Automation Series: Auto-create Dependent Task on Status Change

In Zoho Projects, you can automatically create and assign a dependent task when a task’s status is updated. This helps teams stay aligned, ensures reviews happen on time, and reduces manual effort.

In this post, we’ll walk through an easy setup using a Custom Function scripted in Deluge.

Use-case

In a scenario where an auditor schedules a task that requires a compliance review, once the task status is updated from Scheduled, a Dependent task is automatically created and assigned to the Compliance team. All related attachments are carried forward, ensuring the auditors and reviewers have full overview and can proceed without manual coordination.

To configure this flow,

1. Navigate to the upper-right corner of the page and click  → Developer Space → Connections → Create Connection using the following scopes:

1. ZohoProjects.portals.READ
   
2. ZohoProjects.portals.ALL
   
3. ZohoProjects.projects.READ
   
4. ZohoProjects.tasks.CREATE
   
5. ZohoProjects.tasks.UPDATE
   
6. ZohoProjects.tasks.READ
   
7. WorkDrive.workspace.ALL
   
8. WorkDrive.files.ALL
   
9. ZohoProjects.documents.READ
   
10. ZohoProjects.documents.CREATE
    

2. Navigate to  → Developer Space → Custom Functions. Under the Task tab, create a new custom function and add the following Deluge script.

Ensure that the portal URL aligns with your data centre. If not, the function may not execute as expected. Also, make sure the specified team is associated with the project; otherwise, the task assignment will fail.

1. // TODO : Replace Dependency Type here with "FS, SS, SF, FF"
2. // scopes: ZohoProjects.portals.READ, ZohoProjects.portals.CREATE, ZohoProjects.projects.READ, ZohoProjects.tasks.CREATE, ZohoProjects.tasks.UPDATE, ZohoProjects.tasks.READ, WorkDrive.workspace.ALL, WorkDrive.files.ALL, ZohoProjects.documents.READ, ZohoProjects.documents.CREATE.
3. // get team id
4. endPoint = "https://projects.zoho.in/restapi/portal/";
5. endPointV3 = "https://projects.zoho.in/api/v3/portal/";
6. getTaskStatusTimeline = invokeurl
7. [
8. url :endPointV3 + portalId + "/projects/" + projectId + "/tasks/" + taskId + "/status-timeline"
9. type :GET
10. connection:"connectionprojects"
11. ];
12. size = getTaskStatusTimeline.size() - 1;
13. oldStatusName = getTaskStatusTimeline.get(size).get("previous_status").get("name");
14. if(oldStatusName.containsIgnoreCase("Scheduled"))
15. {
16. teamName = "Compliance Team";
17. userGroupsResponse = invokeurl
18. [
19. url :endPoint + portalId + "/projects/" + projectId + "/usergroups/"
20. type :GET
21. connection:"connectionprojects"
22. ];
23. teams = userGroupsResponse.get("userGroups");
24. for each team in teams
25. {
26. if(team.get("groupObj").get("group_name").containsIgnoreCase(teamName))
27. {
28. teamId = team.get("groupObj").get("group_id");
29. }
30. }
31. teamIds = List();
32. teamIds.add(teamId);
33. dependencyType = "FS";
34. //Create Tasks parameters
35. values_map = Map();
36. values_map.put("name","Compliance Audit Verification");
37. values_map.put("description"," Review task created for the Security and Compliance team to validate requirements, assess risks, and confirm adherence to defined standards. Attachments from the originating task are included for reference.");
38. values_map.put("associated_teams",teamIds);
39. //Invoke Create Task
40. createTaskResponse = zoho.projects.create(portalId,projectId,"tasks",values_map,"connectionprojects");
41. // Get TaskId From Task response
42. if(createTaskResponse != null && createTaskResponse.get("tasks") != null)
43. {
44. taskInfo = createTaskResponse.get("tasks").get(0);
45. newTaskId = taskInfo.get("id_string");
46. // copy attachments to new task
47. getAttachmentsResponse = invokeurl
48. [
49. url :endPointV3 + portalId + "/projects/" + projectId + "/attachments?entity_type=task&entity_id=" + taskId
50. type :GET
51. connection:"connectionprojects"
52. ];
53. if(getAttachmentsResponse.get("attachment").size() > 0)
54. {
55. taskAttachments = getAttachmentsResponse.get("attachment");
56. for each attachment in taskAttachments
57. {
58. associateParam = Map();
59. associateParam.put("entity_type","task");
60. associateParam.put("entity_id",newTaskId);
61. associateToTaskComment = invokeurl
62. [
63. url :endPointV3 + portalId + "/projects/" + projectId + "/attachments/" + attachment.get("attachment_id")
64. type :POST
65. parameters:associateParam
66. connection:"connectionprojects"
67. ];
68. }
69. }
70. //Add Dependancy Between Tasks Parameter
71. dependencyParam = Map();
72. dependencyParam.put("taskid",newTaskId);
73. dependencyParam.put("predids",taskId);
74. dependencyParam.put("projId",projectId);
75. dependencyParam.put("toupdate","dependencyset");
76. dependencyParam.put("childprojId",projectId);
77. dependencyParam.put("dependencytype",dependencyType);
78. // invoke task dependency Api
79. dependency = invokeurl
80. [
81. url :endPoint + portalId + "/projects/" + projectId + "/taskdependency/"
82. type :POST
83. parameters:dependencyParam
84. connection:"connectionprojects"
85. ];
86. info dependency;
87. info "-------------------------------------";
88. }
89. }
90. return "success";

