Auto-Assign Collaborators by Project Role (in Project Template)

[Amber_Harmon]

We are currently using the Project Role function when setting up new projects. Does Asana have the ability to (or plans to have the ability to) auto-assign collaborators by Project Role as well?

[Andrea_Mayer]

Welcome to the Asana Community Forum @Amber_Harmon!

Yes have a look here

@Erfaan_Arif

Hi all!

Thanks for sharing your feedback with us. I’m happy to share we’re rolling out Variable Assignees in Templates!

With Variable Assignees in templates, you’ll be able to create a project role in your template and assign tasks to a project role, giving your team guidance when they use the template.

How does it work?
To add a a project role in templates, convert a project into a template/edit an existing template and you’ll see “Project roles” in the left hand side bar to add different project roles.

When you’re ready to kick off your project, you’ll be prompted to set an assignee for each project role

When?
This feature has begun rolling out in stages!

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Variables in templates for Project roles is a great feature when using a template to (manually) create a project, where we get this handy page during the project creation steps: [image] I am hoping this project roles selection popup will get built into other surfaces such as when converting a task into a project, either by: Convert to > Project action from the task details overflow ... Selecting Project Roles would be great to be included within this dialogue box which acts as a mini-proj…

[Amber_Harmon]

Hi Andrea,

We are currently using the Project Roles when setting up projects/templates and assigning tasks to the project role, the question actually was - can you also use Project Roles to auto-assign collaborators by project role as well?

[Richard_Sather]

Hi @Amber_Harmon , it is not currently possible to assign project roles as collaborators to a task within a project template, but hopefully Asana will add this in the near future.

Note that you can assign project roles to subtasks, in case that helps.

I couldn’t find an existing thread in the Product Feedback category so I’m moving this thread there so you can vote on adding this feature (scroll to the top and click the purple button in the top left).

[anon3514421]

So I am wondering what the point is of the Project Roles. I have followed the instructions and added the roles to the project template. I can even see the people assigned to the project roles when I spit out a project from the template. However, I can’t see anywhere in the template editing to actually do anything with the roles. I would like to have a rule set up that according to certain triggers, the task gets assigned to the Project Manager role, etc. But there seems to be no place to actually utilize the roles in the rules for me. In this area, I would hope one of the variable assignees would be the role name. Then this would make it much easier to standardize on templates.

[Cheryl_Isler]

Agree! This is what I have been looking for as well. I still don’t understand the point of project roles. Where are they used in a project?

[Lauren_Yabsley]

Just voting on this one as well.

We use project roles to auto assign tasks by project without having to assign people to the template or individually assign to people once the project is created using the template. Also to make it easier for people involved who might be new, to understand who the go to person is for different topics.

We often have collaborators that need to be kept informed though and would love if this feature could be added to have a variable collaborator being the project role. Thanks

[Aline_Stapp]

Hi, we are on the Premium Asana plan. Looks like the “assigning roles” option may not be available with this plan.

[Richard_Sather]

That’s right, @Aline_Stapp .

Project roles are available on Asana Advanced, Enterprise, and Enterprise+ tiers, as well as legacy tiers Business and Legacy Enterprise.

[Aline_Stapp]

Thank you, Richard. I appreciate you confirming.

[Andrea_N_Brown]

This is my dream feature. We have several business divisions that perform related processes with different people in the same role depending on the division. We also like to use rules + a custom field to assign tasks when they are no longer blocked by earlier tasks. Being able to set the assignee as a role would dissolve some significant issues for us.