Automatically Adding Task Collaborators via Asana Forms

Hi there! I just upgraded to an Asana Business account and am currently setting up a form for a new Asana project folder. Ultimately we want this folder to function as a home for all of the marketing requests our colleagues make.

There’s a required field in Asana Forms for a requestee’s email address, however I was wondering if it’s possible to automatically incorporate those email addresses into the task that is created after they press submit. If this isn’t possible, could it be done using Automation? We’re trying to eliminate that additional step of having to add every person requesting a project to the task so they can follow and/or check its status (we have custom fields set up that mark requests as “In Progress,” “On Hold,” etc.)

Thanks!
Jackie

Hi @Jackie_Cimino :wave:t3:Welcome to the Forum and thanks for sharing this feedback, that’s a great idea!

Currently with Forms, you can choose a default assignee for tasks generated from your form, but that doesn’t extend to collaborator unfortunately! With Rules you can choose a default assignee for each new task generated by your form, but as it stands, it is not possible to automatically pick the requester to be a default collaborator.

Rules and Forms are still pretty new but we’re already looking into how we can improve and develop them so I’ve made a task for our product team to look into this option and I’ll make sure to keep you posted via this thread when I hear more about our plans!

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@Marie, Our organization is also in same kind of situation. Right now our tasks are created through API and we are planning to use Asana forms in the future. Through API we can add the requestee’s as collaborator of the task. In this way the requestee’s can track task or create a sub-task or add more collaborators if need be.

It will be really nice feature to have that the requestee’s are added into the task automatically.

As far as understood (which may be waay wrong), Asana is using their own Api for rules, so my feeling is that down the line you will be able to do most things with Rules that you can now do with the Api.

However there are some limitation since rules are automatic, that some closed loop repetitions may be created, so maybe some things will be limited.

No, that’s actually not correct. The Asana API is strictly for use by external applications. The Asana product itself does not use the API for any aspects of its own internal processing.

Yes you are quite right, it was stated by their sales to me “we are making Rules, basically it will be like using the API”. Sorry I did not convey this correctly.

Ivan

Breaking this thread back open because I have a question. You mentioned that “Through API we can add the requestees as collaborator of the task.” Can you post example code for how you’re accomplishing this?

Back in January I was able to add Collaborators to tasks via their email through JotForm form submissions, but this functionality is no longer working. To be clear, these are emails of people who are not current workspace members, they would be brand-new to Asana. In January when I tested this, they were sent an Asana email prompting them to create an account when they were added as a Collaborator. This is no longer working, so I’m trying to see if going directly through the API would be a good workaround.