🔐 Automation rules now use their owner’s current permissions

Asana Community Product Announcements Product Updates
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Hi Community :waving_hand:

You may have noticed a change in rule owner permissions, and we want to share a bit more detail on what’s new.

Previously, whenever a teammate changed roles or lost access to a project, a common question would come up: what permissions will the rules they created use now?

With this update (now rolled out to 100% of users), rules now run using their owner’s current permissions at the time the rule triggers, rather than relying on historical access from when the rule was first created. That means when an owner’s access changes, future runs immediately reflect that updated access.

:sparkles: Why this matters:

  • Security: Removes cases where rules continue operating using outdated or revoked access.
  • Consistency: Creates a unified, predictable permission model across automation systems.
  • Transparency: Makes it crystal clear whose permissions are being used.

:light_bulb: Good to know: Bundle rules, AI Studio rules, and My Tasks rules are not affected by this change. If a rule ever pauses or fails due to a permission gap, simply restore the owner’s access or have a project admin claim ownership of the rule.

You can find full details and FAQs in this Help Center article.

Got questions or feedback? Drop them in the comments below! :blush:

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In our Asana, we don’t see bundle rules being an exception. We have built a general bundle that we use for all our projects.

What the bundle does:

  • fills a custom field with the name of the team of the responsible person (single-select)
  • multi-homes this task to the “task overview” project for the respective team

Now a lot of projects show errors originated in the bundle rules. Depending on the specific project, different rules of the bundle show errors.
The error messages are: “Automation checks - No access to project in trigger scope - The automation’s original owner no longer has access to the project in this automation’s trigger scope. Update the automation owner or the trigger scope to fix this automation.”

This would mean that bundle rules are not an exception.

If the reason for this change are rules that continue operating, why not use work access mode to change them?
If the transparency was missing (and yes it was), why not add the location of the rule to the detail view of the rules that was run on the tasks via the activity protocol?

Our bundles have (had?) a key role in our Asana: Our teams and the team leads have a seperate projects called ‘task overview’ which collects all tasks of the team members. This way each team and the leads can see the teams tasks, even if the lead has no access to the projects him/herself. In our company this is for example used for weekly team meetings.

I would be happy about a clarification, bug fix (in case it is one) or to get some inspiration for a workaround for our case without too much administrative overhead.

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Can we make a team an owner of Rules so that we can have just one team assigned to multiple projects that rules have to push tasks to instead of adding individual people to multiple projects they shouldn’t have access to just because they created the Rule?

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Seems like this is finally working again for bundles! Thank you.