Leveraging project templates - a deep dive

[Jan-Rienk]

You’re welcome.

@Bridgett_Fogg

The biggest problem with this approach and really all “conversion” of tasks to projects is that you are not able to utilize the Project Roles and Auto Assignees feature of project creation. It skips that step entirely.

Unfortunately we don’t find Project roles particularly useful in its present state. Most of the time when a project is submitted we don’t know who will be doing each function. It is weighed up between team members and workload after its added against other projects and then assigned out after taking in those considerations. To be honest it would be good to have those project roles be able to be filled out and autoassigned to the right people - post project creation - but as I understand it, that’s not possible right now

Adding your vote and voice in this topic might help get this on Asana’s radar:

Fill project roles after project creation

It’s great to see Asana has added the ability to set up Project Roles in the template. However, it appears these roles have to be filled in when the project is created from the outset. It would be great if you could leave the role blank and fill it in later (maybe from the Overview page) as some roles aren’t known until later on in the project.

[Anabella_Sammarone]

Hello Team,
Can w branch out to different Templates depending on specific fields on a form?
Is there a way?

[Richard_Sather]

Hi @Anabella_Sammarone , yes, you can create a custom rule which based on certain conditions of a single-select field (within your form’s question), then the action would be to convert task to project based on Template A.

Then if another condition is met (i.e. a different option from your single-select field), then a different action would create a project based on twmplate B, and so on.

Does that help?

PS: note that the ‘convert to project’ rule action does not currently support the option to let you leverage project roles or project start/end dates to autopopulate your projects created by such a rule action.

[Anabella_Sammarone]

Great, thank you. Do you have an example that I can follow or a step-by step guide or tutorial? Thanks.

[Jan-Rienk]

@Anabella_Sammarone

1. Create a single select custom field in the project
2. Add the field to your form and set the question title
3. Create a rule that triggers on new tasks being created
4. Create branches in that rule (otherwise if) that check: whether the task comes from your form AND the custom field is set to a specific value
5. Create actions at the end of each branch to convert the task to a project, here you can select the template to use

[Anabella_Sammarone]

Thank you, all will try it out.