As an Asana Super Admin, I’ve been leading our Asana implementation & delivery for the past year. Like many organisations, we’ve built up a considerable amount of configurations along the way: our organisational Knowledge Hub, workflows, automations, custom fields, governance processes, project templates, forms, and reporting standards.
As we expand our administrator group (and I prepare my departure from my current organisation and into the Asana world 
- more to come there 
), one challenge I’ve faced is transferring all of that knowledge effectively to new admins.
The Challenge
When you’ve been involved in an implementation from the start, it’s easy to forget how much knowledge you hold:
- Why a particular rule exists
- What an automation is intended to achieve
- Which custom fields are important
- How projects are structured
- What governance processes sit behind the platform
Documenting everything manually can be time consuming and quickly becomes outdated, although I do like to keep our Knowledge Hub updated at all times (although, it’s questionable whether some actually read it 
)
Dash - my new PA
I’ve always been a big fan of Smart Chat (once calling it my new best friend on Slack, which resulted in having an exclusive sneak preview of Dash for feedback!) I’ve started using Dash as a personal assistant while creating training materials for new admins - because it probably knows more than I can recall about how our Asana is built.
Instead of manually reviewing every project and workflow, I ask Dash questions such as:
- “Summarise the rules and automations in this project for a handover document.”
- “What custom fields do I have in this project, and which ones are not being used.”
- “What process is this workflow supporting?”
- “Provide a training guide for a new administrator based on this project.”
The responses give me a strong starting point for documentation and training content.
What I’ve Found Most Useful
1. Translating Configuration into Business Language
Admins don’t just need to know what a rule does; they need to understand why it exists.
Dash is surprisingly effective at explaining technical things in plain English!
2. Accelerating Documentation
Rather than writing documentation from scratch, I use Dash to create first drafts and then refine them with our specific context.
This has significantly reduced the time needed to document:
- Project templates
- Request workflows
- Approval processes
- Automation rules
- Governance standards
3. Creating Training Materials
I’ve used Dash to generate:
- Administrator onboarding guides
- Workflow summaries
- Automation inventories
- Governance documentation
- FAQs for new users
This helps ensure new admins understand not just the configuration itself, but the ‘Why’ it’s done this way and how a specific part links to another.
4. Housekeeping
It can tell me what’s being used and what isn’t (i.e. custom fields) so I can assess what is no longer required.
Bye Smart Chat, Hello Dash
If you’re managing an Asana implementation, maintaining documentation, or onboarding additional admins, it can be a surprisingly effective way to turn complex configurations into training materials that others can quickly understand and use.
I also champion Dash to everyone in my organisation whenever I get the chance, I think most underestimate what it can actually do.
The best thing you can do is be curious and see what you get back, it may not always be right (and there may be workarounds that it doesn’t know, which is where the human brain always comes in as validation. Relating this to my recent manual rule query on the forum, Dash told me it couldn’t be done manually (and I needed AI), whereas @Arthur_BEGOU knew what Dash did not! thanks again! 
Appending information in a task description via a manual rule
Has anyone else used Dash for administration, governance, or training purposes? I’d be interested to hear other creative use cases.
