Asana Auto Comment Rule Glitch

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1

Hey everyone !

First time poster. I wanted to investigate a rule set up to auto comment when a task or milestone is overdue. The comment should tag the assignee and ask for a status update

Issue:

Multiple comments are made by Asana (up to 3 times) in the tasks

The Rule history shows it only triggered once

The assignee is not actually tagged, but their full name is written

I’ve screenshot several examples of the doubled or tripled auto comments, plus a look at the logic tree in rule setting and lastly the rule history (hoping to figure out how to attach these), otherwise the rule break down is:

  • when a task is added to this project, check if section is X (i.e content creation) AND task type is (task or milestone)

  • Action: Set custom fields (status, channel, and task type) and add comment “ Hi ‘Assignee Name’ (dynamic), could you provide an update for this task?”

    Is there anything I’m missing here or a conditional rule that I need to set to prevent this?

    Thank you so much !

2

@Sarah_Yeung Welcome to the Forum!!!

Just a bit confused here, so going to add some clarification below.

In your description you state that you want to add a comment when a task or milestone is overdue. In the description of your rule, the trigger is when a task is added to the project, the task is in a specific section, and it’s a task or milestone. If you want this to trigger when a task is overdue, that needs to be the trigger.

When adding a variable to a comment (and other places) there are several options. In this case, when adding a comment and using the Peopel>Assignee variable be sure to select the Default option. It sounds like you maybe selected the name option (which does result in the full name being written.

Sounds like maybe two different rules need to be setup. One for when a new task is added to a project then another for when a task is overdue.

Not sure why there are duplicate comments coming through unless there is another rule that is being triggered to add the same comment.

It also sounds like you have a custom field for task type instead of using the native Task, Milestone, Approval task types in Asana.

Hope this helps some.

1 Like
3

Hello Ron,

Thanks for the comment !

I totally forgot to note that there is a rule bundle that is applied across our team projects to filter all overdue tasks or tasks with no due dates but with an assignee into this team task tracking project.

Once the tasks are added, that’s when the project level rule that I’ve described runs. And now that I’ve double checked the rule bundle, it WAS a duplicate action to comment for a task update in both rules. Doiy. Thank you! - fingers crossed the ones that commented 3 times aren’t coming from anywhere else and were a glitch but the double comments are resolved.

Appreciate the note about the Default option for the People>Assignee. I will update that.

And you’re right.. I am duplicating the effort to track the task type with a custom field, when I could pull a dashboard report using the native task types..:light_bulb:

Sorry my brain is a fog this week. But this was so nice to get feedback the day of , posting for the first time in the forum !! Will definitely lean into this community more.

Thanks again Ron (: