Power of Automation :: Automatically schedule a Zoho Meeting when a Task is created in Zoho Projects.

Power of Automation :: Automatically schedule a Zoho Meeting when a Task is created in Zoho Projects.

Hello Everyone,

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

Requirement:-

 One of our customers required a meeting to be automatically scheduled in Zoho Meeting when a Task is added in Zoho Projects. Start time of the meeting is set based on the Task Start Date, with a default duration of one hour. This was successfully achieved using Task Custom Functions and Workflow Rules in Zoho Projects.

Custom function code:-
 
if(startDate != null && owner.get(0).get("id") != 0)
{
timezone = "Asia/Kolkata";
// Enter the timezone from your portal configuration page
updateProjectParamMap = Map();
updateProjectParamMap.put("topic",taskName);
info owner;
updateProjectParamMap.put("presenter",owner.get(0).get("id"));
updateProjectParamMap.put("startTime",toString(startDate,"MMM dd, yyyy hh:mm a",'Z'));
updateProjectParamMap.put("duration",3600000);
updateProjectParamMap.put("timezone",timezone);
// 1 hour - Enter time in milliseconds
participants = List();
participants.add({"email":"abc@gmail.com"});
participants.add({"email":"xyz@gmail.com"});
updateProjectParamMap.put("participants",participants);
paramMap = Map();
paramMap.put("session",updateProjectParamMap);
meeting = invokeurl
[
type :POST
parameters:paramMap.toString()
connection:"XXXXX"
];
}
return meeting;

NotesMake sure to replace XXXXX with the Zoho Oauth connection link name with scope ZohoMeeting.meeting.ALL and Zoho Meeting organization id in line no. 22.  Participant email addresses can also be updated in line no. 15 and 16.

Check this link to learn how to create the connection. Please find the screenshot of the parameters to be mapped and sample workflow rules.

By utilizing the above custom function code, our customer automated Meeting creation in Zoho Meeting, eliminating the need for manual intervention and significantly enhancing business productivity.

We hope you found this post useful. If you have any questions, feel free to share them in the comments below.




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