Power of Automation :: Autocomplete the Project upon Task closure.

Power of Automation :: Autocomplete the Project upon Task closure.

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 wanted to update the status of the Project to Completed automatically once all the Tasks were closed. This can be achieved using Task Custom Functions along with Workflow rules in Zoho Projects. 
 
Custom function code:-
 
paramMap = Map();
paramMap.put("index",0);
paramMap.put("range",2);
paramMap.put("status","notcompleted");
getAllTasks = zoho.projects.getRecords(portalId,projectId,"Tasks",paramMap,0,"projects");
if(getAllTasks.isEmpty())
{
updateStatusName = "zp.projstatus.completed";
projectDetails = invokeurl
[
url :projectsAPIEndPoint + "/portal/" + portalId + "/projects/" + projectId + "/"
type :GET
connection:"XXXXX"
];
info projectDetails;
info "-------------------------------------";
statusMap = Map();
if(projectDetails != null && projectDetails.get("projects") != null)
{
projectDetail = projectDetails.get("projects").get(0);
layoutDetails = projectDetail.get("layout_details");
projectLayoutId = layoutDetails.get("project").get("id");
info "projectLayoutId: " + projectLayoutId;
projectLayoutDetail = invokeurl
[
url :projectsAPIEndPoint + "/portal/" + portalId + "/module/projects/layouts/" + projectLayoutId + "/"
type :GET
connection:"XXXXX"
];
if(projectLayoutDetail != null && projectLayoutDetail.get("customstatus") != null)
{
projectStatus = projectLayoutDetail.get("customstatus");
for each  status in projectStatus
{
statusMap.put(status.get("status_name"),status.get("status_id"));
}
}
info "statusMap : " + statusMap;
info "------------------------";
if(statusMap.containKey(updateStatusName))
{
updateProjectParamMap = Map();
updateProjectParamMap.put("custom_status",statusMap.get(updateStatusName));
projectDetail = invokeurl
[
url :projectsAPIEndPoint + "/portal/" + portalId + "/projects/" + projectId + "/"
type :POST
parameters:updateProjectParamMap
connection:"XXXXX"
];
info projectDetail;
info "-------------------------------------";
}
}
}
return "success";
 
Make sure to replace XXXXX with the Zoho Projects connection link name along with scopes: ZohoProjects.portals.READ, ZohoProjects.projects.UPDATE, ZohoProjects.projects.READ, ZohoProjects.tasks.READ.

Check this link to learn how to create the connection. Please find the screenshot of the parameters to be mapped and sample Task workflow rules.

With the custom function code provided above, our customer effectively utilised Task custom functions in Zoho Projects which allowed them to automate Project completion, reducing time consumption and in turn increasing their business productivity.

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

    • Sticky Posts

    • Schedule Exports for Regular Project Updates

      Tracking project data often means exporting data at regular intervals. Instead of manually exporting data every time, users can schedule exports for Phases, Tasks, and Tasks in Zoho Projects. These exports can be set to run once, daily, weekly, or monthly

    • Set Custom Business Calendars and Holidays for Global Teams

      Managing a project across diverse teams means accounting for more than just tasks and deadlines; it means acknowledging how and when each team actually works. Users might follow different working days or observe region-specific holidays that cannot be

    • Introducing Version-3 APIs - Explore New APIs & Enhancements

      Happy to announce the release of Version 3 (V3) APIs with an easy to use interface, new APIs, and more examples to help you understand and access the APIs better. V3 APIs can be accessed through our new link, where you can explore our complete documentation,

    • Restore Trashed Records Anytime Within 30 Days

      Access the recycle bin from the Data Administration tab under the settings page in Zoho Projects, which gives better control over the trashed data. When records like projects, phases, task lists, tasks, issues, or project templates are trashed, they are

    • Organize and Clone Task Custom Views

      We have rolled out two new enhancements to task custom views: Custom View Groups and Custom View Clone. Custom View Groups Similar to predefined view groups, we have introduced groups for custom views to help organize and categorize them. My Custom Views: