Power of Automation: Automatically send an email to all portal users with today's list of Open tasks.

Power of Automation: Automatically send an email to all portal users with today's list of Open tasks.

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 wanted to email all the portal users with their list of daily Tasks which are in open status along with details like Project name, Task name, Task URL, start date, due date, status. Sample email notification screenshot is attached for reference.

All you need to do is schedule the frequency for how often the below custom function should be executed. Here is the help document to know more about Schedule Functions.


Custom function code:-


projectParam = Map();

projectParam.put("status", "active");

getAllProjects = invokeurl
[

url : projectsEndpoint +portalId+"/projects/"

type : GET

parameters : projectParam

connection : "XXXXXXX"

];

if(getAllProjects.containKey("projects"))
{

projects = getAllProjects.get("projects");

usersParam = Map();

usersParam.put("user_type", "active");

getAllUsers = invokeurl
[

url : projectsEndpoint+portalId+"/users/"

type : GET

parameters : usersParam

connection : "XXXXXXX"

];

if(getAllUsers.containKey("users"))
{

users = getAllUsers.get("users");

for each user in users

{

userId = user.get("id");

taskParam = Map();

taskParam.put("status", "open");

taskParam.put("owner", userId);

taskParam.put("time", "today");

getAllTasks = invokeurl
[

url : projectsEndpoint + portalId+"/mytasks/"

type : GET

parameters : taskParam

connection : "XXXXXXX"

];

if(getAllTasks!="")

{

tasks = getAllTasks.get("tasks");

taskRow = "";

for each  task in tasks

{

taskRow = taskRow + "<tr> <td>" + task.get("project").get("name") + "</td> <td>" + task.get("name") + "</td> <td>" + task.get("link").get("self").get("url") + "</td>  <td>" + task.get("start_date") + "</td> <td>" + task.get("end_date") + "</td> <td>" + task.get("status").get("name") + "</td> </tr>";

}

sendmail

[

from :zoho.loginuserid

to : user.get("email")

subject :"Today's tasks"

message :"<html> <style> table, th, td { border:1px solid black; border-collapse: collapse; } </style> <body> <h2>Today's Tasks</h2> <table style=\"width:100%\"> <tr> <th>Project Name</th> <th>Task Name</th> <th>Task URL</th>  <th>Start date</th><th>Due date</th>  <th>Status</th></tr> " + taskRow + " </table> </body> </html>"

]

info taskRow;

}

}

}

}


Make sure to replace XXXXXXX with the Zoho Projects connection link name with scope ZohoProjects.Tasks.READ, ZohoProjects.portal.READ, ZohoProjects.Users.READ. Check this link to learn how to create the connection.  Please find the screenshot of sample schedule function 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

      • Organize and Track Phases with Phase Custom Views

        Phase Custom Views let you filter and display phases based on specific criteria. This helps you focus on what’s most relevant for you and your team. Filter phases using criteria such as budget, status, and more. Share views with specific users or teams

      • Create Your Own Issue Management System

        Effective issue management is a cornerstone of project success. Every bug or issue, no matter how small, needs to be tracked and resolved in time to maintain project momentum. In this post, we’ll explore how an issue management system in Zoho Projects

      • 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

      • Enhanced Collaboration and Global Web Tabs

        Hello Users, We are rolling out two key enhancements in Zoho Projects that will be part of our November release. Here’s what to expect: 1. Collaboration Section in the Left Navigation Panel What’s new? All communication and interactive tools will be grouped

      • Tip 37: Time Log Restriction in Zoho Projects

        Timesheet in Zoho Projects helps you big time in entering log hours for the tasks and issues and approving them. Now, with the new Time Log Restriction option, you can set daily and weekly log hour limits. You can restrict users from entering extra log hours than the permissible limit. The limits are restricted to 24 hours per day and 168 hours per week by default based on business hours. To customize, navigate to Task & Timesheet settings under Portal Configuration in Zoho Projects setup and enable

        • Recent Topics

        • Directly Edit, Filter, and Sort Subforms on the Details Page

          Hello everyone, As you know, subforms allow you to associate multiple line items with a single record, greatly enhancing your data organization. For example, a sales order subform neatly lists all products, their quantities, amounts, and other relevant

        • Ability to Change Custom View After Cadence Creation

          Dear Zoho Team, I hope you are well. We would like to request an enhancement to the Cadence feature in Zoho CRM. Currently, during the creation of a Cadence, we can select a Custom View under the "Who is this for?" section. However, once the Cadence is

        • Zoho Creator Integration with QuickBooks: A Step-by-Step Guide

          Introduction: Integrating Zoho Creator with QuickBooks allows you to sync your business data between the two platforms, providing a seamless experience for managing accounting, invoicing, and financial data. This integration helps automate workflows and

