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

      • Project Billing with the Staff Hours Method in Zoho Projects

        The Staff Hours Billing Method in Zoho Projects allows you to bill your clients based on the actual time spent by each team member on a project, at the rate set for each user. This is useful for projects where different skill sets are needed and service

      • 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

        • Recent Topics

        • the expected input type is jsonarray

          I keep getting an error when creating a record in CRM via a Zoho Form. CRM has a pick list field "Type". All Form entries from this form will ALWAYS be "Volunteer", therefore we do not ask them what their Type is. I am trying to use Set Value to create

        • Card payment surcharge?

          Hi, I would like to offer my customers the ability to pay invoices by card (using the PayPal integration). However, PayPal charges me around 5% to receive a card payment, and I would like to pass on this cost to my customer by way of a card payment surcharge. Is there any way for Zoho Invoice to be set up to automatically add a defined "card processing fee", say 5% of the invoice total, if the customer elects to pay by card? I don't want to add this on to invoice manually, since most of my clients

        • Cant add contact mail. cant find it

          Hi, I am writing a new message and when I enter the contact address that is in my address book, zoho cannot find it. Previously there was no problem. I wrote the first two characters and it shows me all the contact.

        • Customer Parent Account or Sub-Customer Account

          Some of clients as they have 50 to 300 branches, they required separate account statement with outlet name and number; which means we have to open new account for each branch individually. However, the main issue is that, when they make a payment, they

        • Creating a text box background with round corners in Campaigns

          Hello fellow Campaigns users, Is it possible to create a non-square text box? So with rounded off corners. Like the image that I added below. The shadow effect would be cool too, but I guess that would be more difficult (if possible). I suppose this can

        • Image field in custom module

          Hi guy, Is there any hope of adding a custom image field in the custom module? We created a custom module to keep track of assets, and it would be helpful if we could attach an image to the record. Thanks Rudy

        • Team can't view their created ticket through Followed Tickets

          Hello Everyone, in our organization we are new to zoho desk we have multiple teams, and each team handles specific topics and tickets when one of them tries to create a ticket for another team and use followed tickets to view this ticket we get a message

        • Function #61: Automatically add free item to the invoice based on item quantity

          Hello everyone, and welcome back to another Custom Function Friday! During holiday seasons or special promotions, businesses offer deals like BOGO (Buy One, Get One), Buy 3 Get 1 Free, Buy 2 at 50% off, and much more to attract customers. These promotions

        • Use color coding for picklist field values to enhance visual representation

          It's easier and more efficient to manage a large volume of data in a ticket or other custom module records, such as ticket priorities and issue types, when you apply clear visual distinctions through color coding. Color-coded picklist fields allow users

        • Creating a support request / ticket via email to xxx@zohosupport.com

          Is there the ability to create a ticket from an email sent to my support email address (e.g. xxx@zohosupport.com)? For example, I am running a small computer support/service business and I would like to be able to direct potential customers to send an

        • Setting up CRM for RFP workflow management

          This will be the first time our organization uses an off-the-shelf CRM, transitioning from our homegrown custom solution, and I would appreciate general thoughts on how to get started in general with our workflow using Zoho CRM. The main question: if

        • Introducing Appointment Title Customization

          Hi all, We're delighted to announce an exciting feature, Appointment Title Customization, which you can use to personalize your appointment title according to your business's specific needs and preferences. An appointment title provides a glimpse of the

        • Custom Module

          I've created a custom module in Zoho Recruit for a separate list outside of qualified candidates. On the module, I use First name and Last Name in separate lines. On the top of the module and when I search a person, it only shows the first name at the

        • How to merge duplicate products?

          merge duplicate products

        • Rollup summary for custom module

          Rollup summary feature was introduced almost a year ago: https://help.zoho.com/portal/en/community/topic/introducing-rollup-summary-in-zoho-crm-public-early-access-2023 It does not support custom modules tough and this post aims to track such feature

        • Foreign Currency Bank Account

          I have a bank account in USD zero balance but when i run the bank ledger in my company currency in AED it was shown small balance 1.31 AED , how to make it zero also ,Thanks

        • "Trigger flow for each entry" not working

          I've read this article on how to trigger a flow for each entry in my array. https://help.zoho.com/portal/en/kb/flow/user-guide/create-a-flow/articles/webhook-trigger#Trigger_flow_for_each_entry I cannot get the flow to run for each variant in this JSON

        • Edit specific job page on carreer site

          Hey, I was wondering how I could change the layout of a specific job page? (when you go to the carreer website and then click on a job listed there). When I go to customization I can edit the carreer website but I seem to be only able to edit the first

        • CRM - Clearing a Subform

          I seem incapable of working out subform functions without assistance.  I've searched, but can't seem to find anything that works. I have a subform that gets filled in when a Zoho Sign document is completed but the fields don't match with the original field values held on CRM (I did have it automatically update, but some fields were being filled in with terrible data, so had to put a stop to it).  There are 4 fields on the subform: Field Name Original Value New Value Update Update is automatically

