Power of Automation :: Auto-update Project status based on Tasklist completion

Power of Automation :: Auto-update Project status based on Tasklist completion

 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 have structured their project with Tasklist names representing different project stages — such as Initiation, Execution, and Closure. 
 
These same names have been configured as custom statuses within the Project layout.
 
When all tasks under a specific Tasklist (e.g., Initiation) are marked as closed, the Project Status should automatically update to reflect that stage (i.e., Initiation).
 
This process should repeat as each Tasklist is completed, ensuring that the Project Status always reflects the latest completed stage.  The functionality was achieved by leveraging Task Custom Functions along with Workflow Rules. 
 
 
Custom function code:
 
taskParam = Map();
taskParam.put("status","notcompleted");
taskParam.put("tasklist_id",tasklistId);
taskResponse = zoho.projects.getRecords(portalId,projectId,"tasks",taskParam,1,"'xxxxxxxxx'");
// info "taskResponse:" + taskResponse;
// info "------------------------------------";
if(!tasklistId.isNull() && taskResponse.isEmpty())
{
updateStatusName = tasklistName;
projectDetails = invokeurl
[
url :projectsAPIEndPoint + "/portal/" + portalId + "/projects/" + projectId + "/"
type :GET
connection:"'xxxxxxxxx'"
];
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:"'xxxxxxxxx'"
];
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:"'xxxxxxxxx'"
];
info projectDetail;
info "-------------------------------------";
}
}
}
return "success";
 
Make sure to replace xxxxxxxxx with Zoho Projects connection link name along with scopes: ZohoProjects.portals.READ, ZohoProjects.projects.ALL, ZohoProjects.tasks.READ. Please find the screenshot of the parameters to be mapped and a sample workflow rule attached for reference. 
 
We hope you found this post useful. If you have any questions, feel free to share them in the comments below.



      • Sticky Posts

      • Introducing Version-3 APIs - Explore New APIs & Enhancements

        Happy to announce the release of Version 3 (V3) APIs with an easy to use interface, new APIs, and more examples to help you understand and access the APIs better. V3 APIs can be accessed through our new link, where you can explore our complete documentation,

      • Schedule Exports for Regular Project Updates

        Tracking project data often means exporting data at regular intervals. Instead of manually exporting data every time, users can schedule exports for Phases, Tasks, and Tasks in Zoho Projects. These exports can be set to run once, daily, weekly, or monthly

      • Set Custom Business Calendars and Holidays for Global Teams

        Managing a project across diverse teams means accounting for more than just tasks and deadlines; it means acknowledging how and when each team actually works. Users might follow different working days or observe region-specific holidays that cannot be

      • Restore Trashed Records Anytime Within 30 Days

        Access the recycle bin from the Data Administration tab under the settings page in Zoho Projects, which gives better control over the trashed data. When records like projects, phases, task lists, tasks, issues, or project templates are trashed, they are

      • Organize and Clone Task Custom Views

        We have rolled out two new enhancements to task custom views: Custom View Groups and Custom View Clone. Custom View Groups Similar to predefined view groups, we have introduced groups for custom views to help organize and categorize them. My Custom Views:

        • Recent Topics

        • ERROR CODE :550 - Your message to <xxx@xxxxx.xx> was classified as SPAM.

          Hey Team, I'm using Zoho Mail with my own domain, and from some of the recipients I'm receiving following error message: ERROR CODE :550 - Your message to <xx@xxxx.xx> was classified as SPAM. Please add more content, cut down on HTML links, use fewer

        • Allow 3 Subforms in a custom module

          We have many custom modules in CRM and every now and then we need more than 2 subforms for a module We are on Zoho One Plan Can you please increase the subfrom limit from 2 to 3 Our current workaround is to create a solution in Zoho Creator and embed

        • Time Zones

          Hello, Is there a way to add a time zone in a Deal related to "bid due"? We work on projects across the world and even though some things adjust to my own time zone, I have found that any dates we manually enter - Bid Date, RFI Due Date, etc. do not appear

        • Create Zoho Project and assign a contact without account

          I’m trying to automate the creation of new projects in Zoho Projects using Zoho Flow. In my setup, I often need to assign projects to individual contacts who don’t have an associated Account/Company in Zoho CRM—just a personal contact. When I create a

        • Update main form's Lookup value following the completion of a Subform within that same main form

          Hi, It's quite a simple request but I'm struggling with getting the deluge to work smoothly. In short, I have a main form (Place_New_Order). Public users will be able to use it. They have a subform to complete with their contact details etc (name, email,

        • ZOHO LOGIN PROBLEM

          Hello, my name is Bernice. One of the users in our company is having a problem logging into their system. They had two-factor authentication on their phone but unfortunately, they lost that phone. Now when trying to login to their Zoho people they are

        • New in CRM: Dynamic filters for lookup fields

          Last modified on Oct 28, 2024: This feature was initially available only through Early Access upon request. It is now available to all users across all data centers, except for the IN DC. Users in the IN DC can temporarily request access using this form

        • Sync Zoho CRM Events with Google Calendar?

