we have a portfolio of 35 projects. All created by duplication of project template, hence containing the same tasks and milestones.
We need to regularly get update from the portofolio showing, ideally in tabular format, status of completion of milestones or status of particular tasks.
I.e. first column project name, other columns showing milestone or particular tasks names, cells showing complete or incomplete, where one line represents one project from portfolio.
We are trying to use the Asana in-built AI to do so. Results after some tweaking of the prompt at the first sight looks ok, but then we found out that the list is never complete or sometimes even not correct Either te project list is not complete, milestones list is not complete or even the collected information is incorrect (i.e. reported status of the tasks is wrong).
I went through all settings I could find, spent hours trying to adjust the prompt … all to no avail. Conclusion so far, the AI for this purpose is useless - it’s not reliable and does not provide complete answers for us.
Is there any way to adjust the precision of the AI? Force it to show complete info? Any switch somewhere in the settings? Any other way to achieve the above mentioned goals?
(Maybe can I get the data out as a datasource into the Excel using the PowerQuery? Not PowerBI.)
Personally, I wouldn’t rely on AI for consistent, structured data tasks like this.
While Asana AI is great at surfacing information or spotting patterns, it still struggles with precision and consistency, which is critical when you need to monitor milestones or task statuses across many projects.
For now, I’d recommend sticking to Asana’s native Portfolio features:
Use the Portfolio view to list your 35 projects (remark: you can configure project template to automaticall add the created projects to a specific portfolio)
Add a “Milestones” column (built-in) to surface progress at a glance (see screenshot below)
(If relevant) Use Rollup Fields to automatically display the total of specific custom fields (see screenshot below)
Examples
Milestone progress showing the milestone, their date and completion status
Thank you for your reply. The proposed milestone column we have in our portfolio, but it is not much helping, it does not give the overview I need for my reporting purposes. The table as shown in my original comment is as per the expectations, I only need to find a way how to get it out of Asana somehow automatically.
We are running hundreds of projects, with the same process driven milestones in all of them (or group of them as per given criteria), so to be able to show their status automatically would greatly help.
From the same reason, we are tracking the same repetitive tasks across multiple projects. But I can’t find a way how to report on them easily.
Kind of this question “Check all projects in portfolio X and report completion status (and the absolute dream would be also the latest comment!) of task Y (which I know is in every project from that portfolio).”
Obviously the task Y is always changing depending when in the project lifetime one asks.
AI seems to be the best tool that could give such flexibility without much of any coding etc.
To add to @Arthur_BEGOU’s latest helpful reply, he’s talking about using either dashboard charts from Universal Reporting (left sidebar “Reporting”) or from a portfolio’s Dashboard tab.
Also, you can use Advanced Search (click search box then Advanced on right side). Limit your search to the portfolio in question, use custom fields as mentioned to limit to those tasks you’re interested in, along with other fields as desired. In search results view, you can sort in various ways. Save multiple reports by starring them whichi prompts you to name them so they will appear on your sidebar. You can copy URLs of these to share with others.
Thank you for this suggestion. Reporting we have not tried at all. We tried portfolio dashboards, which now looking at it, seems very similar in terms of functionality.
As not always the task in question is marked as milestone, the type of task can’t be used to filter them out. What I am missing in any of the widgets is the option to filter the outputs per name of the task (or text string in it). Any option there?
I tried the advanced search option as suggested earlier and that somehow works when the query is about one particular task, although I have not figured out how to filter the output per project custom field.
Say, I am searching for tasks with incomplete status with particular name within a given portfolio , but show only projects with particular value of project-level custom field.
It seems to me that the task search can’t use the project field as I always get zero results.
The AI generated table seems to be working ok if I ask simpler question which filters the output to less data. Contrary to the advanced search, AI can use the project-level custom field and filter/structure the output accordingly.
Either te project list is not complete, milestones list is not complete or even the collected information is incorrect (i.e. reported status of the tasks is wrong).
