Assign multiple assignees on one task

I like @Kim_H idea here, where each Team (which is already something that exists within Asana) could be tagged as collaborators. It would save from adding people individually, although if individuals are added properly to Teams AND Projects then some of the need for notifications can be addressed that way (and changing Notification Settings).

When it comes to Assigning a Task to a Team, this obviously gets to the larger philosophical question that has created more debate here than any other topic IMO. I’m one of those who aligns with Asana’s view of “One Task - One Assignee.” But you could merge these ideas and let users put a Team into the Assignee field but then have that just create individual Tasks for each person in that Team. It would basically just be a shortcut to create multiple matching tasks and assigning to each person already in a designated Asana Team.

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We do most work in pairs, and due to that restriction, my developers’ timelines are mostly empty if I don’t copy tasks (which is ridiculous). If you want to insist on only one person responsible, why not just mark other people as “collaborators” or something? That would be a great addition and keep your philosophy intact. Beyond that, I couldn’t agree more with the echoed “let US decide” point of view. I neither see how that would weaken the product, nor how this would be a big technical challenge…

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I’m trying to push Asana to be used in the company I’m working in but the lack of multiple assignees in the tasks makes this software looks ridiculous to people I’m trying to convince, which is a shame.

I have read this thread and I understand the philosophy that one task needs one person responsible for it. I also understand that tasks should be split as much as possible leading most often than not to one assignee.

Unfortunately, there is a difference between the person responsible for the task and the idea of assignment. Here is a short list of task areas where multiple people could be assigned to a task while only one person is responsible for the task :

  • A call
  • A meeting
  • Pair programming
  • … Anything involving multiple people in one place to complete a specific task

If you look at this thread, a lot of people are just using workarounds as I do which is incredibly frustrating and should alert Asana to the fact their vision is just making their software harder to use to some of their users.

Now I can understand that Asana thinks they’re making the life of their users better more often than not by making the tasks moving on with this sense of responsibility involved by the “one user one assignee” philosophy.

Except for the fact that some cases actually need multiple assignees, more importantly, and as mentioned a lot in this thread, why not just explain your philosophy with tips into the software and just let people decide by giving them the feature?

If I haven’t understood Asana correctly, can you please explain to me how to do a task representing a meeting with 10 team members? All of them need to have this into their calendar and the task should display easily the fact that those team members should attend the meeting? Please don’t tell me to create 9 subtasks if I need to reset the dates 9 times.

Regards,
Math.

For me a meeting is a project, that will generate several tasks for the attendees.

The only task for the attendees is to attend the meeting most of the time. Mostly to have their point of view or discuss something. The idea to create a project for every daily meeting seems like a workaround to me. Especially if you don’t have the portfolios option.

Now meetings are often a subtask in my case. For example today, I had a task which is “export some data for a company”. A subtask has been created to attend a meeting with the client where 3 people of the team needed to be present to understand his needs. How would you create the meeting on Asana? I would personally create a subtask with the 3 team members as assignees.

@Mathieu_Urstein , In case it might help until a better solution is implemented for “All of them need to have this into their calendar and the task should display easily the fact that those team members should attend the meeting”

were you aware of:

https://asana.com/guide/help/tasks/people#gl-assign-copies

This works for subtasks too, as you requested (the example shows tasks), so if you make a meeting subtask as you described in your last post and you give that a recurring due date to reflect the meeting dates, then descend into it, you can use Assign Copies there to create multiple subtasks in one fell swoop–you can either assign to a whole Team at once by Team Name or multiple individuals. All subtasks (siblings to this subtask actually) get created for you at once. It’s true that you now have duplicate info, so if the meeting date/time changes you have to deal with that. It might be quickest, then, to delete all those and regenerate a new set, which would properly trigger a notification to all of the change.

This is not offered as a solution, just a workaround, but it seems like the easiest workaround and much faster and less error-prone than other current alternatives.

Larry

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Thank you, Larry. Indeed I know this workaround, but it’s still a workaround, unfortunately. It’s time-consuming and discouraging. We hope to see an update into Asana (the reason why I’m posting here).

