, the workflow rule will apply again and the count mentioned in End After will resume from where it ended.
Upcoming Workflow Rule
Users can view any upcoming workflow rule for a particular task from its details page. Click on the workflow rule icon (
) from the right panel on the task details page. Click View Rule to know more about the associated workflow rule.
The workflow rules will only trigger if the task meets the criteria set in the rule.
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