Power of Automation: Automatically Archive a Project after 60 days from its completion.

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 wants to automatically archive the projects after 60 days from its completion date. Same was achieved using the Schedule function feature available in Zoho Projects.

Below is the custom function code for reference.

Custom function code:-

days = 60;

endPoint = "https://projects.zoho.com/restapi/portal/";

endPointV3 = "https://projects.zoho.com/api/v3/portal/";

currentDate = zoho.currentdate;

// get all custom Views

getAllCustomViewResponse = invokeurl

[

url :endPoint + portalId + "/module/projects/customview/"

type :GET

connection:"XXXXXXX"

];

customViews = getAllCustomViewResponse.get("default_views");

for each customView in customViews

{

if(customView.get("name").containsIgnoreCase("completedprojects"))

{

customViewId = customView.get("custom_view_id");

break;

}

// get all delayed projects

getAllProjectsParam = Map();

getAllProjectsParam.put("custom_view_id",customViewId);

getAllProjectsParam.put("page",0);

getAllProjectsParam.put("per_page",100);

getAllProjectsParam.put("is_gantt",false);

getAllProjectResponse = invokeurl

[

url :endPointV3 + portalId + "/projects"

type :GET

parameters:getAllProjectsParam

connection:"XXXXXXX"

];

projectsList = getAllProjectResponse.get("data").get(0).get("entities");

if(getAllProjectResponse.get("view_count") > 0)

{

for each project in projectsList

{

projectId = project.get("id");

// get project details

getProjectDetailsResponse = invokeurl

[

url :endPoint + portalId + "/projects/" + projectId + "/"

type :GET

connection:"XXXXXXX"

];

projectEndDate = getProjectDetailsResponse.get("projects").get(0).get("completed_on");

daysDiff = toDate(projectEndDate).daysBetween(currentDate);

if(daysDiff >= days){

projectsParameter = Map();

projectsParameter.put("status","archived");

updateProjectResponse = invokeurl

[

url :endPoint + portalId + "/projects/" + projectId + "/"

type :POST

parameters:projectsParameter

connection:"XXXXXXX"

];

}

Make sure to replace XXXXXXX with the Zoho Projects connection link name which has the scopes 'ZohoProjects.portals.READ, ZohoProjects.projects.READ, ZohoProjects.projects.UPDATE. ALL'. Check this link to learn how to create the connection.

Also, a screenshot of the sample Schedule Function along with arguments to be mapped is attached for reference.

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