Flowsana: workflow automation for your Asana projects

Support for multiple forms per project


I'm pleased to announce that Flowsana's Forms Support workflow now supports multiple forms per project, a feature now available to Asana Business and Enterprise customers.

Now when you create a new Forms Support workflow, you’ll see a dropdown list of the forms in the selected project, and you can choose the form to which this workflow applies:

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If the form is exactly the same, you can create a project template that includes the form (and any rules/workflows that you need recreated as well). Then when you need to create a new project, use that template. It will automatically recreate the form for you.

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I have been trying to build rules that will move my tasks into different columns in the my task area based on due date (due in the next week “this week” due in 3 days “today/tomorrow” due tomorrow “today” etc). In order to do this with Asana I have to have business and pay for 2 seats - I am a freelancer so it is not feasible to pay $50 a month for this - so flowsana seemed to be the option but when I tried setting up rules “due in 7 days” place in column “this week”, “due in 3 days” place in column “today/tomorrow” - because if something is due in 3 days it is ALSO due in the next 7 days - it keeps going back into “this week” and not moving along as the due date gets closer.

How can we set more than one due date rule that work at the same time?

I tried setting tags and then removing them - but that didn’t work either because it would just go through the loop and all are ending up in one column - the one with the longest out due date.

Welcome, @Liz_Roper,

I believe you can set rules like this in My Tasks in Asana Basic (free) plan. They will run nightly after midnight. Note: They just evaluate once daily after midnight.

You might find my article helpful; it gives step-by-step instructions to set this up:

Larry

Hi @Liz_Roper,

Flowsana executes its rules in the order they are created (which is also the order they’re listed on your “My Workflows” page). In the case of date rules, the way to build them is from the farthest-out to the closest-in, that that order. So in your example, build the “7 days” rules first, then the “3 days” rule. That should get you the behavior you’re wanting.

Hi all,

After receiving various requests, we made some exciting enhancements to Flowsana this past weekend!

Special Handling of Subtasks (it’s back!)

Normally, the Auto-Adjust workflow type shifts dependent tasks; that is, when you change the Due Date of a task, the Start and Due Dates of all of its dependents are shifted by the same amount of time. This behavior can be applied to subtasks exactly the same as it is for top-level tasks. To include subtasks in this way, be sure to select Both top-level tasks and subtasks in your Apply this workflow to selection.

Alternately, when setting up an Auto-Adjust Workflow for a project, you now have the option of choosing Treat subtasks as dependent tasks of their parent. This option (which used to be available but was removed at one point, but now is back) is useful when you want all subtasks in your project to act like dependents of their parent task. If you enable it, then instead of having to explicitly and manually mark all subtasks as dependents of their parent, Flowsana will treat all subtasks as if you had marked them as dependent on their parent. That is, if you change the start/due date of a task in the project and that task has subtasks, then the start and due dates of all of those subtasks will be shifted the same number of days that you moved their parent task.

Note: If you select this Treat subtasks as dependent tasks of their parent option, the Apply this workflow to drop-down selection is no longer shown as it’s not relevant when using this option.


Variable Substitution Updates

Variable substitution has been around for a long time. We have added some new options for you!

{task.Description} and {task.HTMLDescription}
These give you access to the Description field of the current task being evaluated.

The only difference is that {task.HTMLDescription} provides the fully formatted description. When using the Description for external destinations like an email notification, use {task.Description} as email clients will not properly understand or interpret Asana’s subset of HTML which it uses for its Description field. When using the Description to copy it from one task to another within Asana, like populating a subtask’s Description from its parent task, you can use the fully formatted version; in this example you would use {parent.HTMLDescription}.

{task.Link} and {task.LinkInProject}
Using these variables, you can include a full link to the triggering Asana task.

{task.Link} provides a regular long hyperlink to the task, displayed full-screen. By contrast, {task.LinkInProject} provides a hyperlink that displays the task’s detail pane in the context of the list view of its project.

(Note that also have {task.ShortLink} which creates a much-shoter and more compact link to the task.)


