What I would like to see added to Asana is a method to generate single use forms for requesting specific updates from a user regarding a task.
I’m aware that I can use a rule to add a comment that tags the user and provides them instructions, but these tasks also have numerous other fields and subtasks that I don’t want them to see or access. I can lock down most of that, but that requires a lot of manual effort to control who can and cannot access each field. There’s also no way that I can force them to fill out the additional text field required for two of the statuses, which means adding additional rules to tag them again if one field is filled out but the other isn’t.
The request is a form that can be triggered manually or by a rule that only displays the information that I want where I can specify some fields as read-only and others as requiring user input. Then when they submit the form, it will update the relevant fields in the task and the form can no longer be used unless it is triggered once again.
Sample Use Case: My organization requires quarterly review of published instructional documentation to ensure it is up to date. These documents are reviewed by a relevant subject matter expert who then indicates the Document Status, which can be to keep the document as-is, that a revision is needed, or that the document can be retired. For the latter two statuses, the user is also required to fill out a text field indicating what changes are needed or why the document can be retired and removed.
For my use case, the form would look something like these example images I made:
Sample Form if Document Status is “Keep As-Is” (no follow up question)
Form if Document Status is “Revision Needed” (follow up question, same if status was “Retire Document”)
As an additional ask, it would be nice if it could be set to request updates for multiple tasks in a project at once if they have the same Assigned User and use the same form template. For example, if a user is responsible for updating 3 documents in a specific quarter it could be generated similar to this:
