I created a simple workflow. The intake is via a form. The Form needs to then be assigned to a status, a person and a task needs to be created that shows up in their tasks. I have tried everything to do this and cannot manage it.
Hi @Jeff_Norris,
We’re really going to need some additional detail to be able to best suggest solutions - can you post one or more screenshots showing the rules you built that are not working as you would like? Thanks!
I am attaching four screenshots of my workflow. Step 2 is not functioning. Everything stops there. Why? I put the steps in order.
I’m in America and I guess you all are in Europe.
Could you simply set this up in your Intake Form Settings? If you set the default assignee to the person who receives the intake form, the form task will automatically be assigned to them. You can then run any additional automation you need in your Workflow Builder.
Can you clarify what you’re referring to when you say “Step 2”? Thanks.
Since you are the only person who has ever answered me, I’ll ask you. I reduced my workflow to the simplest possible flow.
- Intake form submitted
- Team member assigned task
- Task is in Review, renamed with the Project name from the form and moved to another umbrella project.
I can get this to work but have two remaining issues:
- I get a duplicate that says [No Value] in the title
- If I run a task through the workflow it is never assigned in a user’s My Tasks.
I’ve tried everything, read everything I can find and cannot find these simple answers.
Not sure what you mean by “a duplicate” but [No value] sounds like a section when you’re grouping a view by a single-select custom field.
Can you post a screenshot of what you’re seeing when you mention [No value]?
If a task is assigned to someone in Asana, that task will show up on their My Tasks list, for 100% sure. If that’s not happening in your scenario, then something else is going on; perhaps the view has a filter applied that’s keeping you from seeing the tasks?
This is what I am seeing. I’m so confused by all this. I honestly wish we could change systems. Asana support is not very good.
@Jeff_Norris - if you have any rules that are renaming your tasks based on field values (you posted at least one: your first screenshot), the [no value] means that whatever field you’re using (Set Name of Project, in your case) is empty when the rule is running. To fix that, you need to either: a) make sure you set that field before the rule runs, or b) change up your triggers and condition to better handle a missing value there (e.g., add another trigger for When {Set Name of Project} changes, add Check if {Set Name of Project} is not empty).
As Phil mentioned, if a task is assigned to someone (e.g., Matt in your last screenshot), that task will be on that user’s My Tasks unless there’s a critical bug in the system (which is possible but very rare). If Matt has any filters, sorts, or rules on his My Tasks, it might be affecting his ability to find the task, but it is almost certainly there. He might need to adjust something (filter/sort/sections/rules/etc.) to surface it better.
I really think you should take this step-by-step (i.e., pause all rules, turn them on one-at-a-time and make sure they do what you want before you move on). Your workflow is very similar to ones that I use without issue, so rest assured that it definitely can be done with a few adjustments.
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Thanks so much for this.
Using your method, I was able to fix my workflow.
However, Assigned To tasks will not show in the List View of My Tasks even with a filter set to display them. They show on the Board view but not the list view. Can you send a screen shot of your filter settings?
@Jeff_Norris - could you screenshot your “Group” and “Filter” settings for the list view of My Tasks? Different views (list vs. board) can have different grouping/filtering applied to them in My tasks, so it’s very likely those tasks are either getting filtered out or are hard to find (e.g., in a collapsed section).
You could also try removing all grouping/filtering from list view (you can add it back later), confirming that the tasks are visible, and then regrouping/filtering however you want (making sure you can still see those tasks).
One other thing to check is to see if there are any rules running in My tasks (e.g., move tasks to a certain group) that might inadvertently be causing tasks to get caught in a specific filter.
I used the Ask AI feature about this question and one response struck me:
- Project Association: All tasks are associated with specific projects. If workflow-assigned tasks are not being properly linked to projects, this could affect their visibility in My Tasks.
How am I missing linking the tasks in the workflow to a project that I’m obviously not seeing?
Remove the second filter clause - the one with “Assigned To”. You don’t need a filter like that in My Tasks because as has ben mentioned above, that is automatic - the definition of My Tasks is “all tasks assigned to you”. So no filtering is needed.
The AI is wrong. A task does not have to be associated with a project. Most tasks are associated with one or more projects, but it’s not a requirement of Asana.
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