Our team is using a Form to get new Product ideas from our organization to streamline and organize how we prioritize new products. It would be super helpful to have the fields we ask on the form to automatically map to columns in our Project (we use List view).
I can see this happening in two ways - fully automated and an option you can click on the Form creator page or the ability to create Rules that would pull keywords from the description of the task that gets created from a Form Submission as a trigger and then the action would be to place them in the correlating column.
Right now, it seems we would have to have one person go through each submission, read the description and then put the correct information into each column. It is a lot of manual work that will slow us down. This would save our team so much time! We are a thin team, the more automation and organized we can start out with, the better!
Granted, Asana doesn’t contain a way to parse keywords from a description field. But it does let you map questions (fields) on a form to task custom fields (columns), so you should be able to achieve that. If it seems you can’t, then perhaps you can provide some more detail as to the specifics of what you’re trying to accomplish, maybe we can help.
Thanks Phil. Are you able to tell me or send me instructions for how I would map questions (fields) on a form to task custom fields (columns)? I didn’t see a way to do this when
looking earlier.
The custom fields you have defined for that project should show on the right-hand side of the screen when you’re creating the form. If you click on a custom field that you want on your form, it becomes a question on the form (which you can then customize). Answers to that question will be stored in that custom field.
Let me know if the above doesn’t make sense, or doesn’t answer what you were looking for.
Asana doesn’t have a routing option via rules in text fields.
What I’ve done has been provide a drop down for the system, Custom Field = Template 1, Template 2, Template 3. Then 3 rules, if a new task is added with Custom Field = Template 1 put it in the Template 1 column.
I would recommend the task name being pulled from a field such as the idea (something succinct though) and categorizing it based on whatever parameters you choose to define.
Hi @James_Ungerer The form UI has changed since I wrote that. The way to do it now is to create a field of the type you want (i.e. the type that matches the desired custom field), then click “Connect to field” in the bottom right of the question box to link it to the desired custom field.
Hi @Phil_Seeman,
Can I ask for your advise? I have the intake form where a requester needs to fill their name (text field) and email address. I would like to have one of these two fields mapped to “Reporter” field in an Asana task. All the requesters are within the same org, thus available to select.
I had also added Reporter field to the library and connect it to the name field, but unavailable. I guess it is due to being a different type of field?
Thanks and regards,
Jan
Thanks for your response. Do you know how could I map them then? If I create a new custom field, how can I map it to a reporter? Or any other idea please?
Thanks and regards,
Jan
Hi Larry! Thank you for responding! My mistake; I should have clarified - I was replying to the post above me (Aug 2023) about retroactively mapping the data to custom fields from forms already submitted.
We have hundreds of forms, and I just realized that if all questions have their own column fields (instead of the description box), it would help me find which forms have answers for column a and or column b instead of looking at task’s description individually.
I find that exporting the project to a CSV format still doesn’t help, as everything I need is mixed with other irrelevant data in the notes column.
I hope this paints a clearer picture. I hope you’re able to help me!
If it would help you to do this for a few key fields, consider the following (though I expect it would be too tedious for too many fields, or too many values in any one field):
Say you had a form question about priority and one of the values was “testabc”. You could add an “LB Priority” field to capture that. Then do an advanced search in just the project for “testabc” (one value) but also Add filter to include LB Priority where it has no value (needs setting). That’s the search shown above. You could then multi-select 50 search results at a time and change LB Priority there to “testabc”. Repeat for other values of priority, and other fields.
