Power of Automation:: Automate the process of updating project status based on a specific task status.

Power of Automation:: Automate the process of updating project status based on a specific task status.

Hello Everyone,

Today, I am pleased to showcase the capabilities of a custom function that is available in our Gallery. To explore the custom functions within the Gallery, please follow the steps below.

Click Setup in the top right corner > Developer space > Custom functions > Click on the module options and choose Tasks > Gallery custom function.

If you have previously created custom functions in your portal, please click on the dropdown arrow located next to the "Create Custom Function" option.

In general, a custom function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it.

Use case:-

For instance, if you have a distinct Final Task within a project, and when the status of that particular task is changed to "closed," you want the project's status to be automatically updated to "closed" as well, this custom function is designed precisely to fulfill that requirement. Not just closed, you have the flexibility to update the project to any desired status such as "on hold" , "in progress" etc., 

This custom function which is available in the gallery is named as "Update Project Status". 

Custom function code:-

// TODO : Replace the Project Status's name.
updateStatusName = "zp.projstatus.completed";
projectDetails = invokeurl
[
url :projectsAPIEndPoint + "/portal/" + portalId + "/projects/" + projectId + "/"
type :GET
connection:"xxxxxxxxxx"
];
info projectDetails;
info "-------------------------------------";
statusMap = Map();
if(projectDetails != null && projectDetails.get("projects") != null)
{
projectDetail = projectDetails.get("projects").get(0);
layoutDetails = projectDetail.get("layout_details");
projectLayoutId = layoutDetails.get("project").get("id");
info "projectLayoutId: " + projectLayoutId;
projectLayoutDetail = invokeurl
[
url :projectsAPIEndPoint + "/portal/" + portalId + "/module/projects/layouts/" + projectLayoutId + "/"
type :GET
connection:"xxxxxxxxxx"
];
if(projectLayoutDetail != null && projectLayoutDetail.get("customstatus") != null)
{
projectStatus = projectLayoutDetail.get("customstatus");
for each  status in projectStatus
{
statusMap.put(status.get("status_name"),status.get("status_id"));
}
}
info "statusMap : " + statusMap;
info "------------------------";
if(statusMap.containKey(updateStatusName))
{
updateProjectParamMap = Map();
updateProjectParamMap.put("custom_status",statusMap.get(updateStatusName));
projectDetail = invokeurl
[
url :projectsAPIEndPoint + "/portal/" + portalId + "/projects/" + projectId + "/"
type :POST
parameters:updateProjectParamMap
connection:"xxxxxxxxxx"
];
info projectDetail;
info "-------------------------------------";
}
}
return "success";


Once you click on create from Gallery, all the parameters will be mapped automatically. Replace "xxxxxxxxxx" in the above code with the connection name and "updateStatusName" with the required status. 

We hope you found this post useful. If you have any questions or wondering whether your requirement could be fulfilled using custom functions, feel free to share them in the comments section below.
    • Sticky Posts

    • CodeX Scripts for Enforcing Custom Project Logic

      Every organization has a defined way of executing projects. There are clear expectations around how tasks should move, when projects should progress, and which actions require validation. When these rules are consistently followed, projects remain structured
    • Automation Series: Auto-create Dependent Task on Status Change

      In Zoho Projects, you can automatically create and assign a dependent task when a task’s status is updated. This helps teams stay aligned, ensures reviews happen on time, and reduces manual effort. In this post, we’ll walk through an easy setup using
    • Time Log Reminder

      Tracking the time spent on tasks and issues is one of the most important functions of a timesheet. However, users may forget to update the time logs because they have their own goals to achieve. But, time logs must be updated at regular intervals to keep
    • Introducing the Zoho Projects Learning Space

      Every product has its learning curve, and sometimes having a guided path makes the learning experience smoother. With that goal, we introduce a dedicated learning space for Zoho Projects, a platform where you can explore lessons, learn at your own pace,
    • Update on V2 API End-of-Life Timeline

      Dear Users, Earlier this year, we shared the launch of the V3 APIs and requested users to migrate from the older V2 APIs by December 2025. We have received valuable feedback from our users and partners regarding their migration timelines. We are happy
      • Recent Topics

      • What’s New in Zoho Analytics - March 2026

        Hello Users! In this month's update, we bring improvements across integrations, security, reporting, and analytics capabilities to help you work with your data more efficiently and with greater control. Explore what’s new and see how these enhancements
      • Zoho People > Performance Management > Appraisal cycle

        Hello All I am using this 2 users to test out how it work on Performance Management User 1 - Reportee User 2 - Reporting Manager : Li Ting Haley User 1 : Self Appraisal Error How do i fix this error?
      • SalesIQ Tip for Admins: Guide Operators in Real-time Without Interrupting the Chat

