I am looking to integrate a form of automation where when I submit a form, it converts the task to a project and automatically assigns members to the project. Help please!
Welcome, @Christina_Demaray,
You can do this with Rules:
When a task is added to the project…
Check if task is added to the project by your specific form
Take the action convert task to a project (either a blank project or from a project template, optionally using the task collaborators as project members).
You may want to do this in two stages rather than immediately converting the form submission to the new project. If you do this in two steps, you’ll have time to set up the task prior to the conversion, perhaps adding the right collaborators as one thing.
I recommend getting familiar with these for background:
Thanks,
Larry
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Thanks Larry! I tried this but am still having difficulties. Can you please review what I am doing wrong? To summarize, I have a form that is built from a template. I want to be able to have my support team fill out the form and a new project is created in my portfolio. Once the project is created, I’d like the members or collaborators to be automated so that everyone sees the project.
Currently, I have it set up as…
When - Task is added to this project
Check If - Task is added to this project by form “Marketing Support Brief”
Do this - Clear due date, Set Assignee to Christina, Mark task incomplete, Set Status to Stage 1 - In queue, Convert task to project
I’ve tried to add the feature to add collaborators but it doesn’t work (maybe it’s because a collabor is tied to a task and not a project?) Can you please break down what you mean by two stages?
Any advice is much appreciated! Or a phone call haha
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The forum is not (for me, at least) the easiest place to get into detailed workflow discussions.
I offer a JumpStart hour of consulting during which we could likely resolve this and perhaps more.
Or maybe others will chime in here.
Thanks,
Larry
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Were you ever able to find a solution @Christina_Demaray? It sounds like the issue is still being able to automate adding users to the project level, which I haven’t been able to find a solution for either. Aside from a 1:1 consultation, do you know if this is possible @lpb? Based on my searching, and the limitations within Asana’s rules, I don’t think there is but I’d love to find a workaround if it’s known!
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Welcome, @Alex_Jackmond,
In converting a task to a project based on a project template, the project template can specify project members to be added by default, so that’s an option if you know the members ahead of time.
Otherwise, natively Asana rules don’t let you add members to a project. I’m not sure if zapier.com, make.com, or flowsana.net (@Phil_Seeman) might.
Thanks,
Larry
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Thanks @lpb! Unfortunately we don’t always need the same team members on each project, even though we’re using the same template, so I was hoping there was a way to create a rule that would automatically add users to a project if they’re added as an assignee for a task in that project. But that makes sense why I haven’t been able to find a solution yet!
We’ll just add every possible person as a ‘Viewer’ of the project which will work, but isn’t ideal. Oh well!
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That’s a creative workaround; bravo!
When you convert a task to a project (without rule, without template), task collaborators become project members. But I’m not sure if that no longer happens if either/both 1) you do this via a rule, and/or 2) you do this specifying a project template. If this might be of value, you could test to see what happens in the case you need.