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.
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 "------------------------------------";
projectsAPIEndPoint = "https://projectsapi.zoho.in/restapi";
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.
Topic Participants
Saraswathi S
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