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

      • 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

      • 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

        • Recent Topics

        • How to Display a Logo Image on a Public Form?

          I would like to display a logo image in the header of a form. To achieve this, I added an Add Notes field to the form. The code below works perfectly for Zoho users accessing the form. However, when the form is made public, the image does not load properly:

        • Creating a Zoho Online Meeting in a Blueprint

          We are looking for an easy solution to schedule online meetings in a blueprint and ran into the same problem discussed in this topic: https://help.zoho.com/portal/en/community/topic/custom-function-to-set-meeting-to-online-meeting (After connecting Zoho

        • Enabling 'From Number' and 'To Number' fields in the Calls module

          Hello everyone, We've added "To Number" and "From Number" fields in the Calls module as part of our latest update to provide users with the option to enable or disable them through the Calls Preferences tab. When enabled, these fields will be displayed

        • Route Optimizer

          Does Zoho Inventory offer route optimization for our in-house deliveries? It will save us time to manually route our daily orders. Thank you

        • Can documents attached to different ZohoForms automatically go to different OneDrive folders?

          Hi there, I set a workflow to track and store applications coming in from our website. I created two different Zoho forms, one for unsolicited applications, one for applications to job postings. After any of the forms has been filled in, a new record

        • TeamInbox down?

          Hi everyone, we are getting message "Sorry, this action cannot be performed due to an internal error. Please try again later. We are on the Canadian data centers. Can someone please confirm if the service is down? Thank you! F

        • Purchase Requisition in Zoho Books

          I want to understand if Zoho Books is having the following workflow: PR ( Purchase Requisition ) >> PO ( Purchase order) >>  GRN/SRN ( Goods/Services receipt note) >> Bill

        • Confirmation prompt before a custom button action is triggered

          Have you ever created a custom button and just hoped that you/your users are prompted first to confirm the action? Well, Zoho knows this concept. For example, in blueprint, whenever we want to advance to the next state by clicking the transition, it is

        • Marketer's Space: Streamline marketing and sales by integrating ZMA's Planner with Zoho CRM

          In a competitive market, clear goal-setting and seamless campaign execution are crucial for marketing and sales alignment. When integrated with Zoho CRM, Zoho Marketing Automation's Planner enables marketers to create, manage, and measure campaigns effectively

        • Custom emails for Portals not working

          I changed the standard templates to custom email templates for all three options, but the invitation is still sending the original email layouts. Anyone know why this would be happening? I changed them 2 days ago.

        • Switching scheduled webinars from Live to On-demand

          Now that On-Demand webinars has been added as an option for webinar presenting, is there a way I can edit already scheduled webinars from Live to on-Demand? These scheduled webinars already have people registered. Thanks

        • Zoho CRM v2.1 deprecation or sunset plans ?

          Hi Team Wanted to know if there is any plan to deprecate v2.1 CRM apis https://www.zoho.com/crm/developer/docs/api/v2.1/ and if yes by when

        • Forex Bank Refund Entry

          Hello, please advise how to enter refunds from our bank forex department. The refund was because we were on preferential rates but at the time of USD purchase were not given the preferential rate, therefore the bank calculated the excess that we paid

        • Auto-Populating Custom Field

          This is to request a feature enhancement for our invoicing system. We're currently creating invoices with a single item per invoice and have a custom field called "Related Vehicle." We would like the "Related Vehicle" field to be automatically populated

        • How can i Customize Delivery Note?

          I need to customize delivery note like change the tittle for language purposes and also include only the balance due

        • Delivery note template

          We have some reasonable templates for sales docs but the delivery note one is very limited. It would be nice if we could have the same options as the sales form templates or even create our own by cloning an existing sales template, modifying (ie: removing

        • INTERCOMPANIES INVOICING

          Dears , I paid expenses on behalf of our sister company from my cash account , then month End i issued an invoice to the sister company , my question is how to put the expenses GL in the invoices

        • Zoho CRM Theme Color?

          I've read multiple articles stating it's possible to change Zoho CRM theme colour (top menu bar) from personal settings menu, however, my zoho has no options for this at all and I've looked everywhere........has this feature been removed? I'm currently

        • How can i force the user to select a project when creating an invoice ?

          Hello I tried all the ways that i know , but no way is able to stop creating an invoice without project.

        • Sales

          1/ How can I make a discount on invoice exmple : invoice 5,100 le , custmar pay 5000 and I need to make this 100 le as a discount , how can i make it ?! 2/ Is thare any report can make me match my company’s balance with the customer’s balance?

        • Include Project Hours when Creating Estimates from Projects

          Hi Currently, in Books, you can create estimates from Projects by inserting tasks that pull both the task and the hourly charge rate. But it doesn't pull the budgeted hours for the task, so you manually have to remember the number of hours for a given

        • acc

          Regularly sending statements to customers is an imperative part of many business processes as it helps foster strong customer relationships and provides timely guidance on pay//

        • South African Payment Gateways

          Since the "Demise" of Wave many South African users have moved over to Zoho and yet for years users have been requesting Integration with a South African Payment Gateway to no avail. Payfast was the most commonly requested gateway as it supports recurring

        • CRM Implementation

          I need to implement Zoho CRM. Is there a useful user manual available to guide me through the implementation?

        • Zoho Social integration with Zoho Flow

          Is there any plans for Zoho Social integration with Zoho Flow?

        • Marketing 2.0 has been a catastrophe

          Anyone else having significant issues with their link between their CRM and Marketing automation since moving to version 2.0? We had an easy flow for triggering leads in the CRM to journeys in Marketing Automation but now nothing seems to work properly.

        • Cannot average "Duration (Time)" from Pick List History Tracking in Reports

          Okay, let's say I have a custom module. In this custom module I have a pick-list named "Status" with "New", "In-Progress", "Completed" values. I also have turned ON pick-list history tracking and chose "Time" to track the duration in (instead of "Calendar

        • Customer Statement Template

          Hi. how can i add order number "customer LPO number" in the customer statement. regards

        • Authorize.Net Update: Disable Transaction IP Velocity Filter to Avoid Payment Failures

          Update: The Authorize.Net integration was updated on November 20, 2024. To prevent recurring transaction failures, we recommend disabling the Transaction IP Velocity Filter at the earliest. We’re updating the Authorize.Net integration in Zoho Books on

        • Need to send a single email to up to 20 recipients

          I want to send a single email to ~16 or 20 recipients. It appears that I cannot do this in Zoho email as it gets flagged as unusual activity. I need to be able to communicate with this group on a regular basis. What am I missing that Zoho doesn't allow

        • Unable to Schedule One-to-One Emails in Zoho CRM

          Hi everyone, I’m using the Zoho CRM Professional Edition and facing an issue with scheduling one-to-one emails directly from CRM. While I can send immediate emails without any problem, I don’t see an option to schedule these emails for a later time. I’ve

        • Canvas Detail View Related List Sorting

          Hello, I am having an issue finding a way to sort a related list within a canvas detail view. I have sorted the related list on the page layout associated with the canvas view, but that does not transfer to the canvas view. What am I missing?

        • Repeatable Fields/Sections in Zoho CRM

          Hi Zoho Team, We have a module in CRM named "Clients". We would like to know whether it is possible to have a feature enables us to have repeatable sections in our clients' profiles? For example, if we customized a section in the clients' profiles named

        • Zoho Analytics: Requests for view access

          Hello, We have a user that might request access to a certain view, report etc. However this request for access is being sent to different admins within the workspace, is is possible to set who the "approver" is of these requests? If not what are the rules

        • Boolean Fields in Mail Merge Displaying as Checkmarks

          I'm really liking the new mail merge functionality. It's replaced the Zoho Sign extension for us. One problem I've seen is that boolean operators (i.e. Checkbox fields) in CRM merge as "True" or "False". This looks a little ugly in my final document — is there a way I can get those to display as checkboxes?

        • Formula in Sub Form

          Hello - I have created a sub-form and the data is going to be insurance policy information. However some of the policy amounts are based on a percentage of a main coverage. For example, Debris removal coverage is 5% of the main dwelling policy. Is there

        • Email alias already exist

          Hello, I'm getting an error message the email alias already exist when attempting to add 2 email addresses. The emails are associated with an account I deleted. I started a new account and need to add them back to get 1 email at each. I have an open ticket

        • Migrate emails from a shared mail box to a private mail box

          How is possible migrate a shared mail box if the migration tool require a password, and the shared mail dosent have ?

        • Support poor service

          I just wanted Zoho support to give me some more concrete answers. I’m facing SMTP error issues, and they told me that the South American IP was experiencing problems, but they didn’t provide an estimate for when it would be resolved. Now my company is

        • Zoho say my domain seems to be already associated with another account

          I created a zoho account for try my domain mail configuration. When I want to add my domain in this page https://mailadmin.zoho.com/hosting?plan=free then this shows an error that is "This domain is already associated with this account a*****n@f*****."

        • Next Page