        Consider this. You're a supervisor and you're looking through the active conversations. An associate is mid-chat with a high-value prospect. The prospect asks something unexpected, maybe about a tailor-made subscription plan or a bulk discount that’s
      • Early Access: Check Printing in Zoho Books

        Hello Everyone,   Are you constantly writing checks to pay your vendors?   We've got a great news to share with you! You can now pay your vendors by writing and printing a check directly from Zoho Books. The feature is ready and we'll be rolling it out to our customers in phases.  It is available in the  US Edition of Zoho Books and also in the Global edition, where the country is selected as USA and the currency is USD.   Here’s a summary of what’s possible:   1. Write and print a check. 2. Make
      • Connecting Zoho Inventory to ShipStation

        we are looking for someone to help connect via API shipStation with Zoho inventory. Any ideas? Thanks. Uri
      • Syncing zoho books into zoho crm

        I was wondering how I can use zoho books in crm as I have been using them separately and would like to sync the two. Is this possible and if so, how? Thanks
      • Zoho no support response.

        Problem is Zoho support seems to be just a concept. Just completing my trial, am ready to purchae 3 user subscriptions pending answer to a question, submitted two suport request during my trial that weren't responded to. Gave up trying the 888 line. Hard to imagine my production data in hosting environment with no support response.
      • Updating transaction number series for fiscal year 2026-2027 in Zoho POS

        A fiscal year or financial year is a 12-month period that businesses follow to manage and track their financial activities such as expenses, revenue, and taxes. This doesn't need to match the calendar year (JAN-DEC) and varies based on region, and tax
      • Lack of Looping and Carry-Forward Functionality in Zoho Survey

        Zoho Survey currently does not support looping or carry-forward functionality, meaning it is not possible to dynamically generate follow-up questions based on each option selected in a previous question or to pipe selected responses (such as {Looping
      • Forecast in Zoho CRM Just Got Smarter with an upgraded Zia Intelligence

        Hello Everyone, We are here with an interesting enhancement to Forecasts in Zoho CRM — Enhanced Zia Insights for your sales Forecast. Imagine a regional sales manager reviewing their team’s performance using forecasts in Zoho CRM. Instead of switching
      • Update TDS and TCS rates for Income Tax Act, 2025 (effective April 1, 2026)

        Hello everyone, The Income-tax Rules, 2026 (G.S.R. 198(E), dated March 20, 2026) have been notified, marking a significant structural shift in India’s direct tax framework. From April 1, 2026, the Income Tax Act, 2025 replaces the Income Tax Act, 1961.
      • Service line items

        Hello Latha, Could you please let me know the maximum number of service line items that can be added to a single work order? Thanks, Chethiya.
      • Automation Series: Auto-assign Resources as Task Owners

        In Zoho Projects, task ownership can be set automatically during task creation, allowing resources to be assigned based on the task name. Resources are work equipment or tools added to the portal to monitor their usage across projects. They can be assigned
      • Subform edits don't appear in parent record timeline?

        Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user
      • AI secretary

        In our company, Claude is the secretary and creates inquiries and schedules from Gmail. You no longer have to enter them yourself. The secret is that we created an MCP server that connects to CRM. https://x.com/Mac_nishio/status/1917954562566328694
      • 5 small changes to Recruit that make a big difference

        Sometimes, the biggest improvements aren’t new features, they’re small changes that make everyday actions feel smoother. Over the past few weeks, we’ve made a few such updates across Zoho Recruit. They’re subtle, but together, they remove friction from
      • Project Management Bulletin: March, 2026

        We are passionate about equipping our users with efficient solutions that help them run their businesses successfully. Our collective efforts over the past 2 years have culminated in the launch of Sprints 3.0— built with reliable features, impactful integrations,
      • New security enhancements for portal users: MFA and password management

        Hello everyone, We are excited to announce three major security enhancements that are now available to portal users in Zoho CRM: Organization-wide multi-authentication for portal users - Admins can enforce multi-factor authentication across the entire
      • [Free Webinar] Learning Table Series 2026 – Customer agreement & contract management using Zoho Creator

        Hello everyone, We’re excited to announce the next session in Learning Table Series 2026, where we will continue with our purpose-driven approach—focusing on how Zoho Creator’s features help solve real-world business challenges. Each session in this series
      • Zoho Payroll's USA and KSA editions are available in Zoho One!

