A recurring item is an automated solution that is incorporated in Zoho Sprints as an extension. It equips you with a scheduler that helps you with work items that need to be created repetitively.

Let's assume your project team has weekly review meetings for various activities that are in progress. Manually creating the same work item multiple times can get tedious. The recurring item feature enables you to create a schedule for a work item to be automatically created at specific intervals up to a stipulated time. With this, you will have an automated schedule for your review meetings.

Accessibility: The feature will be accessible to users with the following permissions:

• Read item

• Add item in project backlog
  

Note: Recurring item scheduling is not supported for archived projects.

Schedule and manage recurring item

• Install and authorize extension

• Create recurring item

• View frequency details

• View and track recurring items

• Edit recurring item

• Delete recurring item

Install and authorize extension

To install recurring item extension:

1. Click the gear icon at the top-right. The settings window will appear.

2. Click All under Marketplace section. The listing page will appear.

3. Search and find Recurring item extension.

4. Click the Configure button in the Recurring option. The configuration page will appear.

5. Click the Install button. The extension will be installed.

6. Go to Authorization tab .

7. Click the Authorize button. You will get a request to allow DRE to access data in your Zoho account.

8. Click the Accept button. The authorization process will be complete and your extension will be available in the detail view of your work items.

9. Schedule recurring item

Note :

• The extension needs to be installed and authorized.

• Schedule recurrence based on days, weeks, or months. The parameters for frequency of recurrence will vary based on your selection.

To create recurring item based on days:

1. Navigate to the Project Backlog.

2. Go to detail view of the work item that needs to be a recurring item.

3. Click the Recurring item icon available in the right-side bar. The Scheduling window will appear.

4. Under Once in every , select Days and enter the number of days at which a recurrence needs to be triggered. For instance, if you enter 2 and select days, a work item will be created once in every 2 days.

6. Enter the Number of recurrences. For instance, if you enter 5, a work item will be created 5 times once in every 2 days.
   Note: If you select the checkbox Forever, the recurring item will be created indefinitely once in every 2 days.

7. Select the Time at which the item needs to be created. For instance, if you select time as 9.00 AM, a work item will be created 5 times once in every 2 days at 9.00 AM.

8. Select the users in Assignee. They will have this work item assigned to them.

9. Select Save. The scheduled item gets listed in the Recurring item window.

To create recurring item based on weeks:

1. Navigate to the Project Backlog.

2. Go to detail view of the work item that needs to be a recurring item.

3. Click on the Recurring item icon available in the right-side bar. The Scheduling window will appear.

4. Under Once in every, select Weeks and enter the number of weeks at which a recurrence needs to be triggered. For instance, if you enter 2 and select weeks, a work item will be created once in every 2 weeks.

6. Enter the Number of recurrences. For instance, if you enter 5, a work item will be created 5 times once in every 2 weeks
   Note: If you select the checkbox Forever, the recurring item will be created indefinitely once in every 2 weeks.

7. Select the Day on which the items needs to be created. For instance, if you select Monday, a work item will be created 5 times once in every 2 weeks on Mondays.

8. Select the Time at which the item needs to be created. For instance, if you select time as 9.00 AM, a work item will be created 5 times once in every 2 weeks at 9.00 AM on Mondays.

9. Select the users in Assignee. They will have this work item assigned to them.

10. Select Save. The scheduled item gets listed in the Recurring item window.

To create recurring item based on months:

1. Navigate to the Project Backlog.

2. Go to detail view of the work item that needs to be a recurring item.

3. Click on the Recurring item icon available in the right-side bar. The Scheduling window will appear.

4. Under Once in every, select Months and enter the number of months at which a recurrence needs to be triggered. For instance, if you enter 2 and select months, a work item will be created once in every 2 months.

6. Enter the Number of recurrences. For instance, if you enter 5, a work item will be created 5 times once in every 2 months.
   Note: If you select the checkbox Forever, the recurring item will be created indefinitely once in every 2 months.

7. Select whether the work items creation needs to be repeated by Day of the week or by Date . For instance, if you select Date as 15, a work item will be created 5 times once in every 2 months on the 15th of that month.

8. Select the Time at which the item needs to be created. For instance, if you select time as 9.00 AM, a work item will be created 5 times once in every 2 months on the 15th at 9.00 AM on Mondays.

9. Select the users in Assignee. They will have this work item assigned to them.

10. Select Save. The scheduled item gets listed in the Recurring item window.

View frequency details

The created schedules will be listed in the Recurring item window. You will be able to view the details of the schedule.

• Frequency: Whether the recurrence is based on Days, Weeks, or Months

• Scheduled on: The date on which the schedule for the recurring item was created.

• Scheduled by: The name of the user who created the schedule.

• Upcoming Occurrence: The date on which the upcoming work item will be created.

• Final Occurrence: The date on which the last work item will be created.

• Remaining Occurrences: The remaining number of recurrences for that work item.

• Status: Whether the schedule is currently active, suspended, or completed.

View and track recurring items

The scheduling system enables you to stipulate the specifications for recurring items to be created. You will create the schedule for a recurring item based on an existing main or sub work item. When the item recurs it gets added to the project backlog and gets linked to the respective work item. You can navigate to the Link Work Items section in the detail view of a work item and view the associated recurring items. Every recurrence of the item will be listed.

Similarly, you can navigate to the Link Work Items section in the detail view of a recurring item and find out which work item's recurrence it is.

Edit recurring item schedule

To edit schedule:

1. Navigate to the Project Backlog.

2. Go to detail view of the work item that needs to be a recurring item.

3. Click on the Recurring item icon available in the right-side bar. The Scheduling window will appear.

4. Hover on the Frequency details of the required schedule.

5. Click the Edit icon.

7. Make necessary changes.

8. Click the Update button. The changes are saved and reflect in the Frequency details.

Delete recurring item schedule

To delete schedule:

1. Navigate to the Project Backlog.

2. Go to detail view of the work item that needs to be a recurring item.

3. Click the Recurring item icon available in the right-side bar. The Scheduling window will appear.

4. Hover on the Frequency details of the required schedule.

5. Click the Delete icon. A confirmation pop-up will appear.
   

6. Click Yes to confirm. The schedule will be removed. The recurring item will no longer be created. However, the items that were already created using this schedule will continue to be available in the Linked Work Items section of the respective work item.