Hello, I own a creative agency that functions virtually. We manage our clients and their requests by creating a project per client - each task being added either manually or by the attached form and project steps are created as subtasks.
I’ve noticed that not all the bundle rules apply to a task added manually - in fact most of them.
The biggest issue is that I have a rule that is triggered by tasks and subtasks that says:
If a subtask is assigned, add assignee as collaborator and add them to a custom field labeled Team. The format of that field is people.
When this happens, I am notified that the rule is in fact running, but the subtask assignees are not showing up as collaborators nor in the custom Team field.
I’m sorry to say that the subtasks aren’t technically considered to be part of the project. This means that the rules don’t notice them being added.
To manually add subtasks to the project you can do so with [tab]+[p], but that makes the subtask appear in the project twice. Once at the level of a subtask, and once at the level of a task. As soon as they are in the project, they can be ‘seen’ by the project’s rules.
Another suggestion to make the collaborators visible is to make the native collaborators field visible:
This was helpful in the way that i had not had the collaborator field visible so thank you for that. However, in our process - the task is added when a client requests work through a form. Subtasks are automatically added for the project manager to assign the team to the subtasks she adds. So what I need is a rule that adds those subtask assignees as parent task collaborators.
The weird part is, after making the collaborator field visible, I noticed that some team members (all are guests) are being added as collaborators and some are not… so that was confusing.
My most recent move was to add rules to the bundle that controls all these client homes - one for each possible team member… that if they are assigned to add them as collaborators. It’s yet to be seen if they will be added as collaborators on the subtask to which they are assigned or to the parent task which is actually what i need.
I don’t think this is possible at the moment just utilising Asana’s functionality.
@Phil_Seeman perhaps it can be done with Flowsana? Also other integrations like Zapier might help with this kind of automation.
As a side note, I often rename my rules, specifically I often start the rule names with an emoji. This can make it much easier to spot which rules are firing and which aren’t.
PS: I unmarked my previous post as solution, as it doesn’t seem to be resolved.
Flowsana does have the ability to update a parent task from a subtask in a rule. But alas we don’t currently have an “add as collaborator” rule action; since Asana has one (though it doesn’t help you here), I guess we just haven’t seen much demand for it.
I tried using flowsana yesterday to create a rule where when a task is added to a project, add a tag for the month it was created in. Most of the structure is there to build the rule, but not all specifically, so we fell just short on that.
