Asana Project Summary Access: Task vs Messages

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Hiya party people !

Quick technical/strategy question I’d love to get your insights on:

I developed an automated workflow triaging between Asana x Fellow.ai (notetaker) x Claude so that we can automate the intake

  1. Meeting notes to our project as a task
  2. update existing task with comments based on meeting discussion
  3. create new tasks identified during meeting , incl collaborators

The reason why I put the meeting notes as a task is because to my understanding, Asana AI drills down to project tasks only and NOT the messages tab in Asana projects for details. Therefore if I wanted to pull an Asana AI project summary or risk assessment, my meeting notes would be disregarded if they were sent as a Message to the project members. However when its a task to record meeting notes, you’d have to add all team members as a collaborator for them to be pinged and the task would be marked as complete since its for recording purposes only. On the project list view this can be not obvious to see or if you toggle the filter to only show incomplete , it would never show.

I wanted to get input on how everyone else manages your meeting notes and decisions in Asana and whether you use the Messages tab vs project summary vs task level

Hope that makes sense!

And happy new year everyone :confetti_ball:

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@Sarah_Yeung I love using Asana for notes for meetings.

One thing you can do is setup a single-select custom field for task type. Have an option for meeting in the custom field. Then you can setup a view on your projects to only display tasks where Meeting is selected in your custom field. You can also setup your automation to update the task type field when a new task is created. This should keep everything clean and automated.

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Hi Ron! Thanks for the response. I have a section to house my meeting notes instead of a custom field - my main question is how you loop in all the relevant stakeholders for your meeting notes in Asana if you store them as a task. Would they all be added as collaborators and the task is checked off as complete but available for everyone?

The alternative is the Message board that Asana offers but I have yet to decipher a best way to use that yet.

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@Sarah_Yeung We use a participant section at the top of the meeting notes and @mention everyone who attended (or was scheduled to and didn’t). This will automatically add them as collaborators and also keeps track of who attended.