Workflow Rules for Tasks | Online Help | Zoho Projects

Workflow Rules for Tasks

Workflow rules help you to organize the tasks more efficiently by setting criteria and actions that meet your project requirements. For the Workflow Rule to work, you need a trigger that executes the rule and an action that is carried out automatically. You can add, edit and deactivate a Workflow Rule.
For e.g., if you want projects assigned to a particular user given the highest priority for the tasks, you can set conditions as shown.

In this instance, the rule will check for the project owner. If the project owner is Monica Hemsworth, Associated Team will be marked as User experience, Status will be marked as open, and task Priority will set to high. If the condition doesn't match, the rule will check the next condition and go 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 task 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 tasks belonging to projects associated with those layouts.
  1. A maximum of 20 workflow rules can be created per task layout.
  2. For tasks in projects created using an existing project template, the workflow rules will not trigger for the Create condition selected in the Execute On field.

Benefits of Workflow Rules for Tasks

  1. Automate task functions
  2. Automatically update task fields
  3. Send email notifications for task updates
  4. Workflow rules will trigger automatically if they are enabled and if the condition matches

Add a Workflow Rule

You can add as many Workflow Rules as desired for Tasks.
  1. Navigate to   > Task Automation > Workflow Rules.
  2. Click New Workflow Rule.
  3. Enter a Rule Name and a Description.
  4. Select the trigger for the rule to Execute On.
  5. Click Next.
  6. Click Add Criteria, choose a criteria and select value from the given options.
  7. Click Add Action, choose an action from the given options.
  8. Check the Execute the next workflow rule box if you want to execute the next workflow rule in the Workflow Rule list view.
  9. Click Save Rule.

Multiple criteria and actions can be added.

Edit Workflow Rule

  1. Navigate to   > Task Automation > Workflow Rules.
  2. Click  and select Edit to modify the workflow rule.
  3. Click Save.

Delete Workflow Rule

  1. Navigate to   > Task Automation> Workflow Rules.
  2. Click  and select Delete.
  3. Confirm your action.

Executing Workflow Rules

Workflow rules are executed automatically if they are enabled.
  1. Navigate to   > Task Automation > Workflow Rules.
  2. Enable the rules that need to be applied.

  3. Select the Execute Next Rule option if you want the rules to be executed one after the other.
  4. The Workflow rules will run automatically and check for matching conditions within the rule.
    Note: The rule will execute when the first matching condition is found and update the fields or execute custom function or trigger a webhook as per the action selected. The subsequent conditions will not be checked.
  5. The rules will stop executing at the end of the list or at the rule where Execute Next Rule option is not selected.

Reorder Workflow Rules

Workflow rules can be reordered. The order can affect the sequence in which they are triggered.
  1. Navigate to   > Task Automation > Workflow Rules.
  2. Hover over the workflow rule you would like to reorder and click .
  3. Drag and swap the workflow rules. You can reorder them as many times as you want until you get the desired order.

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