Power of Automation:: Automate the process of updating project status based on a specific task status.

Power of Automation:: Automate the process of updating project status based on a specific task status.

Hello Everyone,

Today, I am pleased to showcase the capabilities of a custom function that is available in our Gallery. To explore the custom functions within the Gallery, please follow the steps below.

Click Setup in the top right corner > Developer space > Custom functions > Click on the module options and choose Tasks > Gallery custom function.

If you have previously created custom functions in your portal, please click on the dropdown arrow located next to the "Create Custom Function" option.

In general, 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.

Use case:-

For instance, if you have a distinct Final Task within a project, and when the status of that particular task is changed to "closed," you want the project's status to be automatically updated to "closed" as well, this custom function is designed precisely to fulfill that requirement. Not just closed, you have the flexibility to update the project to any desired status such as "on hold" , "in progress" etc., 

This custom function which is available in the gallery is named as "Update Project Status". 

Custom function code:-

// TODO : Replace the Project Status's name.
updateStatusName = "zp.projstatus.completed";
projectDetails = invokeurl
[
url :projectsAPIEndPoint + "/portal/" + portalId + "/projects/" + projectId + "/"
type :GET
connection:"xxxxxxxxxx"
];
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:"xxxxxxxxxx"
];
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:"xxxxxxxxxx"
];
info projectDetail;
info "-------------------------------------";
}
}
return "success";


Once you click on create from Gallery, all the parameters will be mapped automatically. Replace "xxxxxxxxxx" in the above code with the connection name and "updateStatusName" with the required status. 

We hope you found this post useful. If you have any questions or wondering whether your requirement could be fulfilled using custom functions, feel free to share them in the comments section below.


      • Sticky Posts

      • Automate Timesheet Approvals with Multi-level Approval Rules

        Introducing Approval Rules for Timesheets in Zoho Projects. With this automation, teams can manage how timesheets are reviewed and approved by setting up rules with criteria and assigning approvers to handle submissions. Timesheet, when associated to

      • Accessibility Spotlight Series - 1

        Every user interacts with products differently, what feels intuitive to one may be challenging for another. Addressing this, accessibility is built into Zoho Project's design philosophy. This helps users navigate and perform actions with ease irrespective

      • Customize User Invites with Invitation Templates

        Invitation Templates help streamline the invitation process by allowing users to create customized email formats instead of sending a one-size-fits-all email. Different invitation templates can be created for portal users and client users to align with

      • Zoho Projects - Q3 Updates | 2025

        Hello Users, The final quarter of the year 2025 has begun, and we at Zoho Projects are all set with a plan. New targets to achieve and new milestones to reach, influenced by the lasting imprint of the past quarter. 2025's Q3 saw some new features and

      • Introducing Version-3 APIs - Explore New APIs & Enhancements

        Happy to announce the release of Version 3 (V3) APIs with an easy to use interface, new APIs, and more examples to help you understand and access the APIs better. V3 APIs can be accessed through our new link, where you can explore our complete documentation,

        • Recent Topics

        • Formatting Mailing Labels

          I want to use the "Print Mailing Labels" function on the drop down list, but I am not seeing a way to change the formatting on the mailing labels. At the moment, the information that appears on the mailing labels ARE NOT mailing addresses, but random

        • Zoho People. Updating TabularData

          I am trying to update tabular data in the record. I always have the same response. I have checked many times. Section ID is correct. May be something wrong with request structure itself. Can someone help me. Body content type: form urlencoded query params

        • Canvas View - Print

          What is the best way to accomplish a print to PDF of the canvas view? Latest update (27th November 2025): We are excited to announce that the Canvas Print View is now available! We encourage you all to try it out and share your feedback with us. Learn

        • New to automation - please help

          Hi there! We are new to automations in Zoho. We built out one automation campaign and it seems to be firing off for some people but others not. Please advise what's the best practice or if anything we should tweak. Thank you so much!

        • E-Invoicing in Belgium with Zoho Billing

          Starting January 1, 2026, Belgium is introducing mandatory electronic invoices (e-invoicing) for all B2B transactions between VAT-registered businesses. Invoices and credits notes must be exchanged in a prescribed digital format. How E-Invoicing works

        • Zia Conversation Summary: Context at a glance for every customer interaction

          Hello everyone! Every customer conversation tells a story—but in CRM, that story is rarely in one place. A sales rep moving between multiple leads has to reopen long email threads, check call remarks, and revisit meeting notes just to remember what was

        • How to set a fixed width of column/cells

          Is there a way to set a 'fixed' width for cells in zoho sheet?   I know how to adjust the size of the colums.... but after I past a large block of text into a cell, it expands the cell size again. (yes, I have turned off word wrap)   How can I set a fixed width so the cells don't change size each time I add data to a cell?   Thanks.

