Power of Automation::Automate the process of folder creation in Google Drive upon task creation in Zoho Projects

Hello Everyone,

We received a specific requirement from one of our customers and decided to share it here so that others with similar needs can benefit from it.

Requirement

Sub folders should be created upon Task creation in Zoho Projects with task id and name as title.

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.

Pre requisites to achieve this requirement

1. Create connection with below mentioned services and scopes

Zoho Projects --> ZohoProjects.tasks.ALL

Google Drive --> https://www.googleapis.com/auth/drive
https://www.googleapis.com/auth/drive.file

2. Create a folder in Google Drive with project name.

3. Create a URL field in Project layout named "Projects Files Link" and update the drive link of the project.

Custom function code

//to get the particular task details

taskdetails = invokeurl

[

url :"https://projectsapi.zoho.com/restapi/portal/" + portalId + "/projects/" + projectId + "/tasks/" + taskId + "/"

type :GET

connection:"xxxxxxxxxx"

];

info "-------------------------------";

//To get the key and name from the particular task details

if(taskdetails != null)

{

taskdetailsone = taskdetails.get("tasks");

key = taskdetailsone.getJSON("key");

name = taskdetailsone.getJSON("name");

info key;

info name;

}

//To get the drive link(parent folder Id) from the projects details

projectdetails = invokeurl

[

url :"https://projectsapi.zoho.com/restapi/portal/" + portalId + "/projects/" + projectId + "/"

type :GET

connection:"xxxxxxxxxx"

];

info projectdetails;

if(projectdetails != null)

{

projectdetailsone = projectdetails.get("projects");

customfields = projectdetailsone.getJSON("custom_fields");

for each customfield in customfields

{

projectfileslink = customfield.getJSON("Projects Files Link");

if(projectfileslink != null)

{

projectfileslink = projectfileslink.replaceAll("/"," ");

projectfileslinklist = projectfileslink.toList(" ");

parentfolderId = projectfileslinklist.get(projectfileslinklist.size() - 1);

}

//creating the folder in the Google Drive with the key and task title as the name of the folder

drive_map = Map();

header_data = Map();

header_data.put("Content-Type","application/json");

drive_map.put("mimeType","application/vnd.google-apps.folder");

drive_map.put("name",key + " " + name);

drive_map.put("parents",{parentfolderId});

response = invokeurl

[

  url :"https://content.googleapis.com/drive/v3/files"
  type :POST
  parameters:drive_map.toText()
  headers:header_data
  connection:"yyyyyyyyy"
];

info response;

return "success";

Make sure to replace the connection names (xxxxxxxxxx - Zoho Projects and yyyyyyyyy - Google Drive respectively) in the above code. Screenshot of the list of parameters to be mapped and sample Task workflow rule are attached for reference.

Using the above custom function code, our customer was able to capitalise Task custom functions in Zoho Projects which allowed them to automate task updates, reducing time consumption of manually creating folders in Google Drive and in turn increasing their business productivity.

We hope you found this post useful. If you have any questions, feel free to share them in the comments section below.

Zoho Desk Resources

Desk Community Learning Series
Digest
Functions
Meetups
Kbase
Resources
Glossary
Desk Marketplace
MVP Corner
Word of the Day

Topic Participants
Saraswathi S

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
Rename 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 labelled
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
Achieve Full Financial Control by Tracking Both Cost Budget and Budgeted Hours
Zoho Projects now supports tracking budget with both Cost Budget and Budgeted Hours simultaneously across all modules (Based on Project, Phase, Task, or User). Why Track Both? Tracking both cost budget and budgeted hours provides a more holistic view
🎉 Celebrate Zoho Projects’ 18th Birthday with Us! 🎉
Hello Zoho Projects Community, We’re thrilled to announce that Zoho Projects is turning 18 today! To mark this milestone, we’re hosting a special AMA (Ask Me Anything) event starting at 3 PM IST today and running until 3 PM IST tomorrow. This is your