Duplicating Sub Tasks in Template Creation

I am creating a remodel process flow Project Template. I have many levels of Sub tasks. Issue #1: I can’t figure out how to Duplicate a Task that has multiple levels of sub tasks (the ‘create project and convert back to template’ workaround is not effective). There are way too many sub tasks to take the time to retype every one. No way to duplicate a group of sub tasks in Template? Issue #2: I have assigned Roles to each task, sub task, sub sub…etc in the Template. When I use the Template to create a new Project, the Roles are not transferred over so I have to manually set every one again. No way to transfer the Tasks Role Assignments from a template to a new Project? Issue #3: I created a lot of tasks and sub tasks, sub sub etc in the template. I want every sub task to be a dependency for its parent. I have to manually search every single one and it is taking me countless hours. No way to make all sub tasks dependencies?

Thanks in advance,

HI @DomVADA Welcome to the forum. You will find that if you are using multiple levels of subtasks you will have. alot of issues. Subtasks should really as best practice be the lowest level of task. I think perhaps you need to look at restructuring

1 Like

Hi @DomVADA , here I would agree with @Danielle-GenD . Sub-tasks will always create such problems as the structure is not designed in this way. You should definitely look for restructing.

However here are my thoughts to your individual issues, but I do believe we should be able to look at them holistically

Issue #1: I can’t figure out how to Duplicate a Task that has multiple levels of sub tasks (the ‘create project and convert back to template’ workaround is not effective). There are way too many sub tasks to take the time to retype every one. No way to duplicate a group of sub tasks in Template?

If you have a defined structure of sub-tasks, why don’t you create task templates that you set once, then trigger them from within your workflow (or can be created manually). That way you’ll maintain the integrity of the structure, the assignees, the roles etc, as well as time will be saved

Issue #2: I have assigned Roles to each task, sub task, sub sub…etc in the Template. When I use the Template to create a new Project, the Roles are not transferred over so I have to manually set every one again. No way to transfer the Tasks Role Assignments from a template to a new Project?

See previous answer.
++++++++
You may add a custom field that specifies the role for each task and fix them within the template. Once you’re ready to assign those role, all you have to do is to filter all the tasks based on the role custom field, and assign them to a particular person.

Issue #3: I created a lot of tasks and sub tasks, sub sub etc in the template. I want every sub task to be a dependency for its parent. I have to manually search every single one and it is taking me countless hours. No way to make all sub tasks dependencies?

From a project management perspective, I am not if this is how you should approach it. What are trying to achieve here, and I might be able to advice further…

happy to help.

1 Like

Thanks Zaki,

We are managing design/build project workflow and I have 4 People involved. Designer, Builder, PM, and Modeler. I’ve broken down the process into groups as seen here.
image
Then I break down each group into tasks that are assigned to the team.


Then I assign subtasks.

Every project is different with different subs bidding and different work being completed in various different parts inside and outside the home. Ideally I would have nearly every task, area, and sub listed in the project when it is created and if the section isn’t used, we just check off or delete the tasks that don’t apply.

So ending up with these massive lists of tasks and sub tasks which really isn’t bad to use once created but definitely a pain to set up. Advice?

Perhaps there is a better way to lay this out?

Hey @DomVADA , thank you for explaining this with screenshots, definitely makes more sense now.

Here’s what I would advice. Create task templates for each individual unique piece that you deliver (as per the requirement of a project). The task template should ideally have the following things to make it work better.

  • The correct name of the main task
  • The correct sub-tasks added under it
  • The assignees
  • The time estimates for each task/sub-task
  • The dependencies within the task (you can do that by going in the Timeline section in Asana. Check this article)
  • Create a custom field with “Role” that can you can later filter on, and assign to relevant people in case there are more than 1 person with the same role in your team

Once this basic structure for each unique project/task is created, just save this as a task template.

Then whenever you have a new project coming up that you need to populate, you can simply populate the task template, make any minor changes that might be required and you should be good to go.


In case you need any help setting it up let me know here and I’ll be happy to assist.


Zaki
Business Workflow Consultant
Ready Logic