        • Cliq iOS can't see shared screen

          Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

        • Workdrive Oauth2 Token Isn't Refreshing

          I have set up oauth for a bunch of zoho apis and have never had a problem with oauth. With workdrive i am using the exact same template i usually use for the other zoho apps and it is not working. All requests will work for the first hour then stops so

        • Adding Reports to Portals

          Is there a way to add Reports to portals so only the user can see report templates relevant to them?

        • Single Portal for Multiple Apps

          Hello, I'm just getting started with Zoho and I'm very overwhelmed. I am currently using the free trial of Zoho One, but if I can figure it out, I intend to upgrade to the paid version. Zoho One, of course, gives me  access to an entire suite of services/applications. One of the things I'd like to do is have a single place for clients (customers?) to log in and view current projects, invoices, contact information, etc. A single login for my clients. A single portal. I've come across documentation

        • 【開催報告】 大阪 ユーザー交流会 2025/11/20（木）Zoho CRM Plus 活用のアイデアとデータの“見える化”

          皆さま、こんにちは。コミュニティチームの中野です。 11/20（木）に、大阪 ユーザー交流会を開催しました。本投稿では、その様子をお届けします。 当日の登壇資料などもこちらに共有しますので、参加できなかった皆さまもご参照ください。 （Zoho 社員セッションの登壇資料については、11/28(金)に開催予定の東京回の開催報告で共有いたします） 今年2回目の開催となる大阪 ユーザー交流会では、株式会社KDDIウェブコミュニケーションズ 山田さんによる Zoho CRM Plus の事例セッションのほか、「Zoho

        • search and Smart Bar both missing in Mail

          One of the users on my account does not have the search bar at the top right or the Smart Bar at the bottom left of the desktop Mail app. Any ideas how to get those back?

        • Contact custom field in layout

          Good day, all, I have an "Extension" custom field in contacts, and would like to display the contact extension in the ticket layout, but I don't seem to be able to. What am I missing? Thanks Rudy

        • Can I execute two 'functions' when completing a mail merge from CRM?

          Hi, I have set up a mail merge from CRM Deals to a template. I want a copy of this to be saved in Workdrive, and then a copy also saved back into the deal record from which the merge occurred. I can do both independent of each other, and managed to get

        • Every rating counts: Shaping customer experience

          We are back to that beautiful time of the year. It is the season to reflect, be thankful, and appreciate everything that has happened throughout the year. Thanksgiving is a time we connect with our family, friends, and relatives to strengthen relationships,

        • Paging through API results. a major gap in your documentation.

          There is no way for me. to get all of my data through a single API call. Typically REST APis have mechanisms for paging through API results. But the documentation for the API I am using: https://desk.zoho.com/DeskAPIDocument#Introduction Has no mention

        • How to remove duplicate contacts

        • Custom Field for Subscription

          Hi, I can't find a way to add a custom field (to contain a license key generated from our software) against a subscription? Is the only place to add this information in the Invoice module (as custom field for invoice)? When a customer views his subscription via the customer portal, there appears no way to display a license key for them? The invoice is not the natural place to store a license key for a particular subscription, so where else can this be stored and displayed?

        • Custom View and Custom Fields on Zoho Books

          Hi, I have some custom fields on Estimates and Invoices. I also use Custom Views so I can have a lot of information at a glance. I want to include my custom fields as columns in my custom views of estimates / invoice, but it looks like is not possible.

        • Cannot Access Subform Display Order in Deluge

          As highlighted in this community post, we still have to deal with the significant limitation of not being able to access the user-sorted order of subform rows through Deluge. This creates a major disconnect between the UI capabilities and backend automation,

        • Dropdown data depends on filters in another field.

