I’m curious how others are handling this.
We use an Asana custom field called “Submitter’s Supervisor”, and we have numerous rules that check specific values in that field to determine what actions to take.
The problem arises when a supervisor leaves the company. To keep the custom field up to date, we remove that supervisor’s name from the field’s list of options. As soon as we do, every rule that references that supervisor breaks where the option was referenced, since the option no longer exists. We then have to manually locate every affected rule, decide whether to replace or remove the condition, and repair each one individually.
This becomes a fairly significant administrative burden.
Has anyone found a good way to manage this? Is there an existing feature or best practice that I’m missing?
Ideally, I’d love to see one or both of the following:
-
A way to see every rule that references a particular custom field value.
-
A reconciliation or warning tool that lets administrators remap or remove rule references before deleting a custom field value/option.
How are others dealing with this today?
I use the ‘people’ custom field. As it takes the assignees actual Asana account so whether this would be a potential option to try? Although it would still require housekeeping (I haven’t tested it though) but wouldn’t break the rule as such.
I would also suggest if you are Enterprise or above, to consolidate your rules into appropriate bundles which then allows you to update them all in one go 
@Reb Thanks for the suggestion!
I don’t think this will work for us, though, as we need the Asana form submitter to select their supervisor from a list of options, then trigger rule actions (e.g., assigning a follow-up approval to a supervisor) based on the option the submitter selected.
From my testing, I cannot connect a “People” field to an Asana form question, currently.
Hi John, Apologies, I didn’t realise you were using a form. My only other thought is to use Smart Chat to ask if any rules in any projects need fixing - I’ve just tested it and its come up that my active rules are all ok - at least that may give you a list of rules that require a fix in a list with links so you can manage it in one place? Sorry I couldn’t be of more help!