Event Approval and Management Process Advice

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Hi there! I’m hoping to get some feedback and advice. I’m currently building out an Asana system for a client who hosts events (at minimum) weekly, ranging from 50 to 3,000 attendees. The goal is to create a seamless event approval and management process that includes tier assignments based on event size and support needs.

Here’s the general flow I’m envisioning:

  1. An initial form is submitted with high-level event details.

  2. The executive team reviews and either approves or declines the event.

  3. If approved, they assign a tier (1–3) based on scope and support needs.

  4. The event owner is notified and completes a second logistics form, which would feed into Asana to create a project (an event template + tasks built from logic based on form answers) automated task assignments for the right team members.

Here’s where I’m stuck…

I’m trying to determine whether this can all be handled through one connected form and process/workflow, or if it’s cleaner to separate it into two distinct forms/workflows (approval first, then logistics).

Does anyone have experience setting up a similar approval + tiered workflow in Asana? Would you handle it all in one form, or split it into different stages? Or is there a better way to do this altogether?

Appreciate any insights or examples you’re willing to share!

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@Angela_Watkins Welcome to the forums!

This will probably be cleaner and easier to manage with 2 forms. This will make any future updates or changes easier to control. It will also make managing your rules easier. Your workflow could be something like this:

  1. Use the task being completed or the event being approved (based on a custom field or using AI if using an Approval subtask) as your trigger to add a comment @ mentioning the event owner with a link to the second form.
  2. Second form is completed and submitted. This could go into the same project as the original form. It’s probably simpler to have this go into a new project just for routing.
  3. Have a rule that creates a project from your template based on the task created from the second form. Trigger: when task added to project, Do This: Convert task to project. You could also use AI to provide guidance for other tasks that need to be created in the new project.
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Hey @Angela_Watkins I second the advice by @Ron_Sanga. You could then multihome the original task into the project as reference. Or you could use AI rules to merge both form submissions before conversion (however this can be tricky and take up credits)

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Thank you so much for taking the time to share your thoughts and experience with me, Ron! So helpful to be able to bounce this off of others. I’ve definitely made note of these ideas/thoughts and am eager to move forward with this in mind. Have a great rest of your week!

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Great idea to multi-home the original task, Danni! I will definitely keep that in mind as I build. Thank you for taking the time to reply! So helpful to bounce ideas off of others :slight_smile: Have a great rest of your week!