Customise the task name and description in lines 36 and 37 as needed, then save the function.

Replace "connectionprojects" with your Zoho Projects connection name in lines 10, 21, 51, and 84 of the deluge.

3. Add the below arguments during configuration.

After mapping the arguments, save the function and enter the Task ID when prompted. This custom function will execute automatically whenever an issue status changes from Scheduled, creating the dependent task as defined in the workflow rule.

4. After saving the custom function, Navigate to  → Automation → Workflow Rules → Projects Tab → New Workflow Rule with the below settings.

5. Configure the workflow to trigger Based on User Action when a task is Updated, and associate the custom function to execute automatically on the status change.

With this automation in place, tasks are triggered automatically, dependencies are assigned, and supporting attachments are transferred ensuring hand-offs without manual effort.

If you have any questions, feel free to drop a comment below or reach out to us at support@zohoprojects.com.

• Topic Participants

• Ritula S

  

• Sticky Posts

• 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

• Choosing the Right Automation in Zoho Projects

  In any project, different types of actions are needed at different points. Some projects require control on how tasks move, some require reacting to updates, and some require executing additional actions beyond the task. Automation in Zoho Projects is

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

  New Update - The end of life timeline for V2 APIs has now been extended to 30th June, 2026 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.

• CodeX Scripts for Enforcing Custom Project Logic

  Every organization has a defined way of executing projects. There are clear expectations around how tasks should move, when projects should progress, and which actions require validation. When these rules are consistently followed, projects remain structured

• Automation Series: Auto-create Dependent Task on Status Change

  In Zoho Projects, you can automatically create and assign a dependent task when a task’s status is updated. This helps teams stay aligned, ensures reviews happen on time, and reduces manual effort. In this post, we’ll walk through an easy setup using

• Recent Topics

• Coupon Codes and Cancelling Subscriptions

  We have two Zoho One organizations, one we use for dev/testing. In Zoho Billing when we cancel a subscription, we are getting two different behaviors with regards to coupons. In one environment, the coupon is removed upon cancellation. In the other, the

• Zoho Books | Product updates | April 2026

  Hello users, Welcome to our April 2026 product updates roundup! Highlights include profit margin for sales transactions, insights in reports, recording deposits from undeposited funds in banking, and faster production workflows with improved assembly

• Journal Entries Do Not Show Multiple Entries to the Same Account

  Another basic accounting function that Books ... Accountants sometimes write journal entries, debiting and/or crediting the same account in the same entry. This is due to the need to record specific activity in an account when we pull reports especially

• Email Opt Out Question

  Has the problem where if a customer is emailed opt out prevents you sending standard emails? For me this feature is simply to stop any email marketing and should not block people from receiving emails via Zoho mobile, which makes no sense.

