A template is about replacing the "I forgot about this" with "Nah. don't need that"

When creating a template for a complex workflow in Asana, we always have the same question: what to do with steps that do not always apply?

For example, let’s say you are a marketing agency and you run campaigns. You always run campaigns in UK and France, and sometimes in Germany. How to deal with these specificities?

My experience is that there are 2 good solutions, and 1 bad. :+1::+1::-1:

:-1: The bad solution is to not document anything at all related to Germany. It is bad because you obviously don’t benefit from the power of templates, new hires can’t be autonomous, you might miss steps…

:+1: The first good solution is to document everything related to this use case in one or several sections, potentially marked “(optional, delete if n/a)”, and the project manager would delete an entire section (with its tasks) if this use case doesn’t apply.

:+1: But you can’t always group together tasks related to a specific workflow, because they might have to be spread in different sections. That’s when the second solution comes in: use a custom field dropdown to document which use case each task relates it. When the project is created, it gives you the opportunity to filter the project to reveal only tasks for a specific workflow, and delete them in one go if they don’t apply.

Do you have other tricks?


We like to make creative use of the “Approval” function: All optional tasks are set as approvals and marked “not approved” if they are not used.