Task Automation within Task Module | Online Help | Zoho Projects

Task Automation within Task Module

Automate repetitive tasks and streamline workflows within the Tasks module without the need to navigate away from the screen.With workflow rules, you can define conditions and actions to automatically trigger specific actions based on predefined criteria. This helps you save time, reduce manual effort, and ensure consistency in task management.

Add a Workflow Rule  

  1. Select a project either from the Recent Projects section or the Projects tab in the left navigation panel.
  2. Navigate to the Tasks tab in the top band.
  3. Click Automation in the top-right corner, then click New Workflow Rule.
  4. Enter a Rule Name and a Description.
  5. Select layouts if adding from Tasks under Overview.
    1. All Layouts: The rule will check for conditions in all the tasks
    2. Specific layouts: The rule will check for conditions only in the tasks associated with the selected layout.
  6. Select the triggers for the rule to execute the workflow rule on. Multiple triggers can be selected.
    1. Created: The rule will trigger when the task is created.
    2. Updated: The rule will trigger when the task is updated. The rule can be set to trigger for specific field updates. To select a specific field, click (any fields) and check the fields.
    3. Commented: The rule will trigger when a comment is added to the task.
    4. Deleted: The rule will trigger when a task is deleted.
    5. Document is attached: The rule will trigger when the document is attached to the task.
  7. Click Add Criteria under Condition 1, choose a criteria, and select a value from the given options.
  8. Multiple criteria can be added under the same condition by hovering over the criteria and clicking icon. Multiple criteria and actions can be added.
  9. Click Done to set criteria.
  10. Click Add Action, choose an action from the given options.
    1. Update Field: Update specific fields with a predetermined value
    2. Associate Webhook: The Webhook will be triggered when the criteria is met.
    3. Associate Custom Function: The Custom Function will be triggered when the criteria is met.
    4. Associate Email Alert: Trigger an email notification when the criteria are met.
  11. Click the icon below the condition to add the next condition.
  12. Check the Execute the next workflow rule box if you want to execute the next workflow rule in the Workflow Rule list view.
  13. Click Save Rule.

Edit Workflow Rule

  1. Navigate to the Tasks tab in the top band within the project.
  2. Click Automation in the top-right corner.
  3. Hover over an existing workflow rule, click , and select Edit.
  4. Make the necessary changes, then click Save Rule and Apply changes.

Delete Workflow Rule    

  1. Navigate to the Tasks tab in the top band within the project.
  2. Click Automation in the top-right corner.
  3. Hover over an existing workflow rule, click , and select Delete.
  4. Confirm your action.

 Reorder Workflow Rules 

  1. Click > then drag and drop the workflow rule as needed.
  2. Click Save Order.

 Activate / Deactivate Workflow Rule

Toggle the Status of respective workflow rule on or off to activate or deactivate it, respectively.

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