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

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


      • 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