• Bulk Writer Export

  Pardon me if this has already been discussed (I can't find anything about it in these forums and my last attempt to start a thread seems to have failed). Is it possible to export more than one document at once? I would be really great to be able to burn OpenOffice.Org files of all my Zoho documents once a month to a CDR. If that feature is available/were created, this would be my main word processor. Without being able to do my own bulk backups I'm leery to count on Zoho's servers (which are robust

• Sites API

  Is there a Sites API and if so where can we find documentation

• Extracting phone number from variable

  Hi. I've created a flow between Calendly and Zoho CRM. So when someone schedules a meeting in Calendly, there is a lead created in Zoho CRM. However, I am not able to fill in the phone number field in Zoho CRM, because the phone number is included in

• I can't fetch Calendly Fields

  Hello, I have set up a flow to connect Calendly with Zoho CRM, A few days ago I have mentioned that I should update the Calendly app connection and I have done, After Calendly has been updated I have some issues such as Event location missing I can map

• Edit a previous reconciliation

  I realized that during my March bank reconciliation, I chose the wrong check to reconcile (they were for the same amount on the same date, I just chose the wrong check to reconcile). So now, the incorrect check is showing as un-reconciled. Is there any way I can edit a previous reconciliation (this is 7 months ago) so I can adjust the check that was reconciled? The amounts are exactly the same and it won't change my ending balance.

• What's new in Zoho Social - Q1 recap

  Hello everyone, We’ve rolled out a bunch of updates in Q1, and we’re excited to walk you through them. To help you explore these features in detail, we’re hosting a Q1 recap webinar where we’ll show you how to make the most of each update. Q1 recap webinar

• Ignore Auto Sales Order number generation not working

  Hi, My Flow has broken and I'm no longer able to use the Ignore auto number generation function and instead use the field that came from the trigger (via Jotform) when creating a new Sales Order in Books. Any suggestions how to fix this?

• Vendor bills cannot be assigned to a customer or a customer project?

  I'm confused on how to handle outsourced contractor expenses on a customer project.  Between my business and the contractor, the invoice they send me fits obviously into Zoho Books as a Bill. However, I need to be able record those expenses to the client

• Anyone using Books to track Project Profitability? If so, I could use some guidance

  Hello Zoho Community. I am a recent subscriber to Zoho, and its part of an ongoing evaluation.  My company (and my clients) have extensive project-tracking needs.  The Projects module seems to be good from a project management standpoint, but I am perplexed

• Introducing parent-child ticketing in Zoho Desk [Early access]

  Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-child

• Problem in usage zoho

  Difficulty to submit the from in my training to handle ticket on your free trial

• In-House, Non-Billable Projects

  I use Zoho Projects solely for in-house projects with fixed cost budgets.  Only bills and expenses need to be charged against the budget.  There are no customers to be billed or invoices to be created. How can such a non-billable project be set up?   As

• [Webinar] What's New in Zoho Analytics: Q1, 2026

  To all the data enthusiasts out there, we're back again with another power-packed webinar in the What's New series! This last quarter was marked by exciting new features and product updates focused on offering you top-notch solutions. With new data connectors,

• Ask The Expert: Deep Dive into Zoho CRM, Desk, SalesIQ, and Campaigns!

  Are you using Zoho to power your sales, support, and marketing, and have questions about configuration, automation, or best practices? We have great news: the “Ask The Expert” session is coming to the Zoho Benelux Community! This session is specifically

• Users I've shared the sheet with cannot use the Custom Functions

  Hi, I have a Zoho Sheet worksheet that I shared to 2 colleagues, giving them full access: In that worksheet, I created a button with a custom Deluge function and it works flawlessly for me: For those I shared the worksheet to, when they click the button,

• Limiting the form - Zoho People

  Hi Team, I would like to limit the number of form/request submissions for employees within a given month. For example, if an employee has already submitted 3 requests in the current month, they should not be allowed to submit any further requests. An

• Automate the file import step

  Hello everyone, I have a Sales - 'Account' category, and currently import the file to update it as follows: Import Accounts - From File - Update existing Accounts only - select and match the field the CRM. Since we have been using Microsoft 365 SharePoint.

• Zoho Creator In-App Notification

  Hi Team, I have implemented an in-app notification using code, as it required some customization. I followed the example in the link below: https://www.zoho.com/deluge/help/pushnotify-using-deluge.html#Example I have a couple of questions regarding this

• Deluge Error: "Data type of argument of function 'get' did not match required type [BIGINT]" when working with Lookup fields

  Hi everyone, I’m facing an issue in Zoho CRM Deluge while working with lookup fields. Setup: Module: Monthly Bills Field: Customer (Lookup → Accounts) Module: Laundry Orders Field: Laundry_Account_Name (Lookup → Accounts) Field: Expected_Revenue (Currency)

• Add Flexible Recurrence Options for Meeting Scheduling in Zoho Cliq (e.g., Every 2 Weeks)

  Hello Zoho Cliq Team, We hope you are doing well. Currently, when scheduling a meeting inside Zoho Cliq, the recurrence options are limited to Daily, Weekly, Monthly, and Yearly. There is no ability to set a meeting to occur every X weeks — for example,

