Create rule to assign tasks based on the project role without using AI

English Forum Product Feedback
1

Hi everyone,

I’m looking for a way to make our project automations more scalable. We work collaboratively with many different clients, and our current manual “workaround” for rules is becoming a major bottleneck.

The Workflow: When a project is ready for review, we update a custom field to “Waiting on Client Approval” or “Waiting on Project Lead” We want this trigger to automatically create subtasks and assign them to the specific Client or Project Lead for that particular project.

The Problem: Currently, it seems we have to hard-code a specific person’s name into the rule. Since we have dozens of different clients and multiple project leads:

  1. We have to manually update the rules for every new project.

  2. Editing rules constantly is a huge time-sink and prone to error.

  3. We don’t have the budget/credits to rely on “Auto-assign” via AI for every task.

The Goal: I want to assign a task to a Project Role (e.g., “Assign to: Client Role”) so that Asana looks at who is designated as the “Client” in that specific project’s members list and assigns the task to them automatically.

Is there a way to use relative/role-based assignments in rules, or is there a clever workaround using custom fields or templates that doesn’t involve editing the rule logic every time?

Thanks in advance!

2

Welcome, @Jillian_Dumais,

Please have a look at:

and click the title to scroll to the top and vote by clicking the Vote button; that’s the quickest and most effective way to express your support for a request.

If you are ok with it, and feel these topics are asking for the same thing, reply and I’ll merge them so we can all follow along in one place.

Maybe someone will suggest a workaround.

Thanks,

Larry