          Hi, Is there a way to permanently sync all events from Zoho CRM with Google Calendar? I’ve seen that you can link Zoho CRM to Zoho Calendar and then connect Zoho Calendar to Google Calendar — but is there a way to sync existing and future events from

        • Pre-fill webforms in Recruit

          I don't want to use the career site portal (as I have my own already), but I would like to direct users to the application forms for each role, from my website job pages. Is there a way to pre-fill fields in Recruit application forms, so that I only have

        • image cover div or original aspect

          I changed my app's theme, and now when I return to the original theme, the images in my reports cover the entire div, whereas before they were displayed in their original aspect ratio. How can I change this? I can't find the option. I only see that you

        • Delete subform rows based on mainform input

          I took my first adventure in getting ChatGPT to write some code for me this weekend. I want to ADD new rows, UPDATE existing rows and DELETE existing rows based on the input of a mulitselect lookup in the mainform. ChatGPT produced this for me which seems

        • Des parcours WhatsApp simples pour engager vos prospects et les convertir durablement

          En tant que professionnel du marketing, il vous est sûrement arrivé de déployer des campagnes par e-mail, SMS, réseaux sociaux ou pop-ups, sans obtenir l'engagement espéré. Une situation frustrante, mais malheureusement fréquente. Vous vous posez sans

        • [Free Webinar] Learning Table Series - Smart Visitor Management with Zoho Creator—Built for Every Industry

          Hello Everyone! We’re excited to invite you to another edition of Learning Table Series, where we showcase how Zoho Creator empowers industries with innovative and automated solutions. About Learning Table Series Learning Table Series is a free, 45-60

        • Query about error on flutter build for android

          I am having this error when building flutter for android. https://pub.dev/packages/apptics_flutter i followed the instructions here, modified to work on gradle version 8

        • 【参加無料】6月ユーザー交流会 参加登録 受付開始（東名阪の3都市開催）

          ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 6月に東京 / 大阪 / 名古屋の３都市でユーザー交流会を開催します！ 各地域のユーザーによるZoho 活用事例や、自社活用・運用について参加者同士で情報交換が出来るグループワークなどを予定しています。 ーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーー ※以下、記載順で開催予定 🟠 大阪ユーザー交流会 6/5(木) 18:00-20:20 ・会場：APイノゲート大阪 ・予定セッション ┗Zoho サービス活用事例：Zoho

        • Zoho Books Payroll

          How am I supposed to do payroll and pay my employees with Zoho Books? I think it's pretty strange that an accounting software doesn't have the ability to perform one of the most common functions in business; paying your employees. Am I missing something,

        • Zoho Finance Workshop 2025 is Happening Now!

          Hello everyone! 👋 We’re thrilled to announce that the Zoho Finance Workshop 2025 has officially started, and we've already wrapped up the event in Chennai, our home ground! After an amazing session, we're geared up to visit more cities in India and take

        • DORA compliance

          For DORA (Digital Operational Resilience Act) compliance, I’ll want to check if Zoho provides specific features or policies aligned with DORA requirements, particularly for managing ICT risk, incident reporting, and ensuring operational resilience in

        • DKIM cannot be enabled for the domain as no verified default selector present

          Can't get the DKIM working. May you please check my account (nksy.us) to see what's wrong?

        • Will Cliq support Streaming for AI / LLP resposne

          Currently LLM APIs stream the LLM response token by token, since waiting for the entire response takes usually ~ 7-10 seconds. Is there any intention in supporting streaming in the Cliq platform? Namely, I'd like to build a chatbot in Cliq and I want

        • Email address with + char is incorrectly invalid

          cannot enter contact with email address containing +, i. e. valid+email@example.com. this is a perfectly valid email address by but fails Zoho Campaigns validation. https://en.wikipedia.org/wiki/Email_address#Local-part

        • Amount Change -> Reason of update

          How can I setup the CRM so whenever the Amount field is being changed, the user who changes it needs to fill in a reason of change -> Could be a Subform entry or even a note. I'm happy to use any of available features -> Workflows, Functions, Buttons,

        • Zoho not receiving verification email.

          I developed a website registration page and need to send verification email. I am using sendinblue for sending out the verification emails. Somehow, the mail is not being received by the Zoho users. Gmail, outlook, yahoo domains works fine but when I try to send the mail to my Zoho account I am not able to receive the mail. Can you please let me know what might be the issue?