• Announcing Zoho Sheet desktop app for macOS and Windows (Beta)

  Hello Sheet users, We know you’ve been waiting for this one. It has always been the top priority on our roadmap to provide a single native desktop app for macOS and Windows that works both online and offline. Today, we are excited to announce that the

• In App Auto Refresh/Update Features

  Hi,    I am trying to use Zoho Creator for Restaurant management. While using the android apps, I reliased the apps would not auto refresh if there is new entries i.e new kitchen order ticket (KOT) from other users.   The apps does received notification but would not auto refresh, users required to refresh the apps manually in order to see the new KOT in the apps.    I am wondering why this features is not implemented? Or is this feature being considered to be implemented in the future? With the

• Unable to Log In to FSM Mobile App

  Hello FSM Team, We are encountering an issue when logging in to the FSM mobile app. When entering the user email, the system shows the error: “This account does not exist.” However, the same user is able to log in successfully via web (fsm.zoho.com).

• Clarification on “Change Owner” vs Dispatcher Role in Work Orders

  Hi Mr. Abid, Good day! We would like to understand the purpose and correct usage of the “Change Owner” option in the Work Order module. As we noticed, there is an option to Change Owner in the Work Order. At the same time, there is also a separate field/role

• New Income Tax Act 2025 and Rules 2026 for India (Effective 1 April 2026)

  Hello everyone, The Income Tax Act 2025 came into effect from 1 April 2026. This new law replaces the old Income Tax Act of 1961. Along with the new Act, the Income Tax Rules 2026 have also been released by the government. These updates bring practical

• Facturation électronique 2026 - obligation dès le 1er septembre 2026

  Bonjour, Je me permets de réagir à divers posts publiés ici et là concernant le projet de E-Invoicing, dans le cadre de la facturation électronique prévue très prochainement. Dans le cadre du passage à la facturation électronique pour les entreprises,

• How can I delete a user profile created ?

  I can't delete custom profiles created. Why ?

• Search API filter/sort ignores comment-triggered modifiedTime updates

  Summary When a comment is added to a Call or Account, the parent record's modifiedTime is correctly bumped. This bumped value is visible in: GET /api/v1/calls/{id} ✅ GET /api/v1/calls/search without a filter ✅ — the record's response body shows the new

• ZOHO Cadence

  Can you edit when a cadence is set to enroll? For instance, I currently have it set up to enroll three days after a new record is created that fits the custom view criteria; however, I would like to change it to enroll immediately. I do not see where

• Dynamic Multi-Staff Selection for Ad-Hoc Bookings

  Summary Allow customers or internal schedulers to select specific staff members at the time of booking, with Zoho Bookings automatically surfacing only the time slots where all selected members are simultaneously available. Current Behaviour Zoho Bookings

• How Can I Clear Deleted Members and Free Up Their Storage?

  Can we remove these deleted members and free up their storage?

• Zoho Books Create Invoice API

  I am creating zoho invoices via the API.  Now that zoho has released sub-accounts, i'd like to create invoices and link them to sub-accounts within "sales" account.   For example; my chart of accounts looks like this; Sales ->Website Sales    ->Campaign Sales ->Offline Sales However, when I try to pass these accounts to the API, I receive an error that only Bank accounts can be passed with the create invoice.  

• Multiselect lookup in subform

  It would be SO SO useful if subforms could support a multiselect look up field! Is this in the works??

• Ability to Set Text Direction for Individual Cells in Zoho Sheet

  Dear Zoho Sheet Team, We hope you are doing well. We would like to request an enhancement in Zoho Sheet that allows users to set the text direction (right-to-left or left-to-right) for individual cells, similar to what is available in Google Sheets. Use

• Contact not saved after editing

  Hi. I discovered a couple of problems with Zoho contact. (1) BUG. Contact is not saved after editing. If you edit an existing contact by putting a bracket in one of the fields you get the message "Contact updated successfully" but nothing is saved. All updates (including the other fields) are lost. Steps to reproduce. Go to an existing contact and change the first name to "Robert (Bob)". (2) In the phone number fields you can only save numeric data (0 to 9). This seems an unneccessary restriction.

• Zoho Mail Android app update: UI revamp

  Hello everyone! We are excited to share that the first phase of the Zoho Mail Android UI revamp is now live. In this update, we have redesigned navigation bar at the bottom to quickly access the Email, Calendar, Contacts, and Settings modules. Also, the

• Next Page