Power of Automation :: Automatic removal of the associated team folder once the Project is Archived.
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 would like to remove the files that are associated to the team folder from Workdrive once the project is Archived. The same has been implemented using Project custom functions along with Workflow rules thus effectively managing storage and preventing the accumulation of unnecessary files for archived projects.
Below is the custom function code for reference.
Custom function code:-
// TODO: Please create a connection for the Zoho OAuth service with the scopes "WorkDrive.team.ALL, WorkDrive.workspace.ALL , WorkDrive.files.ALL, ZohoProjects.portals.ALL, ZohoProjects.documents.READ, WorkDrive.teamfolders.DELETE"
Click this link below to learn how to create the connection.
getFoldersUrl = "http://projects.zoho.com/api/v3/portal/"+portalId+"/projects/"+projectId+"/folders";
teams = invokeurl
[
url :getFoldersUrl
type :GET
connection:"xxxxxxxxx"
];
for each team in teams.get("folders") {
if(team.containKey("thirdparty_folder_id")){
folderId = team.get("thirdparty_folder_id");
deleteTeamFoldersUrl ="https://projects.zoho.com/api/v3/portal/"+portalId+"/documents/thirdparty/teamfolder/"+folderId+"?service=workdrive";
teams = invokeurl
[
url :deleteTeamFoldersUrl
type :DELETE
connection:"xxxxxxxxx"
];
}
}
Make sure to replace xxxxxxxxx with Zoho OAuth connection name. Screenshot of the list of parameters to be mapped and sample Project workflow rule is attached for reference.
Please note the above custom function only deletes the team folders that are associated to the Project and not the attachments associated to other entities (like Tasks / Issues).
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.
Topic Participants
Saraswathi S
Sticky Posts
Set Task Dependencies for Improved Project Management
Task dependencies refers to the relationship between tasks, where the start or finish of one task relies on the start or finish of another. These dependencies are crucial for the successful completion of a project, as they help to ensure that all tasksProject 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 serviceManage Documents with SharePoint Extension in Zoho Projects
SharePoint is a digital platform to store and manage your documents. Multiple users can work on the same document simultaneously, which enhances your team's productivity. By installing the extension in Zoho Projects, users can access the documents seamlesslyShare Captured Content as Work Items with Zoho Annotator for Zoho Projects
Zoho Annotator is a free browser extension to annotate web pages and images. The extension allows users to: capture, annotate, and share visual content within Zoho Projects. create tasks, issues, or statuses with annotated images or videos as attachmentsAuto-update the Successor Task Status.
Hello folks! We have come up with a new use case for custom function to help you automate the workflow of your tasks. Users can write their own Custom Functions using deluge and call them from a workflow. Consider a scenario where the status of the successor