        • How to Save Token in CRM

          Hi, Is there any method that allow user save their token in CRM, otherwise I have to get token every time the function run.(Token expire each day)

        • Any simple way to setup an automation from Facebook Lead Forms to Zobot taking care of the conversation?

          Right now i have a simple setup live with Make.com sending a Whatsapp template message from Twilio to a Lead received from Facebook Lead form then a ChatGPT bot taking care of the conversation. But no CRM On SalesIQ i can't find a way to start a conversation

        • Automation#22 Track Ticket Duration at Specific Status

          Hello Everyone! Welcome back to the Community Learning Series! Today, we explore how Zylker Techfix, a gadget servicing firm, boosted productivity by tracking the time spent at a particular ticket status in Zoho Desk. Zylker Techfix customized Zoho Desk’s

        • Cliq 1.7.5 status icon doesn't update if there are unread messages

          Cliq 1.7.5 System: Ubuntu 24.04.2 LTS x86_64 Installed from the .deb package (cliq_1.7.5_amd64.deb / MD5: 10c5924911a2e90af012d564da670bf8) GNOME 46 Whenever I get new messages the status/notification icon remains unchanged (white icon without the red

        • Is there a way to customize the style of the success message - Advanced Web Form

          Is there a way to customize how the success message is displayed after a Zoho webform is submitted? We’d like the success confirmation to match the visual style and branding of our website, so we're looking for options to either apply our own CSS or replace

        • Zoho Desk app update - Initiate WhatsApp chat with pre-approved templates from ticket and contact details screen

          Hello, everyone! We are excited to introduce an option to send WhatsApp messages via IM(Instant Messages) using pre-approved templates directly from the ticket and contact details screen of the Zoho Desk app. In the ticket details screen, we have enhanced

        • Where to view user feedback on answer bot's "was this helpful?"

          We are trialing answer bot in our knowledge base and like what we see so far. One of the things we like is that upon answering a query, answer bot asks "Was this helpful?" (see attached). As part of our trial we've been responding to this by clicking

        • Is there a way to have a "Time only" field?

          I need a field that only captures the time.  I don't like the Date-Time field.  It is very clumsy for the user to input AND I need to sort by time separately.  PLEASE add a new field that is dedicated only for inputting time.  I don't need seconds just hours and minutes.  Bonus would be to change it from AM/PM to military/international time. What do we need to do to make this a separate field???   I don't want a work-around, I just need the field.  Is there someone out there that knows how to create

        • CRM Mail Merge Template copies OLDER version of the document instead of most recent version

          I have to make 60+ Mail merge templates in ZOHO CRM to use for editing in WRITER and then sending on to sign for signatures. So I have been working on 1, setting all the styling and automatisation right, and I want to use this one as a master template

        • Zoho Sprints Mobile 2.0 : La gestion de projet, réinventée pour vos déplacements

          Nous avons le plaisir de vous annoncer la sortie de Zoho Sprints Mobile 2.0 : une version revisitée de notre application, avec une interface modernisée, de nouvelles fonctionnalités puissantes et une navigation optimisée. Grâce à cette mise à jour, gérer

        • Allow Portal Users to log in using their mobile number.

          I want to allow portal users to log in using their mobile number. I referred to below documentation, but it mentions that this is only supported for Indian mobile numbers. Is it possible to enable login using a Singapore mobile number? https://help.

        • Zoho Webinar Android app update - Organizer chat

          Hello everyone! In the latest version(v1.4.0) of the Zoho Webinar app update, we have brought in support for the 'Organizers' chat feature. In addition to the existing public chat, co-organizers now have access to chat separately with organizers and attendees,

        • Task Due Time - Unable to Add

          I have taken a trial version to test, I could not find “Due Time” feature. Only Due date is given

        • Sign - Introduce a feature to make fields required based on conditions

          Add "Required" to conditional options for fields. Example: A Sign document contains 2 fields Company Type (picklist) Company Registration Number When "Limited Company" is selected from the Company Type, the Company Registration Number should become

        • Connect Zoho Creator on on prem database with databridge.

          Hi im new to zoho creator. Been through many forums and training clips but cant find a solution. 1. I have an on prem mssql server called "Sales" with a tabel called "Monthly" the server address is 10.0.0.10 2.i have Databridge installed on the server

        • Add a URL to a note

          I enter a lot of notes onto Account and Contact records. For example, I would like to add a note to a person with a link to their blog. When I paste the link into the note, it pastes ok, but it's not a "clickable" link. Is there a way to maintain the

        • Zoho webinar iOS app update: Introducing a dark theme, organizer's chat, emoji reactions, recording consent, and live answer on questions list.

          Hello everyone! In the latest version(v1.1) of the Zoho Webinar app, we have brought in support for the following features: Dark theme. Organizer's chat. Emoji reactions. Recording consent prompt for attendees. Live answer on questions list. 1. Dark theme:

        • Next Page