Hello,
I have a custom “Task Type” with custom statuses, and it is the default on my project.
When I create a new top-level task, the correct status is set by default based on which section I create the task in (grouped by task type status), or if I have Asana rules that set the status automatically.
Unfortunately, every subtask defaults to the first status (for us, this is “Backlog”), but I need them to default to “Open”, or potentially inherit the status of the top level task. I have tried creating a rule that adjusts this, but it seems like rules that adjust statuses do not work properly on subtasks, even when “Run on subtasks” is selected.
Also, if I have rules that automatically create subtasks, they are all set to “Backlog” as well. I’d like to be able to specify what status they get created as, or let these be affected by my rules that attempt to modify subtask statuses.
Any thoughts here? Screenshots below.
Hello @Cory_Wallace, welcome to the forum!
It looks like your rule isn’t working because subtasks aren’t members of the project by default. You could use a custom field as a trigger and then make sure it is appropriately set in the creation of your subtasks.
Thanks for the response @Jeremy_Long. Could you give me an example of how I can automate this? I’m familiar with custom fields, but not sure how I could automate each subtask having a custom field that will trigger the status change.
No problem @Cory_Wallace , here are the steps:
Step 1: Create the custom field
• Add a single-select custom field named “Subtask.”
• Create an option within it called “Rule Trigger.”
Step 2: Set the custom field when the subtask is created
• In your rule (Create review tasks), open the subtask settings on the right panel.
• Set the Subtask field to Rule Trigger so every auto-created subtask receives that value.
Step 3: Edit the rule that reacts to the trigger
• Open your New subtask status rule
• For the trigger, choose: When “Subtask” is set to “Rule Trigger.”
• For the action, set: IT Task → Open.
Let me know if you need anything else!
Thanks! Will test soon. Can I ask why this works? Feels like I’m telling a project to look for a custom field on a subtask, but the reason I can’t set the subtask status is because the subtask technically isn’t a part of the project. Why does this rule affect it differently? I’m sure I just have a fundamental misunderstanding of why one rule in a project catches a subtask, and another doesn’t.
The custom field based rule applies to all tasks and subtasks because Asana evaluates custom field changes regardless of a subtask’s project membership. The “added to the project” trigger only fires for top-level tasks that are explicitly assigned to the project, subtasks aren’t included unless you manually add them.
Makes sense. Thank you. I appreciate the response and this seems like a decent workaround. Is there any potential “true” fix / feature enhancement coming for this in the future?
