What I am trying to do is, I want asana to comment “This task has been in this section for 1/2/3/4 hours and has not been acknowledged/approved, kindly approve this @Artist” for every hour for the next 4 hours.
I tried using the AI but it keeps getting it wrong and for
I did chat gpt to help me prompt the AI, heres a better way
”create an instruction for Asana AI, if in an hour people have not commented, a follow-up comment tagging people every hour for the next 4 hours,
Conditions:
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if the Task is in Section: TIMELINE APPROVAL and @karen Adiova is at the Artist column. Tag Karen and comment “This Task has been in _______________ section for # hour/s, following up on your approval @karen”
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if the Task is in Section: TIMELINE APPROVAL and @Eric Po is at the Copywriter column. Tag Eric and comment “This Task has been in _______________ section for # hour/s, following up on your approval @Eric Po”
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If task is in Section: COPY HEAD APPROVAL. tag @eric po and comment “This Task has been in _______________ section for # hour/s, following up on your approval @karen”
I already have a rule that when a task is moved to the task, Asana comments and mentions the Artist and Copywriter tagged.
Let me know how I could reinforce this. Some AI i did wanted to start a timer column. will that help?
@Rachel_Pahignalo Great use case!
A clarifying question, have you created an AI check condition for the time in the section? Is that what keeps getting it wrong?
Alternatively, yes, you can use a timer field. Probably the cleanest way to do this is to use a status field for response time. So, you would have a custom field that would be one hour, two hour, three hour, or whatever labels you would want to use for that. When the task came in and moved to the timeline approval section, you would have a rule that would set that custom field to one hour. Then whenever that timer field expires, you would have a rule that would change that custom field to two hours, reset the timer field, and add a comment. And so on and so forth with hour three and hour four. This way you only have to have one custom field for the timeline and one SLA or timer field.
Hope this works for you!
Hi Ron, thank you for this. let me try this! Yes I have used AI and it kept on getting it wrong and my AI credit suffered hahaha, I have not used the timer field.
Though I dont want it keep on sending per hour, if the person tagged already responded. should I, AI that?
I think we cannot reset timer fields via rules, so you need four timer fields and one text custom field.
This is not ideal when a task approval is rejected, as we cannot reset timer fields.
Currently, a better approach is to use an overdue trigger and Script Action to adjust the due date and time, I suppose.
@Rachel_Pahignalo Totally understand about not wanting to ping the person if they have already responded. There are actually several ways to handle this.
Is there currently a custom field that they update once they’ve responded? For our purposes here, just for demonstration, let’s call this custom field “Artist Response.” If you have an artist response field you can have a rule that once that custom field is updated then zero out the SLA field. You would also then be able to use the Artist Response field in your check if statement in your conditions for your comment rule. So your check if would be if your artist response field is not responded, as an example.
Another option to make sure they’ve acknowledged is to create a subtask that they have to complete. The rule would then be when all subtasks are complete → check if the task is in section timeline approval → Move task to the next section. Your notification rule would check if the task is in the timeline approval section, so it only runs if tasks are in that section. Once they’re removed to the next section, it wouldn’t run and wouldn’t notify them.
@Tetsuo_Kawakami rules can reset the timer field based off of another field changing. So the trigger is the hour tracking custom field being changed or updated. In this case, the timer would have already expired, so it’s updating another custom field and re-triggering the timer field to restart at one hour. Since it’s all one-hour increments for these notifications.
I hope this helps clarify. Please let me know if you have additional questions.
@Ron_Sanga
Thanks for your comment.
I couldn’t find the option to reset on my side.
‘Set and start timer’ didn’t reset and start a timer.
Could you tell me how to reset a timer?
@Tetsuo_Kawakami I probably misspoke. There’s not really a function to reset. We’re just setting the timer field within a new time frame. So the rules would look like something below.
This is the first rule that would trigger the initial timer for the initial one hour. Here I’m using a custom field for the timeline approval stage, but this could just as easily be a section and utilize that as the condition.
Here’s the next step or the other rule. I didn’t do all of the variations here, just the first couple. This would be extended for hours 3 and 4 as well. This would just reset, even though the option is to set and start. It’s really resetting the timer field. That first response SLA is the timer field in this example.
Hope this provides more clarification.
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Dear @Ron_Sanga,
Thank you for the detailed explanation. I’m going to try it.
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@Ron_Sanga
I tried yours, but the second ‘Set and start First SLA to 1 hour’ didn’t work.
Now the rule seems not to trigger at the second ‘Set and start …’ or later.
Therefore we need 4 timer such as 1 hour, 2 hour, 3 hour and 4hour.
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@Tetsuo_Kawakami you’re correct. I tried it in several different ways, and it’s not working. I’ll request an improvement from Asana. We should be able to reset those SLA fields. I understand why it is the way it is for reporting purposes, and there are use cases where this would be useful. We would want to be able to reset that field to have one timer field, because we can track the different iterations through updating another custom field to see how many cycles we had to go through before the thing was taken care of. The upside is we can hide the timer fields as they are not really needed because we can track the number of cycles through the hour tracking custom field.
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