Hello!
I hope this question is clear. We manage multiple contracts, with each contract comprising up to five “initiatives.” Currently, we separate each initiative into a distinct Asana project.
However, moving forward, we want each Asana project to represent an entire contract, with the initiatives within the contract indicated by a custom field.
We also want this custom field to be visible in everyone’s “My Tasks” section.
My question is about organizing these custom fields. Is it possible to have a “universal custom field Tag” section (to show initiatives) and organize the tags within the dropdown to avoid excessive scrolling? As more contracts and initiatives are added, we might end up with around 100 tags. I want to prevent excessive scrolling through numerous tabs. Can tags be grouped or organized in a more manageable way within the dropdown?
I apologize if this is unclear. Please let me know if you need more information! I am also open to any other suggestions or workarounds. Our main goal is to display the initiative tags in our “My Tasks” section without adding unnecessary work.
Thanks,
Alamay
Hi @Alamay_A , welcome to the forum 
I think I understand what you mean but I would refer to these as dropdown options rather than tags, because tags is another Asana legacy feature.
The current limit is 500 options within a single-sleect or multi-select field (see 1.2 here)
And yes, you can definitely group by such a dropdown field which will create sections, actually called ‘Groups’ within your List or Board view. The only limitation with Board view is currently to display up to 1k tasks, but if you use List view then it’s not a problem. Additionally you can also choose to ‘Hide empty groups’ by clicking on the ... button in the Group by button options.
The order of your dropdown options will also define the order of your Groups within the List view. This is also a great alternative to Sections since you will no longer need rules to move tasks into a section based on a dropdown option.
Not entirely clear on this, but you could use dummy options for separators in between your options, such as:
-----Category 1-----
Option 1
Option 2
Option 3
-----Category 2-----
Option 1
Option 2
Option 3
You can also use colours to define each category type - do not just leave colours randomly selected by Asana! There are useful articles on colours in this forum such as this one.
And of course, a great way to organize your list is to use an emoji for each category or even place the same emoji for each option that belongs to the same category.
For example:
-----
Category 1-----
Option 1
Option 2
Option 3
-----
Category 2-----
Option 1
Option 2
Option 3
…or Simply this (without dummy separator options):
Option 1
Option 2
Option 3
Option 1
Option 2
Option 3
Finally, once you add this field to the library, then everyone else can add it to their My tasks so they can see it in their List views and even group by or sort by that too, just like in your projects.
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Thanks Richard! I really appreciate this and the clear explanation :)!
Is there a way to group the options when there starts to be a lot of them, within the dropdown section?
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Hi @Alamay_A , yes, that was the 2nd part of my response. Did that not give you some ideas?
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