          In my quote form I have a lookup field called Reseller that pulls from Accounts. I would like it to pull from Accounts, but only those accounts with an account field 'Type' where that is 'Reseller'. Does anyone know a way to do this? Similarly, I'd like

        • Is it possible to adjust the web browser tab title (when a ZoHo Desk ticket is opened)

          Hi All, When I open a ZoHo Desk ticket in a web browser, the tab title (text that appears at the top of the browser tab) uses the logic: *company icon picture* (xxxx) #ticket number - company name See below (highlighted in red) for reference. Company

        • Add Attachment Support to Zoho Flow Mailhook / Email Trigger Module

          Dear Zoho Support Team, We hope you are well. We would like to kindly request a feature enhancement for the Mailhook module in Zoho Flow. Currently, the email trigger in Zoho Flow provides access to the message body, subject, from address, and to address,

        • Collections Management: #7 Common Mistakes during Payment Collection

          Payment collection may appear straightforward in most cases. Still, as your customer base expands and transaction volume increases, it becomes clear that even small inefficiencies can lead to delayed payments, increased support load, or even revenue loss.

        • Recruit paid support?

          Hi all, Could anyone who has paid support package advise if it provides value for money with regards to support response times? Exploring the idea as unfortunately when we have faced issues with Recruit it has been a 7+ day timescale from reporting to

        • Unusual activity detected from this IP. Please try again after some time

          When i try to create new addresses on my account i am getting this error, it has been 24 hours now and i am still getting this error can anyone help

        • Read webpage - MSXML2.ServerXMLHTTP

          I have the following VBA script, put together from various sources (mainly zoho forum/help/support, so it once worked, I guess): private Sub GetListOfSheets() Dim url As String Dim xmlhttp As Object Dim parameters As String Dim html As String range("B1").value

        • Sortie de Zoho TABLE ??

          Bonjour, Depuis bientôt 2 ans l'application zoho table est sortie en dehors de l'UE ? Depuis un an elle est annoncée en Europe Mais en vrai, c'est pour quand exactement ??

        • Rename Record Summary PDF in SendMail task

          So I've been tasked with renaming a record summary PDF to be sent as part of a sendmail task. Normally I would offer the manual solution, a user exports the PDF and uploads it to a file upload field, however this is not acceptable to the client in this

        • Limitation with Dynamic Email Attachment Capture

          I've discovered a flaw in how Zoho Creator handles email attachments when using the Email-to-Form feature, and I'm hoping the Zoho team can address this in a future update. The Issue According to the official documentation, capturing email attachments

        • Recruit API search

          Hi all, Attempting to call the search api endpoint from Postman using the word element as mentioned in api docs Search Records - APIs | Online Help - Zoho Recruit When making the call to /v2/Candidates/search?word=Saudi receive response of { "code": "MANDATORY_NOT_FOUND",

        • Text/SMS With Zoho Desk

          Hi Guys- Considering using SMS to get faster responses from customers that we are helping.  Have a bunch of questions; 1) Which provider is better ClickaTell or Screen Magic.  Screen Magic seems easier to setup, but appears to be 2x as expensive for United States.  I cannot find the sender id for Clickatell to even complete the configuration. 2) Can customer's reply to text messages?  If so are responses linked back to the zoho ticket?  If not, how are you handling this, a simple "DO NOT REPLY" as

        • How to update Multi File upload field

          Assume that i have a multi file upload field,how can i update the same field again?

        • Custom Field in Zoho Projects pulling into Analytics

          We have a client that we have built our their new business process using Zoho Projects, and we have build a lot of custom fields with their their Projects where they are capturing specific data points that we want to be able to track and pull data, as

        • Marketer's Space - Holiday season email marketing tips you should know

          Hello Marketers! Welcome back to another post in Marketer's Space! 'Tis the season—that time of the year everyone eagerly anticipates. While most look forward to relaxing, marketers will be super-busy from late November to early January. Mistakes can

        • Zia Competitor Alerts made easy with Zia's suggestions

          Hi everyone, In addition to the existing manually added competitors, Zia will now find your competitors for you - instantly. Earlier, you had to identify competitors through research manually, support tickets, or tradeshows—a time-consuming process that

        • Add Custom Field Inside Parts Section

          How to Add Custom Field Inside Parts Section in Workorder like Category and Sub- Category

        • Zoho CRM Community Digest October 2025 | Part 2

          Hello Everyone! From new mobile capabilities and smarter integrations to real-world workflow fixes and developer insights, all the highlights from the second half of October is covered right here. Let’s dive in. Product Updates: Zoho CRM Mobile Updates:

        • Understanding Zoho Contracts

          Effective contract management relies on systems that are structured, organized, and reliable. Every feature, workflow, rule, and restriction in Zoho Contracts are designed the way they are to ensure consistency, compliance, and control across every stage

        • Next Page