        Greetings! We’re excited to share that Zoho Payroll, currently available only in India and the UAE, is now introducing the KSA (Kingdom of Saudi Arabia) edition and the USA (United States of America) edition, and these editions are now available in Zoho
      • Looking for Guidance on Building a Zoho Website

        I'm exploring the possibility of building a custom website with specific features using Zoho as an alternative platform. My goal is to create something similar to https://gtasandresapk.com , with the same kind of functionality and user experience. I'd
      • Multilingual website feature

        Would be a great feature to have. I saw that this feature was available for backstage. I think it could be done for zoho sites too.
      • [Webinar] Modernize your sales engine with agentic analytics

        Traditional sales decision-making methods aren't cut out for modern businesses. Leveraging AI in sales helps businesses actively respond to the changing dynamics of the market. Agentic AI is letting sales teams across industries make better decisions
      • Built-in Date Functions in Zoho Analytics Query Tables

        I have a doubt about whether Zoho Analytics Query Tables provide built-in functions for start date, end date, and the current month
      • Zoho Commerce in multiple languages

        When will you be able to offer Zoho Commerce in more languages? We sell in multiple markets and want to be able to offer a local version of our webshop. What does the roadmap look like?
      • Nimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging

        Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integration
      • Connectivity issues with Google Calendar and third-party integrations

        Description: We are currently experiencing a critical failure with Zoho CRM third-party connections. This issue is heavily affecting our primary workflow. Symptoms: Sync Failure: Existing Zoho CRM to Google Calendar connections have been failing for approximately
      • Dynamic image in form works in the app but not on the customer portal.

        img = frm_Fichas[ID == input.Nombre].Foto; imgno = Nophoto[ID2 = 1].Image; if(len(img) > 1) { img = img.replaceAll("/sharedBy/appLinkName/",zoho.appuri); img = img.replaceAll("viewLinkName","Fichas_de_personal_public"); img = img.replaceAll("fieldName","Foto");
      • Incorrect Functioning of Time Logs API (Version 3)

        We need to fetch the list of time logs for each task for our company internal usage. We are trying to achieve it by using the next endpoint: https://projects.zoho.com/api-docs#bulk-time-logs#get-all-project-time-logs Firstly, in the documentation the
      • How can I export all Deluge code across the application?

        I’m working on a application with multiple forms, reports, and HTML views, where Deluge scripts are used across workflows, field actions, and custom functions. Is there a way to export all Deluge scripts into a single file for easier search?
      • First Name in Mail

        While sending a mail/message to the user, I want only the first name to be displayed—for example: “Hi John” instead of the full name using "Hi ${Name_Field}"
      • Can you import projects into Zoho Projects yet?

        I see some very old posts asking about importing project records into Zoho Projects. But I can't find anything up to date about the topic. Has this functionality been added? Importing tasks is helpful. But we do have a project where importing projects
      • Updating Sales orders on hold

        Surely updating irrelevant fields such as shipping date should be allowed when sales orders are awaiting back orders? Maybe the PO is going to be late arriving so we have to change the shipment date of the Sales order ! Not even allowed through the api - {"code":36014,"message":"Sales orders that have been shipped or on hold cannot be updated."}
      • Zoho Social API for generating draft posts from a third-party app ?

        Hello everyone, I hope you are all well. I have a question regarding Zoho Social. I am developing an application that generates social media posts, and I would like to be able to incorporate a feature that allows saving these posts as drafts in Zoho Social.
      • Deleting unwanted ticket replies

        Hello, In a Zoho Desk Ticket thread, sometimes one of the recipients has auto-reply activated. This creates a new message in the Ticket thread that not only pollutes the thread, but most importantly cannot be replied properly because usually auto-reply e-mails don't do "reply all", so the other recipients are not included. I want to delete such a message in the Ticket thread. I searched the help of Zoho Desk, but only found a way to mark as Spam (https://help.zoho.com/portal/kb/articles/marking-support-tickets-as-spam)
      • Issue updating Multi-Select Picklist via API (saves as string instead of checking boxes)

        Hi everyone, I'm hoping someone can point out what I'm doing wrong here. I'm stuck trying to update a custom multi-select field via the Desk API and it's driving me a bit crazy. I have a multi-select picklist called "Buy years" with options like 2023,
      • Page variable not receiving URL parameter in Creator 6 HTML snippet Deluge — Canada DC

        I have a Creator 6 app on Canada DC. I'm trying to pass a URL parameter to an HTML snippet page via Deluge but the variable always returns empty. Setup: Page: MYC_Meeting_Tool Page variable declared: submission_id, type Text Page Script tab contains:
      • Zoho Campaigns API endpoint for contact details

        there is some REST API support for Zoho Campaigns, however, I am not able to find an endpoint for "get contact details".  in particular, I'd like to access contact's subscription status and also their topic. ideally there is all profile available including
      • Migrating Documentation from Notion to Zoho Help Centre

        Hi there, We have a large chunk of documentation that currently sits on Notion. However, we are eager to move this into our Zoho Help Centre/Knowledge Base. What is the most efficient way of achieving this?
      • Can't add attachment on email template

        The attachment does show up. This is my template. Hi ${Cases.Assigned Programmers}, Please be reminded about the following task that has been assigned to you. Subject : ${Cases.Subject} Description : ${Cases.Description} Ticket # : ${Cases.Request Id}
      • Next Page