Power of Automation :: Automatically divide the work hours between the task owners

Power of Automation :: Automatically divide the work hours between the task owners

Hello Everyone,

A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and calculations. 

Let us consider the below use case from a customer - 

As per the design, Work hours will be allocated based on the number of owners assigned to a task. For example, A task is added with the duration of 16 hours and assigned to a user, John. So, the work hours allotted for him will be 16 hours. If one more owner is added to the same task, the work hours gets doubled and the total work hours will be 32. 

But we have received a specific use case from a customer and he wanted to allocate the work hours at task level instead of individual user level.

From the above scenario, he wants the work hours '16' to be equally divided between the task owners rather than doubling it to 32.

We resolved this use case using Custom functions in Zoho Projects

Todo : Create a connection for Zoho Projects service with the scopes “ZohoProjects.portals.READ”, “ZohoProjects.tasks.READ”, “ZohoProjects.tasks.UPDATE” to replace ‘connectionprojects’ with the connection name. Click this link below to learn how to create the connection. Attached the screenshots of Task Workflow Rule & Arguments.

Script to be used : 
  1. endPoint = "https://projects.zoho.com/restapi/portal/";
  2. updateTaskParameter = Map();
  3. ownerIds = "";
  4. isOwnerPresent = false;
  5. taskWorks = List();
  6. if((duration.contains(":")||duration.toNumber()!=0)&&affectedValues.get("action").containsIgnoreCase("Creation"))
  7. {
  8. // Get Task Details
  9. taskResponse = zoho.projects.getRecordById(portalId,projectId,"Tasks",taskId,"connectionprojects");
  10. owners = taskResponse.get("tasks").get(0).get("details").get("owners");
  11. workHours = taskResponse.get("tasks").get(0).get("work");
  12. workhour = workHours.toList(":").get(0).toNumber();
  13. workhour_mins = workHours.toList(":").get(1).toNumber();
  14. convertedMinsToHours = workhour_mins.toNumber() / 60;
  15. totalWorkHours = workhour + convertedMinsToHours;
  16. ownerCount = owners.size();
  17. for each  owner in owners
  18. {
  19. if(owner.get("name").containsIgnoreCase("Unassigned"))
  20. {
  21. break;
  22. }
  23. else
  24. {
  25. isOwnerPresent = true;
  26. ownerWorkHours = totalWorkHours / (ownerCount * ownerCount);
  27. taskWork = Map();
  28. taskWork.put("user_id",owner.get("id"));
  29. taskWork.put("working_hours",ownerWorkHours.round(2));
  30. taskWorks.add(taskWork);
  31. ownerIds = ownerIds + owner.get("id") + ",";
  32. }
  33. }
  34. taskOwners = ownerIds.removeLastOccurence(",");
  35. if(isOwnerPresent)
  36. {
  37. totalHours = totalWorkHours / ownerCount;
  38. updateTaskParameter.put("owner_work",taskWorks);
  39. updateTaskParameter.put("work_type","work_hours");
  40. updateTaskParameter.put("person_responsible",taskOwners);
  41. updateTaskResponse = zoho.projects.update(portalId,projectId,"tasks",taskId,updateTaskParameter,"connectionprojects");
  42. }
  43. }
  44. else
  45. {
  46. // Get Task Details
  47. taskResponse = zoho.projects.getRecordById(portalId,projectId,"Tasks",taskId,"connectionprojects");
  48. owners = taskResponse.get("tasks").get(0).get("details").get("owners");
  49. durationType = taskResponse.get("tasks").get(0).get("duration_type");
  50. duration = taskResponse.get("tasks").get(0).get("duration");
  51. if(durationType.containsIgnoreCase("hrs"))
  52. {
  53. totalHours = duration.toDecimal();
  54. }
  55. else
  56. {
  57. portalInfo = invokeurl
  58. [
  59. url :endPoint + portalId + "/"
  60. type :GET
  61. connection:"connectionprojects"
  62. ];
  63. businessHours = portalInfo.get("portals").get(0).get("settings").get("business_hours");
  64. business_start = businessHours.get("business_start");
  65. business_end = businessHours.get("business_end");
  66. businessTotalHours = (business_end - business_start) / 60;
  67. totalHours = duration.toDecimal() * businessTotalHours;
  68. }
  69. ownerCount = owners.size();
  70. for each  owner in owners
  71. {
  72. if(owner.get("name").containsIgnoreCase("Unassigned"))
  73. {
  74. break;
  75. }
  76. else
  77. {
  78. isOwnerPresent = true;
  79. ownerWorkHours = totalHours / ownerCount;
  80. taskWork = Map();
  81. taskWork.put("user_id",owner.get("id"));
  82. taskWork.put("working_hours",ownerWorkHours.round(2));
  83. taskWorks.add(taskWork);
  84. ownerIds = ownerIds + owner.get("id") + ",";
  85. }
  86. }
  87. taskOwners = ownerIds.removeLastOccurence(",");
  88. if(isOwnerPresent)
  89. {
  90. updateTaskParameter.put("owner_work",taskWorks);
  91. updateTaskParameter.put("work_type","work_hours");
  92. updateTaskParameter.put("person_responsible",taskOwners);
  93. updateTaskResponse = zoho.projects.update(portalId,projectId,"tasks",taskId,updateTaskParameter,"connectionprojects");
  94. }
  95. }
  96. return "success";
Watch this space for more such custom functions
    Zoho Desk Resources

    • Desk Community Learning Series


    • Digest


    • Functions


    • Meetups


    • Kbase


    • Resources


    • Glossary


    • Desk Marketplace


    • MVP Corner


    • Word of the Day


      • 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

      Zoho CRM Plus Resources

        Zoho Books Resources


          Zoho Subscriptions Resources

            Zoho Projects Resources


              Zoho Sprints Resources


                Zoho Orchestly Resources


                  Zoho Creator Resources


                    Zoho WorkDrive Resources



                      Zoho Campaigns Resources

                        Zoho CRM Resources

                        • CRM Community Learning Series

                          CRM Community Learning Series


                        • Tips

                          Tips

                        • Functions

                          Functions

                        • Meetups

                          Meetups

                        • Kbase

                          Kbase

                        • Resources

                          Resources

                        • Digest

                          Digest

                        • CRM Marketplace

                          CRM Marketplace

                        • MVP Corner

                          MVP Corner




                          Zoho Writer Writer

                          Get Started. Write Away!

                          Writer is a powerful online word processor, designed for collaborative work.

                            Zoho CRM コンテンツ




                              ご検討中の方