Power of Automation :: Automatically update task owner based on the team associated.

Power of Automation :: Automatically update task owner based on the team associated.

Hello Everyone,

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.

Requirement:-

One of our customers has created a multi-user picklist field with the team names in the project layout. Whenever this field is updated with a user name from the respective team, the same user should be assigned as owner for all the tasks in which the Team is associated.

The above requirement was achieved using custom functions along with project workflow rules.

Here is the custom function code for one sample team name. The same code can be customized to add multiple teams. We just have to associate each custom function with the corresponding project workflow rules. Screenshot of the list of parameters to be mapped along with the sample Project workflow rules is attached for reference. 

Custom function code:-

endPoint = "https://projects.zoho.com/restapi/portal/";
endPointV3 = "https://projects.zoho.com/api/v3/portal/";
userId = "";
taskIds = List();
fieldName = "YYYYYY";
updateTaskParameter = Map();
if(picklist != null)
{
valueList = picklist.toList(",");
userParameter = Map();
userParameter.put("view_type",1);
userParameter.put("per_page",200);
userParameter.put("page",1);
usersResponse = invokeurl
[
url :endPointV3 + portalId + "/projects/" + projectId + "/users"
type :GET
parameters:userParameter
connection:"XXXXXX"
];
users = usersResponse.get("users");
for each  user in users
{
for each value in valueList {
if(user.get("full_name").containsIgnoreCase(value))
{
userId = userId + user.get("id") + ",";
break;
}
}
}
userId = userId.removeLastOccurence(",");
taskParameter = Map();
taskParameter.put("index",1);
taskParameter.put("range",100);
taskResponse = zoho.projects.getRecords(portalId,projectId,"tasks",taskParameter,0,"XXXXXX");
if(taskResponse.containKey("tasks"))
{
tasks = taskResponse.get("tasks");
for each task in tasks {
teamNames = task.get("GROUP_NAME").get("ASSOCIATED_TEAMS").values();
for each teamName in teamNames {
if(teamName.containsIgnoreCase(fieldName)){
taskIds.add(task.get("id"));
}
}
}
updateTaskParameter = Map();
for each  taskId in taskIds
{
updateTaskParameter.put("person_responsible_zpuid",userId);
updateTaskResponse = zoho.projects.update(portalId,projectId,"Tasks",taskId,updateTaskParameter,"XXXXXX");
}
}
}
return "success";
 

Make sure to replace XXXXXXX with the Zoho Projects connections link name with the scopes ZohoProjects.projects.ALL, ZohoProjects.portals.ALL, ZohoProjects.users.ALL, Zohoprojects.tasks.ALL  and  YYYYYY with your Team name. 

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


    • Sticky Posts

    • 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

    • Automation Series: Auto-update Phase Status

      Hello Folks! You can auto-update your phase's status based on status of underlying tasks using custom functions. In this series, we will showcase how to create and run custom functions, using Deluge, with ease. Follow the steps below and automate your