Time Based Workflow Rules for Projects and Tasks

Time Based Workflow Rules for Projects and Tasks

Project managers spend a significant amount of time manually monitoring task deadlines, notifications, and follow ups. Zoho projects' Workflow Rules help automate these repetitive processes and save valuable time. Workflow rules are a set of actions that get executed based on criteria, actions, date & time that fulfil a project's requirements. Project managers can streamline tasks, automate alerts, and ensure SLA compliance for task completion using workflow rules.

For example, a manager handling multiple projects can automate email alerts for customers every time they update the project status using Action-based workflow rules. When the action is performed, i.e, status is updated to a specific type, an email alert gets sent to the customer. Using Time-based workflow rules, a manager can schedule an email alert action seven days after the project completion date at a specific time and notify customers about their project completion and archive status. 

To achieve this, the manager or admin can create a rule that will get executed after seven days from the project completion date. Add the criteria and action, Email alert, to notify customers about the archive status of their project.


This will trigger an email to inform all customers whose project matches the workflow rule criteria. Managers can also schedule Time-based workflow rules with defined recurrence to send task reminders and ensure deadlines are met for strict projects.

Zoho Projects' Time-based workflow rules enable project managers and admins to execute workflow rules at a specific date and time or for a period of time within the project timeline. They can define the repeat type and times for the action to organise processes across tasks or projects. You can schedule time-based workflow rules for the Project and Task Module. 

Learn how to schedule your time-based workflow step by step for your projects and tasks.
For more details reach out to support@zohoprojects.com or drop a comment below.

    • Sticky Posts

    • Zoho Projects - Quarterly Updates | Q1 2025

      Hello Users, We would like to share the latest updates for this quarter. Here is a round-up of the features and enhancements we rolled out in Q1: Working with Zoho Projects data in Power BI? Integrate Zoho Projects to Power BI and sync module data (from
    • Analyze Project Trends with Power BI Integration for Zoho Projects

      Integrate Microsoft Power BI with Zoho Projects to sync project data, create reports, and analyze trends. This integration allows you to track key project metrics and share insights with your stakeholders. Managing multiple projects requires clear visibility
    • Customize User Invites with Invitation Templates

      Invitation Templates help streamline the invitation process by allowing users to create customized email formats instead of sending a one-size-fits-all email. Different invitation templates can be created for portal users and client users to align with
    • 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,
    • Time Based Workflow Rules for Projects and Tasks

      Project managers spend a significant amount of time manually monitoring task deadlines, notifications, and follow ups. Zoho projects' Workflow Rules help automate these repetitive processes and save valuable time. Workflow rules are a set of actions that