Form Fields flowing into Project Template

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Asana workflow question: Keep the intake task and spin up a templated project with mapped fields

Hey Asana Community — I’m trying to build a clean “New Role Kickoff” workflow, but I’m hitting a couple blockers around task → project creation and field mapping.

Goal (what I’m trying to achieve)

I want a workflow that:

  1. New Role Kickoff Intake Form is submitted

  2. A task is created in a dedicated New Role Intake Project (this is the “inbox” project that should always retain the original form submission task + its fields)

  3. A rule runs on form submission to create a new project from a project template (the “New Role Kickoff Project”)

  4. The new kickoff project launches with the relevant details from the form already populated / carried over (so the project has the key context without re-entering it)

My intended structure

  • (1) New Role Kickoff Intake Form → creates a task with fields like:

    • Position Title

    • Hiring Manager

    • Work Location(s)

    • Target Open Date

  • (2) New Role Intake Project → houses the intake task permanently (for audit trail + reporting)

  • (3) New Role Kickoff Project → created from a project template via rule, and should inherit the key details from the intake submission

Problems I’m running into

1) The intake task is being converted into a project (and disappears from the Intake Project)

When the rule triggers to create the kickoff project, the original intake task is effectively turning into the project instead of staying as a task inside the Intake Project.

What I need:

  • Intake task should remain in the Intake Project (unaltered)

  • Kickoff project should be created separately (from template)

2) The form fields are not flowing into the newly-created project/template

Even though the intake task has the correct custom fields filled in via the form, those values are not appearing in the newly created kickoff project (from template).

What I need:
Some way to map/carry over the intake task’s field values into the kickoff project so the project starts with the key context already populated (either into project-level custom fields, or into specific tasks in the project template).

What I’m looking for from the community

  1. What’s the best-practice way to create a project from a template based on a form submission without converting the intake task?

  2. Is there a native way (rules/forms/custom fields) to map intake task fields into the new project created from a template? If not, what’s the recommended workaround?

If it helps, I’m happy to share screenshots of the rule setup and which custom fields I’m using.

2

Hi @Jake_Steffens , it seems like you’re almost there.

I’m not sure why you need the original task still open in your Inbox project, since it will carry on its ‘life’ as a project. Asana completes the task for a good reason, so you avoid two sources of truth. However, you can manually reopen the task or add a rule action to incomplete it right after it’s converted to a project, if that’s really necessary - I would try to avoid it, unless there is good reason.

To get your fields to map from task level to project level, so that you can view the fields in a portfolio, the key is to make sure ALL those fields are added to your library. Therefore, whatever fields are in your Inbox project, also need to be added to the portfolio that will house all your generated projects.

The above should answer the first scenario, not the 2nd because it is not possible to map fields into specific taks.

The only way to populate tasks into a generated project are if you had subtasks on the original task that gets converted to a project - then those subtasks will appear in the generated project.