Power of Automation :: Automatically update the Work hours of a task based on Custom field Value

Power of Automation :: Automatically update the Work hours of a task based on Custom field Value

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. 


Lets take the below use case from a customer - 


They have created a custom field 'Task Type' at task level. Based on the value provided to that field, work hours should be automatically updated in that task. Below are the mappings between Task Type & Work Hours.


Task Type

Work Hours

AAIR

12 hours

Account Intel

32 hours

Competitor Intel

8 hours

Connects

8 hours

Custom Intel

9 hours

Deal Shortlisting

2 hours

IT Intel

4 hours

Priority Task

10 hours

Profiling

8 hours

Quarterly Analysis

16 hours

Win Loss

8 hours


This can be accomplished using the below code. Create a connection using the scopes “ZohoProjects.portals.READ, ZohoProjects.tasks.ALL, ZohoProjects.timesheets.READ” and update the connection name ‘******’ in the below code. Find the attached screenshot of the Arguments.

Here is the link to know how to create a connection.

// scopes: ZohoProjects.portals.READ, ZohoProjects.tasks.ALL, ZohoProjects.timesheets.READ

workhourMapping = Map();
workhourMapping.put("AAIR", 12);
workhourMapping.put("Account Intel", 32);
workhourMapping.put("Competitor Intel", 8);
workhourMapping.put("Connects", 8);
// workhourMapping.put("Custom Intel", Yet to decide);
workhourMapping.put("Deal Shortlisting", 2);
workhourMapping.put("IT Intel", 4);
// workhourMapping.put("Priority Task", Yet to decide);
workhourMapping.put("Profiling", 8);
workhourMapping.put("Quarterly Analysis", 16);
workhourMapping.put("Win Loss", 8);
if(taskType==null || !workhourMapping.containKey(taskType)) {
return "Task type is empty or map doesn't contain the specified task type";
}
else {
taskResponse = zoho.projects.getRecordById(portalId,projectId,"Tasks",taskId,"projects");
owners = taskResponse.get("tasks").get(0).get("details").get("owners");
// info owners;
taskWorks = List();
for each  owner in owners
{
if(owner.get("name").containsIgnoreCase("Unassigned"))
{
info "No owner found";
break;
}
else
{
isOwnerPresent = true;
ownerId = owner.get("id");
ownerWorkHours = workhourMapping.get(taskType);
taskWork = Map();
taskWork.put("user_id",ownerId);
taskWork.put("working_hours",ownerWorkHours);
taskWorks.add(taskWork);
break;
}
}
// info taskOwners;
updateTaskParameter = Map();
if(isOwnerPresent)
{
updateTaskParameter.put("owner_work",taskWorks);
updateTaskParameter.put("work_type","work_hours");
updateTaskParameter.put("person_responsible",ownerId);
updateTaskResponse = zoho.projects.update(portalId,projectId,"tasks",taskId,updateTaskParameter,"********");
info updateTaskResponse;
}
}
return "success";


Creating custom functions in Zoho Projects is straightforward and well-documented. Zoho provides a range of built-in functions that you can use as a starting point, and you can also easily define your own functions using Zoho's scripting language, Deluge. Give it a try and see how it can save your time and boost your productivity!

 

Watch this space for more such custom function codes. 


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