        • Automatically add a retainer to every estimate

          Hi all, I've been trying to find a way to automatically add a retainer at a set % to every estimate we create and send. So far I haven't been successful, does anyone know of a way to do this? Thanks,

        • Planning Sales visit to local lead, contacts

          Hello, We have our leads and contacts in CRM. One sale is asking me how he can view all leads and contacts (ideally on a map) in a given area (city or country or "region") so he can plan visiting them. What can be done or need to be developed to have

        • Force Sync Contact/Account from CRM to Books

          Hi all. This might not be a common issue to the large portion of the user base here, but for those who dabble and use CRM and Books integration, they know how painful it is that we have to wait for the 2-hour intervals for the records to sync; especially

        • IP Address List > Sigma

          We have developed a ZohoCRM extension that utilizes API calls to our server from Deluge scripts and Widgets. Our API server has IP restrictions in place. To ensure successful communication, we require a list of IP addresses utilized by Zoho's platform

        • Zoho CRM Canvas Copy Original Layout

          Hello all, I want to use Canvas to make small changes to certain views, not to make huge changes. Is it possible to copy the original Zoho layout and set-up and start from there? I checked and all I can find are some templates which are far from the original

        • ZOHO Nightmare

          I am writing as a long-time Zoho user who has faced significant challenges implementing your platform for my business. As a New York-based real estate broker, I have invested over $10,000 and nearly two years trying to integrate Zoho CRM with my WordPress

        • Approval system in Books/expenses

          Hi In Books Is there a way to do the following: 1) Submitter to know the balance in Budget/cashflow before sending the amount for approval? 2) Approver to know the same as 1 above? In Expenses, is the above possible?

        • attaching pdf to a bill using REST api

          I'm trying to attach a pdf to a bill using REST and curl. The problem is the example in that section in the API reference document does not show how to actually submit the file. It only shows the headers used. I've been trying many variations of this

        • How to Open .mbox file in Gmail with Attachments?

          Gmail offer users to backup INBOX folder in .mbox file format via Google Takeout Feature. Howver there is no such option to Restore Gmail MBOX. Thus I would like to suggest you to choose an alternate approach i.e. MBOX to Gmail Wizard. This utility will open .mbox file in Gmail with attachments.  Steps to open MBOX file in Gmail are; Run MBOX to Gmail Wizard Click Add File and add .mbox file. Enter your Gmail login credentials. Click Convert button. Finished! This is how you can open MBOX file in

        • Custom fields for calls and an enhanced call creation form

          Greetings, I hope you're all doing well. We're happy to announce a few recent enhancements we've made to Bigin's Calls module. We'll go over each one in detail. Enhanced call creation form in Bigin What is this enhancement about? This update includes

        • Customize user data collection with User Layouts

          Users denote the people in your organization who work on agile projects using Zoho Sprints. You can add them to your workspace and associate them with required projects. Organizations have distinct requirements in collecting user data. Apart from the

        • Zoho Sites with GoDaddy DNS

          We have a site hosted with www. in front that works perfectly well. The issue is with getting the TLD/naked DNS pointed to the www. while using GoDaddy dns. I have edited the DNS Forwarding entry in the domain so that the root example.com forwards to

        • Possible for "Specify URL Criteria" in URL/Permalink settings to be assigned to a variable?

          I want to embed a Zoho Analytics chart view as a Related List item in the Zoho CRM Accounts module, such that when one is viewing a CRM Accounts module record for an Account, the user will see the chart for that specific company. Is it possible to set

        • How to present an Analytic on a CRM dashboard and filter it on loginuser id

          How to present an Analytic on a CRM dashboard and filter it on loginuser id? I want to display an Analytics pivot table (as a widget) on a CRM dashboard and have the pivot filtered on the loginuser. I want additional user-filters available, such as date,

        • Allow 2 logos for Branding, one for Light Mode and one for Dark Mode?

          Our logo has a lot of black text on it. If we leave the background transparent, per recommendation of Zoho, when a user is viewing a file and turns on dark mode, our logo is not really visible and looks really weird. It would be really great if we could

        • Payroll In Canada

          Hi, When can we expect to have payroll in Canada with books 

        • Why can't we associate a contact to mulitple accounts?

          This simple feature has been for 14 years now... it's way past ridiculous. We don't want to add a multiple lookup field, we just want to add a second account to our contact. This way i'll go on Jonh Doe and see in the account field : Company 1 and Company

        • Calendar Bookings in Recruit

          Hi there, We have recently started using Zoho recruit and although it has some great functionality there are a few gaps that are causing real headaches. One of those being how interviews are scheduled. The majority of our hiring managers are field based

        • Automatic Department and Employee Sync Between Zoho One and Zoho People

          Dear Zoho Support, I'm writing to propose a valuable feature request that would streamline data management and improve user experience within the Zoho ecosystem: automatic synchronization between departments and employees in Zoho One and Zoho People.

        • Delete Unactive Users form Directory

          Hi, how to delete all unactive users ?

        • Manual Journal entry problem

          Hi, all my manual Journal entries are not reflected in my general ledger. i have check to see if the entry were done correctly and everything is fine. Please help me

        • Next Page