We have portfolios set up to track a specific divisions capacity/workload. I have it set up so it is filtered by specific people (only team members of that division - I have multiple views set up within the portfolio to see the various teams within each division) and incomplete tasks. We also use a Custom Field to track the amount of time assigned per task, this allows me to set a person’s weekly allocation based on their capacity goals. Anything over shows up in red.
The Portfolio pulls its information from a Central Task project that gets populated by a rule in My Tasks that pulls everyones tasks into the Central Task project that a person is assigned to, for example copy or design.
I view each of the Workload views within the Portfolio daily to ensure capacity issues haven’t arisen. The Project Managers on the team are supposed to view these Workload views prior to assigning new tasks to a team member. That isn’t always happening and tasks are being assigned to people that then pushes them over their capacity. Is there a rule I can write that would prevent or provide a popup/message letting the Project Managers know that a person is at or nearly at capacity and they should find someone else to take the work?
Thanks for reading this far 
Hi @Carron_Spradlin
There currently isn’t a native Asana rule or popup that can block an assignment or warn PMs based on Portfolio Workload totals. Rules can’t directly read Workload capacity in real time or prevent someone from assigning a task once a person is over capacity.
That said, your setup is honestly very advanced already, and there are a few workarounds that help teams manage this better:
- Add a quick intake/triage step before assignment. For example, use a custom field like “Capacity Check” (Pending / OK). A rule can automatically move new tasks to a triage section or mark them as Pending until someone reviews the Workload view before assigning.
- Create a reminder rule that triggers when the assignee changes. It can auto-post a comment tagging the PM with a reminder to verify capacity in the Portfolio Workload view. It won’t block the assignment, but it helps catch missed checks in the moment.
-Make overages more visible by saving filtered Workload views (like “Over Capacity This Week”) per team and encouraging PMs to review them during planning or standups.
- Another helpful process tweak is requiring Effort, Start Date, and Due Date before assignment. Tasks missing those fields can automatically move to a “Needs Scoping” section so incomplete work doesn’t reach assignees yet.
You can also submit or upvote this feature request here: Product Feedback - Asana Forum