Power of Automation :: Automatically update task owner based on the team associated.

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:-

One of our customers has created a multi-user picklist field with the team names in the project layout. Whenever this field is updated with a user name from the respective team, the same user should be assigned as owner for all the tasks in which the Team is associated.

The above requirement was achieved using custom functions along with project workflow rules.

Here is the custom function code for one sample team name. The same code can be customized to add multiple teams. We just have to associate each custom function with the corresponding project workflow rules. Screenshot of the list of parameters to be mapped along with the sample Project workflow rules is attached for reference.

Custom function code:-

endPoint = "https://projects.zoho.com/restapi/portal/";
endPointV3 = "https://projects.zoho.com/api/v3/portal/";
userId = "";
taskIds = List();
fieldName = "YYYYYY";
updateTaskParameter = Map();
if(picklist != null)
{
valueList = picklist.toList(",");
userParameter = Map();
userParameter.put("view_type",1);
userParameter.put("per_page",200);
userParameter.put("page",1);
usersResponse = invokeurl
[
url :endPointV3 + portalId + "/projects/" + projectId + "/users"
type :GET
parameters:userParameter
connection:"XXXXXX"
];
users = usersResponse.get("users");
for each user in users
{
for each value in valueList {
if(user.get("full_name").containsIgnoreCase(value))
{
userId = userId + user.get("id") + ",";
break;
}
}
}
userId = userId.removeLastOccurence(",");
taskParameter = Map();
taskParameter.put("index",1);
taskParameter.put("range",100);
taskResponse = zoho.projects.getRecords(portalId,projectId,"tasks",taskParameter,0,"XXXXXX");
if(taskResponse.containKey("tasks"))
{
tasks = taskResponse.get("tasks");
for each task in tasks {
teamNames = task.get("GROUP_NAME").get("ASSOCIATED_TEAMS").values();
for each teamName in teamNames {
if(teamName.containsIgnoreCase(fieldName)){
taskIds.add(task.get("id"));
}
}
}
updateTaskParameter = Map();
for each taskId in taskIds
{
updateTaskParameter.put("person_responsible_zpuid",userId);
updateTaskResponse = zoho.projects.update(portalId,projectId,"Tasks",taskId,updateTaskParameter,"XXXXXX");
}
}
}
return "success";

Make sure to replace XXXXXXX with the Zoho Projects connections link name with the scopes ZohoProjects.projects.ALL, ZohoProjects.portals.ALL, ZohoProjects.users.ALL, Zohoprojects.tasks.ALL and YYYYYY with your Team name.

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.

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
Time Log Reminder
Tracking the time spent on tasks and issues is one of the most important functions of a timesheet. However, users may forget to update the time logs because they have their own goals to achieve. But, time logs must be updated at regular intervals to keep
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
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