So, why are you trying to force this into Asana? When you could easily create a calendar event on your calendar and invite everyone. Then only the people who need to do tasks before the meeting get tasks assigned in Asana.

Also, as a rule of thumb, never use subtasks (except to hide templated tasks that you will drag over to real tasks later). In this situation if you need a meeting with tasks surrounding it, make a Section titled the meeting and date then put the tasks for everyone underneath. Side note, you could do this and put dates and have every single person here if you want thus accomplishing what you originally wanted. If its all the same task. Set one up, then duplicate it under the same section in the project.

I’ve said this many times but I’ll keep doing it since this is a shift in a lot of people’s thinking. Asana has an INBOX. USE IT. You do NOT need multiple people on one task. Just set a task, add collaborators, they will be notified of any comments, changes, etc. If you HAVE to have a dated task that’s exactly the same, see above. You could even mark complete the tasks to show who attended and who didn’t.

Lastly, if a task will change hands multiple times THAT’S OK! When one person finishes their part, they can change it to the next person in line and even change the title of the same task slightly if needed. Update the comments, and description and set a new due date. If the PM wants do this instead that’s fine… you would be following the task and the moment they are done, they send a comment, you see it in your INBOX and you update everything… when you change the date and person it will show up in everyone’s Asana INBOX and that person will know to start.

P.S. what @lpb said is not “time consuming and discouraging”. It’s insanely quick once you do it a couple times. And deleting tasks is fast too. Also you can change multiple task dates at once. Select all then change due date.

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Matthew, I’m not forcing it, I’m giving use cases and opinions, as many users on this thread, why I’d like this feature.

Yes sure, but the reason we use such software is to do more. Asana tasks can do a whole lot more than my calendar events. Your argument is pretty much: If this software doesn’t fit your needs, while it probably could, then use another one.
Just saying that the multiple assignees would solve my problem while not generating problems to other users if there is an assignees policy into Asana settings.

Your methodologies, your opinions. This is another discussion.

Yes, that’s what Larry proposed to me. I don’t like duplicates because:

  • They break the single source of truth rule as a modification/comment to the original task is not displayed to the copies
  • They take forever to be created (up to 5 minutes to the point Asana send you a mail to tell you when it’s done)
  • It unnecessarily clutters your boards with tasks which the only purpose is to assign someone
  • It’s not the purpose of a duplicate. You do this to assign someone because you can’t on the original task.
  • This is not making sense to any of our employees.

Well, I guess you assume I don’t know this feature. I do. It doesn’t solve the calendar problem.

Yes, we do this often, It doesn’t solve the multiple assignees problem.

Deleting tasks is fast but duplicating them is terribly slow. First, it writes: “… is being copied…”, then: " the task is still being copied, you will receive a mail when it’s done". You can wait a long time. But really the problem is not even the duration, I have listed them above.

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Hi, we have recently started using Asana and I’ve read all the comments in this thread. Considering this dates back to Mar 17 (and longer in other threads), I don’t understand why this is still being debated. I agree (to a point) with the philosophy that one person should be responsible for a task; however, this just isn’t plausible or suitable for a wide variety of situations. It would be far more beneficial for this feature to be added so that the users, who pay good money for the service, have the choice to adopt the philosophy as relevant to their own environment. Surely there is enough user feedback to now warrant this feature without the need for arduous and counterproductive workarounds?! Thank you to those who suggest helpful ways around this, it’s genuinely appreciated, but the demand is clearly there for the feature. Asana admin, can you clarify if this feature is even being considered/in development? Apologies if I’ve missed it somewhere in the thread - it’s quite long! Thank you in advance.

No because it would make the software more complex, would require a lot of engineers to develop, maintain and improve, and we would not see other features because of this.
Asana, stay true to your vision! Developing a software is making millions of choices, and that is really really hard! If someone wants multiple assignees, they can use another software, Asana does not have to meet everyone’s expectations :slight_smile:

Considering this dates back to Mar 17, I don’t understand why people are still hoping for this :grimacing: Clearly Asana has no plan for this.

