Power of Automation :: Automatic removal of the associated team folder once the Project is Archived.
Hello Everyone,
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.
Requirement:-
One of our customers would like to remove the files that are associated to the team folder from Workdrive once the project is Archived. The same has been implemented using Project custom functions along with Workflow rules thus effectively managing storage and preventing the accumulation of unnecessary files for archived projects.
Below is the custom function code for reference.
Custom function code:-
// TODO: Please create a connection for the Zoho OAuth service with the scopes "WorkDrive.team.ALL, WorkDrive.workspace.ALL , WorkDrive.files.ALL, ZohoProjects.portals.ALL, ZohoProjects.documents.READ, WorkDrive.teamfolders.DELETE"
Click this link below to learn how to create the connection.
getFoldersUrl = "http://projects.zoho.com/api/v3/portal/"+portalId+"/projects/"+projectId+"/folders";
teams = invokeurl
[
url :getFoldersUrl
type :GET
connection:"xxxxxxxxx"
];
for each team in teams.get("folders") {
if(team.containKey("thirdparty_folder_id")){
folderId = team.get("thirdparty_folder_id");
deleteTeamFoldersUrl ="https://projects.zoho.com/api/v3/portal/"+portalId+"/documents/thirdparty/teamfolder/"+folderId+"?service=workdrive";
teams = invokeurl
[
url :deleteTeamFoldersUrl
type :DELETE
connection:"xxxxxxxxx"
];
}
}
Make sure to replace xxxxxxxxx with Zoho OAuth connection name. Screenshot of the list of parameters to be mapped and sample Project workflow rule is attached for reference.
Please note the above custom function only deletes the team folders that are associated to the Project and not the attachments associated to other entities (like Tasks / Issues).
We hope you found this post useful. If you have any questions or wondering if your requirement could be met using custom functions, feel free to share them in the comments section below.
Topic Participants
Saraswathi S
Sticky Posts
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 keepEnhanced 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 groupedTip 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 enableRename Task Module To Suit Your Project
Task Module in Zoho Projects gives a comprehensive view of all the action items, known as Tasks, across all projects. However, different industries may use alternative terminology for similar processes, which might not always be recognised when labelledProject 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