Power of Automation::Automate the process of folder creation in Google Drive upon task creation in Zoho Projects
Hello Everyone,
We received a specific requirement from one of our customers and decided to share it here so that others with similar needs can benefit from it.
Requirement
Sub folders should be created upon Task creation in Zoho Projects with task id and name as title.
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.
Pre requisites to achieve this requirement
1. Create connection with below mentioned services and scopes
1. Create connection with below mentioned services and scopes
Zoho Projects --> ZohoProjects.tasks.ALL
2. Create a folder in Google Drive with project name.
3. Create a URL field in Project layout named "Projects Files Link" and update the drive link of the project.
Custom function code
//to get the particular task details
taskdetails = invokeurl
[
url :"https://projectsapi.zoho.com/restapi/portal/" + portalId + "/projects/" + projectId + "/tasks/" + taskId + "/"
type :GET
connection:"xxxxxxxxxx"
];
info "-------------------------------";
//To get the key and name from the particular task details
if(taskdetails != null)
{
taskdetailsone = taskdetails.get("tasks");
key = taskdetailsone.getJSON("key");
name = taskdetailsone.getJSON("name");
info key;
info name;
}
//To get the drive link(parent folder Id) from the projects details
projectdetails = invokeurl
[
type :GET
connection:"xxxxxxxxxx"
];
info projectdetails;
if(projectdetails != null)
{
projectdetailsone = projectdetails.get("projects");
customfields = projectdetailsone.getJSON("custom_fields");
for each customfield in customfields
{
projectfileslink = customfield.getJSON("Projects Files Link");
if(projectfileslink != null)
{
projectfileslink = projectfileslink.replaceAll("/"," ");
projectfileslinklist = projectfileslink.toList(" ");
parentfolderId = projectfileslinklist.get(projectfileslinklist.size() - 1);
}
}
}
//creating the folder in the Google Drive with the key and task title as the name of the folder
drive_map = Map();
header_data = Map();
header_data.put("Content-Type","application/json");
drive_map.put("mimeType","application/vnd.google-apps.folder");
drive_map.put("name",key + " " + name);
drive_map.put("parents",{parentfolderId});
response = invokeurl
[
url :"https://content.googleapis.com/drive/v3/files"
type :POST
parameters:drive_map.toText()
headers:header_data
connection:"yyyyyyyyy"
];
type :POST
parameters:drive_map.toText()
headers:header_data
connection:"yyyyyyyyy"
];
info response;
return "success";
Make sure to replace the connection names (xxxxxxxxxx - Zoho Projects and yyyyyyyyy - Google Drive respectively) in the above code. Screenshot of the list of parameters to be mapped and sample Task workflow rule are attached for reference.
Using the above custom function code, our customer was able to capitalise Task custom functions in Zoho Projects which allowed them to automate task updates, reducing time consumption of manually creating folders in Google Drive and in turn increasing their business productivity.
We hope you found this post useful. If you have any questions, feel free to share them in the comments section below.
Topic Participants
Saraswathi S
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