Power of Automation :: Automatic trigger of email alerts upon Project completion.

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:-

A customer requested an email notification to be sent to all the project users when a project status changes to completed. While this can be achieved using Email alerts and Project workflow rules, manually updating the user list when users join or leave the project would be cumbersome.

Therefore, we have implemented a custom function that retrieves the current list of project users when the status is updated to completed, ensuring accurate notifications are sent to the appropriate users. The custom function code should be linked to a Project Workflow rule and triggered when the project status is updated to completed.
Below is the custom function code for reference.

Custom function code:-

// TODO: Please create a connection for the Zoho Projects service with the scopes
scopes: ZohoProjects.users.ALL
Click this link below to learn how to create the connection.
loop50 = {1,2,3,4,5,6,7,8,9,10,11,12,13,14,15,16,17,18,19,20,21,22,23,24,25,26,27,28,29,30,31,32,33,34,35,36,37,38,39,40,41,42,43,44,45,46,47,48,49,50};

userParameter = Map();

EmailIds = List();

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

hasNextPage = true;

userParameter.put("per_page",100);

days = 30;

mail = "";

currentDate = zoho.currentdate;

// users

for each loop in loop50

{

userParameter.put("page",loop);

if(hasNextPage)

{

usersResponse = invokeurl

[

url :endPointV3 + portalId + "/projects/"+ projectId + "/users"

type :GET

parameters:userParameter

connection:"XXXXXXXX"

];

hasNextPage = usersResponse.get("page_info").get("has_next_page");

users = usersResponse.get("users");

for each user in users

{

EmailIds.add(user.get("email"));

}

else

{

break;

}

if(EmailIds.size() > 0)

{

for each toMail in EmailIds

{

mail = mail + toMail + ",";

}

tomailaddress = mail.removeLastOccurence(",");

info tomailaddress;

sendmail

[

from :zoho.loginuserid

to :tomailaddress

subject :"Project is completed"

message :"Thank you!"

]

}

return "success";

Make sure to replace XXXXXXX with the Zoho Projects connections link name. Modify the subject and message if needed. Screenshot of the list of parameters to be mapped and sample Project workflow rule is attached for reference.

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.

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