        • Note not being pulled for other modules in email template

          Hi there, Currently i am creating an email template that is able to pull the data from notes field in estimate module and email it to procurement team where they will be able to receive the email with the contents of the note, i am unable to replicate

        • Leave Policy for Brazil

          Hi, Brazil asked us to configure Zoho People to apply the following policy: · To block starting vacations 2 business days before holidays or weekends; Employees cannot start their vacations 2 days before holidays or weekends. Example: If December 25th

        • Grouping payments to match deposits

          Is there a way to group multiple invoice payments together so they match credit card batches and grouped deposits in the bank account? Basically, we are creating invoices for each of our transactions, and applying a payment to each of the invoices. Our payments are either credit cards or checks. We want to be able to group payments together so when our bank account reflects a credit card batch made up of many transactions, or the deposit we took to the bank that has multiple checks from different

        • No Sales Returns on SO's with Dropped Shipped items + Inventory Items

          We have encountered an issue in Zoho related to sales orders that include both dropshipped items and inventory items. Specifically, it is currently not possible to create sales returns for the company’s own inventory items from these sales orders. This

        • Pre-fill TO and CC fields for Email Templates

          This would be a game changer to be able to set either specific email addresses or merge fields based on deal role titles into email templates. Please pass this along to *hopefully* add to future features of Zoho CRM.

        • Pick list - Cannot save list "Special Characters not Allowed" error message

          Bulk uploading values. All values are pretty standard - with the exception of a "-" (dash). Like:  Industry - Prepared Food Is the simple dash a special character too? Jan

        • Zoho Assist "Agree and Download" Button "Greyed Out" ("Light Blued" Out)

          Anyone else having issue where support clients are unable to click "Agree and Download" to access the client so that we can provide remote support? This is for "on demand" support via accessing the support page and entering the support key and name. This

        • Whatsapp Limitation Questions

          Good day, I would like to find out about the functionality or possibility of all the below points within the Zoho/WhatsApp integration. Will WhatsApp buttons ever be possible in the future? Will WhatsApp Re-directs to different users be possible based

        • Bigin API Token Request

          Hi people, I tried to connect to the API without success, I've read all of the documentation multiple time and tried just about everything. I tried to do it with Python Request module and with Postman, passing the information through both the URL parameter

        • Flow with CRM

          Hello, I have a simple flow that uses a web hook to enter data into a Sales Order. I have the web hook sending Flow data which has a PO field. If the PO has a special character like - or / or \ the task fails. How can I get the flow to be okay with the

        • Making the Resolution Tab Mandatory

          Hello Everyone! This edition is here to show you how to make the Resolution mandatory when closing a ticket. The Ticket Resolution tab helps keep a record of the solution provided for the ticket query. The resolution can serve as a quick reference to

        • Customize your calendar based on personal preferences

          Greetings, We're happy to introduce a few new capabilities to the Activities module's Calendar View! Now you can tailor your calendar's appearance and notification settings to suit your needs. In the past, the Calendar View lacked customization options

        • Remove County field from Customer Address input screen (or allow input to be deleted)

          We are in the USA and have just noticed that there is now a County field in the Customer Address input screen (and maybe other areas of Zoho Books, but this is the one affecting us at the moment). County is not important to our business, and in fact we

        • Custom Deal Name in Lead Conversion Mapping

          I know there are ways to change the name of a Deal after conversion using a custom function, so no need to repost that information. I would like to see the CRM Improved with Deal Name Customisation and I think the Lead Conversion Mapping page would be

        • Notificación de cumpleaños

          Hola: Se puede enviar alguna alerta de felicitación al personal que cumple años, que se dispare solo? Si existe como se puede hacer? Saludos

        • Automation#25: Move Tickets to Unassigned When the Owner Is Offline

          Hello Everyone, Welcome to this week's Community Series! 'Tis the holiday season—a time when work often takes a brief pause. The holiday spirit is in full swing at Zylker Techfix too, with employees taking some well-deserved time off. During this period,

        • Callback URLs

          I need to connect to an external service through an API that requires me to provide a Callback URL so that a status update can be sent back when the API request has been processed. Is there a way to do this in Creator without having to use a middleware

        • Email signature not being included if user creates ticket / sends email

          When I create a ticket (send email), the signature doesn't appear to be added to the ticket. Can you confirm if this is the case? It would obviously be useful to include the user's signature even when sending a client an email and not only on replie

        • Pulling Specific Products from Sales Orders in Books to a CRM Record

          We currently process orders directly through our website (woocommerce) as well as through manual sales orders in zoho books. When an order comes through the website, all of the individual products from that order show up in the CRM record of that customer.

