Converting a Task To A Project & Using a Template

I have a workaround with task templates and/or workflows

–––––––––––––––––––––––––––––––––––––––––––––

First, create a Project Setup outline for each of your project templates.
If you already have your template created, open it side-by-side with a blank project. What does one need to do to get from a blank project to its respective ready-for-kickoff project?

Brief Example:

General Project Setup Outline

  • Add to x portfolio
  • Fill project roles
  • Add [linked documents] to key resources overview
  • Create communication channels and link to key resources in overview

–––––––––––––––––––––––––––––––––––––––––––––

Next, attach each of those steps to one of the 3 types of information that Asana transfers from task to project:

  • description – if you want the info in the project’s description in Overview
  • subtask – something the person performing the conversion will have to do in order to complete initial project setup; these will appear as tasks in the project.
  • task collaborator – a person working on the project

Brief Example:

General Project Setup Outline

  • Add to x portfolio . . . subtask
  • Fill project roles . . . task collaborator
  • Add [linked documents] to Key resources in Overview . . . subtask
  • Link communication channels to Key resources in Overview . . . subtask
  • description . . . anything added to the task’s description pre-conversion

note that a link to the original task will be preserved in the footer of the new project’s “How we’ll collaborate” section in Overview so your comments and other non-transferrable info will be easily accessible

–––––––––––––––––––––––––––––––––––––––––––––

Now, it’s time to set up your workflow!

  1. Create a workflow project from which the tasks will originate – “The General Project Factory”

In the project’s List or Board view

  1. Create a section that signals a task is new – “New Submissions”
  2. Create a section that signals a task is ready to be converted to a project – “Ready for Kickoff”

In the project’s Workflow feature

  1. To “New Submissions” section, add Task added to this project as a trigger
  2. To “Ready for Kickoff”, under When tasks move to this section, what should happen automatically:
    a. select Add collaborators and use your steps from above labeled task collaborator to add the appropriate project members
    b. select Add subtasks and add your steps from above labeled subtask
    c. while a task’s description is automatically transferred to a new project, there isn’t a way to automate adding in a pre-transcribed description at this stage. However, you can use Sections in subtasks. Just click into the subtasks and use Tab+N to create the section; then, add your steps from above labeled description

–––––––––––––––––––––––––––––––––––––––––––––

Your new project with built-in task-to-project-template conversion is complete! Any tasks added to that section will be your cue to convert it to a project with all info in one.

–––––––––––––––––––––––––––––––––––––––––––––

Fun Extras

  • If you don’t have Workflow, you can achieve the same with task templates – you just won’t be able to control at which stage these tasks and collaborators are added to the task. To alleviate any confusion, use the subtask sections to separate those tasks – “Do Not Edit Below Tasks – Project Template Setup”
  • With Workflow, you can use several project templates within one project by setting up Sections with different “add subtasks” and “add collaborators” rules
  • Flowsana is a tool that allows you to add a rule to auto-convert to project templates inclusive of all details. However, Flowsana does cost extra to use.

–––––––––––––––––––––––––––––––––––––––––––––

I am not affiliated with any company mentioned above

1 Like

So, Asana implemented this feature (I don’t know why this feedback was not updated then).
But it seems to only work with templates that were created with the older template system, which is now obsolete? I created more templates, but the “Convert task to a project” popup keeps showing only the same 5 old templates.