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Thank you for your reply Bastien. Everyone has the right to an opinion/question but I found the abrupt nature of your reply a bit inappropriate, not to mention condescending.

As mentioned in my post, I understand the ‘vision’ of Asana. Your comment relating to ‘not seeing other features’ should the point in question be addressed - that relates to your opinion as to which features are important. How are the new features you would like to see more important that the multiple assignees? Also, all new features ‘require a lot of engineers to develop, maintain and improve’ but again, this is not being argued as it is a matter of opinion and need relating to each individual/company. It is impossible for you or I (or anyone else for that matter) to question the value of a feature request unless you have specific knowledge of the workflow involved in a company/team and the accompanying benefits of such a feature.

I too, empathise with companies as we are all aware developing software is ‘making millions of choices’ but my question remains to Asana, it would be appreciated if they could clarify as to whether the feature is considered for/in development as if not, then it may well prompt people to look for alternative software. I agree with you, it is not about meeting everyone’s expectations as it is an impossible task, but it is about providing a service that is responsive and adaptive to an overall vision as well as customer base. If it’s not an option, no problem at all, but clarification would be most welcome.

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I believe their silence on the matter is an answer :slight_smile:
Sorry if my answer seemed condescending, it was not intentional!

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Seems that asaanaa has no intention of fixing this. There is a possible workaround for this.
1.> You could create a mailing list, or mail alias that includes multiple recipients.
2.> Then signup a new user on your account using this alias.
This (tedious) workaround may work in certain limited scenarios.

I’m not sure why he’s so passionate about NOT having this feature. Why NOT? He doesn’t have to use it.

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Hi,

Does anyone know where I can check which ideas/feedback from Asana users hhave the most votes? under development, in discussion, tell us more, in planning or completed?

Microsoft is using UserVoice for collecting feedbacks for most of their products.
See here https://planner.uservoice.com/forums/330525-microsoft-planner-feedback-forum

Cheers

We’re currently looking for a project management solution. It’s obvious from this thread that many users want this feature—because that’s the way creative firms work—yet Asana is basically saying, “We don’t care how you collaborate, this is how we think you should collaborate.” That’s just bad design.

I’ve read the feedback and the reasoning given regarding this topic already and really feel I should bring it up again because not having this feature literally negates the reason I signed up for this service. I need to be more efficient and have an easier way of assigning tasks when I’m not around, or just in general. Literally the first thing I tried to do was assign the same task to five people because that is what they are doing today. I’m sick of having to tell everyone individually what they are doing so I got this service… low and behold I have to tell individually… They are all responsible for this task. There is one person who knows they are a designated team leader you don’t need to force that upon my organization, you simply need to make things easier and more efficient. I simply need to assign them all to the same task and it’s incredibly annoying that I should have to create the same task separately for all of them. If they are simply collaborators of the task that leaves room for people to shirk their responsoblities and it’s less than clear. This is a major blunder on your part and your reasoning is that it is by “design” to fix some accountability problem you apparently think all businesses have. Having people as folllowers could lead to the very issue you are trying to avoid. I guarantee you many people have downloaded this app, only to find out instantly that this isn’t an option and they have deleted it for something more efficient. If you don’t fix this, I will find another service because this oversight prevents your program from fulfilling my needs. This is such a common sense topic, that’s it leaves me wondering what else was missed… or should I say what other poor judgement call was made placing limitations on this platform? Seriously do yourself a favor and fix this ASAP.

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Hi @Matthew_Culkin,

You don’t need to create the task repeatedly. You can create copies of the same task when you assign it. Click the icon with two people:
image

You can then assign it to a team (as shown here) or multiple people:
image

This way every person gets a specific task that needs to be completed instead of everyone pointing to the next person and saying, “Thought they were gonna do it.”

Hope that helps.

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RyanE is right.
I don’t believe Asana will change their approach on this, this is too deeply ingrained in the Asana philosophy. Maybe Asana is just not for your business @Matthew_Culkin. Millions of people and thousands of companies manage to work this way, some can’t, and that is ok :slight_smile: I’ll let @Marie from Asana give you an official answer :+1:

Bastien
Asana consultant, author and developer

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