        • Zoho Notebook window ignores taskbar

          When maximized to full screen, the Zoho Notebook window ignores the presence of the taskbar and overlaps it. What could be the problem? Linux Mint 22 Cinnamon. Zoho Notebook 3.2.0

        • Document images

          We used to be able to rotate the images but this has now been removed ???

        • Auto-Create OneDrive Folder Structure Upon Lead Creation

          Hello, New to Zoho and looking for help on a critical process automation I'm looking to implement. My company currently utilizes OneDrive for file management and the folder structure is Proposals -> Client Name -> Address (where I need to initially create

        • Missing "Email Authentication" tab

          Backstage is alerting users about "Unauthenticated Domains" with a large prompt in the backend. It adds a link to learn more. On this tutorial page, it shows where to find the "Email Authentication" tab in this screenshot. However, in our Backstage, that

        • Task module and related-to field

          In modules other than the Task Module I can add several lookup fields to provide a variety of relationships. In the Task module lookup fields are not available. There is only one "related to" field which I want to use for Company. But I want to relate

        • Add Lookup Field in Tasks Module

          Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (https://help.zoho.com/portal/en/community/topic/custom-fields-on-task-module).

        • VENDORS ARE NOT SYNCHED WITH CONTACTS IN CRM

          Hello, While the ACCOUNTS and CONTACTS (Including the primary contact) are synced with the CONTACTS module in CRM, the vendor's CONTACTS are not synced with CRM - which basically forces the users to re-enter all vendor's contacts twice and then update

        • Join ZohoPeers - A New Community Discord Server for Zoho Users!

          Hello Zoho Community, We would like to invite you to join ZohoPeers, a brand new Discord server created to complement the official Zoho community forum. Please note, this server is not meant to replace or detract from the official forum, which remains

        • Recommendations to store meeting notes for easy access from Contacts, Accounts & Deals module records?

          I would like your advice on how to achieve this use case for my organization. It’s related to where/how best to store meeting notes from a conversation with Contact(s) working at an Account (Company) in the context of a Deal. The ideal solution (from

        • Involved account types are not applicable when create journals

          { "journal_date": "2016-01-31", "reference_number": "20160131", "notes": "SimplePay Payroll", "line_items": [{ "account_id": "538624000000035003", "description": "Net Pay", "amount": 26690.09, "debit_or_credit": "credit" }, { "account_id": "538624000000000403", "description": "Gross", "amount": 32000, "debit_or_credit": "debit" }, { "account_id": "538624000000000427", "description": "CPP", "amount": 1295.64, "debit_or_credit": "debit" }, { "account_id": "538624000000000376", "description":

        • KB Templates

          * It would be nice if Zoho can provide users an option to create custom templates for KB articles. Also, it would be nice as well if the users can have an option to 1.) select a default template and 2.) declare default tag/tags, for KB articles created through Ticket's resolution.

        • Zoho CRM Reports Module on Mobil App

          I have the mobile app and the reports module doesn't appear in the sidebar for some reason. I saw a Youtube video where the user had the Reports module on mobile. Is there a setting to show it on mobile? Thanks.

        • Contacts Don't Always Populate

          I've noticed that some contacts can easily be added to an email when I type their name. Other times, a contact doesn't appear even though I KNOW it is in my contact list. It is possible the ones I loaded from a spreadsheet are not an issue and the ones

        • Calendar View for Zoho Tickets

          Is there a way to view your tickets with due dates on a calendar view? I can not find a way to merge my Zoho Calendar and Tickets. This would be extremely helpful to my team.

        • Zoho Projects Android app update - List view enhancement

          Hello, everyone! In the latest android version(v3.9.15) of the Zoho Projects app update, we have enhanced the List view of tasks. We have also introduced a complete scroll of the tasks in the list view without scrolling the task fields(status, start date,

        • Projects Multiselect API

          Having troubles setting a mutli select field via API. updateMap = map(); updateMap.put("UDF_MULTI1","picklist_id1,picklist_id2"); updateProjectRes = invokeurl [ url :"https://projects.zoho.com/restapi/portal/XXXX/projects/" + projectID + "/" type :POST

        • Print PO receipt

          Hi I would like to print the PO receipt. There does not seem to be any way to do this. I track batch numbers and printing the PO does not show this. Only the receipt would show the details of the receipt. Currently I print the screen which does not have

        • On the US Data Centre rather than the UK but dont know how to migrate it

          We have a new staff member with an external email address and cant add them to Zoho chat - we have been told its becuase we are in the UK but on a US Data centre - we therefore need to change it but no idea how to can anyone else as we are going round

        • Next Page