New Rule Action: Add Tasks…

This new action lets you automatically add tasks from a template of pre-built tasks. It is very similar to the existing Add subtasks… action. In fact, all of the Add subtasks… documentation applies to this new Add tasks… action as well. The only difference is that instead of letting you add subtasks below the task that triggered the rule, this action lets you add top-level tasks immediately following (i.e. below) the task that triggered the rule.

This rule action means that now you can build more dynamic projects, where steps can be added to a project based on conditions as they occur throughout the use of the project!

Note that the template subtasks can themselves have subtasks below them, and these will become subtasks in the destination project.

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Hi @Phil_Seeman I am trying to use the Add subtasks feature in Flowsana where the template task is set way in the future and then drives the relative dates that result for the subtasks. However, the subtasks keep getting added by Flowsana before I have a chance to add a due date on the primary task so it’s making the subtasks due dates way out in 2050. Any thoughts on how to avoid this?

Hi @Michelle_Tenuta,

You asked the same question in another thread and I replied there:

Hi Phil,

Apologies first if this question has already been answered but this thread has been quite long so I might have missed it.

I am trying to figure out a way to add a form response to an existing task that is already created in a project. Essentially having a form response be added as a subtask to an already existing task. I could not find a rule for this. Currently, the workaround is when a form creates a new task in the project, I can convert it to a subtask of an existing task but I am trying to reduce that step for scalability purposes.

I appreciate your help.

Hi @Mitchell_Malandrino,

Thanks for the question. Unfortunately Flowsana doesn’t currently have a capability to move an existing task to be a subtask of another task; sorry!

Okay, thank you for the quick reply. I assume Zapier can’t solve this either?

Are you always putting these new form submissions under the same existing task in all cases, or different ones depending on some condition(s)?

could you walk me through this process.

I’m trying to create a form that would have three subtasks:

First, fill out basic project/ticket descriptions field for social media post.

Then, three sub-tasks sections:

  1. social copy review - multiple fields about this request
  2. review of copy in graphic - if checked, multiple fields about this request, and it’s own subtask
  3. request for design asset - if checked, multiple fields about this request, and it’s own subtask

Basically, I’m seeing if we can avoid the scenario where the form triggers 3 sub-tasks that need to get filled out after the form is completed (that is, the subtasks appears blank and need to filled in after the form is completed).

Hi @Polo_Josh,

I sent you a PM regarding your question.

@Phil_Seeman loving Flowsana! Was wondering if this feature (using boolean operators in rules) was ever rolled out or will be in the near future? Trying to create rule where if a task is moved to a specific column AND a specific custom field has a value of X, then reassign the task to a specific person. Doesn’t look like that’s possible?

Thanks, much appreciated!

Not rolled out yet, it’s currently in development as part of a larger redesign of the Flowsana web portal. No release date to share yet, sorry.

Will triggers be supported in the App Components in the future? It would be extremely helpful.

I know it’s something the Asana API team would ideally like to be able to support in the future, but it’s pretty complex and I’m not sure if and when they might tackle it.

Hello there,
I have been trying to contact flowsana for the last several days without any luck. All I am trying to do is:
#1 - understand how to setup rules in asana (using flowsana) so that subtasks that are added with rules have relative due date based on task’s due date and not on task’s creation date
#2 - understand if there is a way to create repetitive tasks in asana as in google calendar, so that we can use asana’s calendar view as an actual calendar. Right now I can’t create a task for every monday at 7pm and view it as such on the calendar view.

Can someone please help me understand how to learn more about flowsana integrations (I read the FAQs) and how to contact flowsana for support.

Thank you!

@Maria_Ivanova,

For your first question, I think you should email support@flowsana.net (/cc @Phil_Seeman).

For your second question, Asana only shows the next recurrence of repeating tasks so to do this in Asana itself you’d have to create each recurrence separately. But @Bastien_Siebman offers a third-party tool iDO Tools - Improve Asana with our tools and automations to accomplish what you’re asking.

Larry

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