Hi There,
We also use Asana to manage tickets that belong to a specific entity.
The list of all available entities is managed via a user-defined field, the values are created via the API.
Workflow: creating ticket, selecting the corresponding entity, fine.
This is very helpful because:
filtering of such task by that custom field in the list view
grouping by the entity name in the list view
Within the next months we will have more than 500 entities wich means we will reach the limit of individual options of custom field.
And also keep in mind that even if you do some cleanup and remove options, they aren’t removed they are hidden, and you have a max of 1000 entries total. Once you hit that limit, you are stuck…
The solution in your case:
use multiple droddowns
group entries together (in a dropdown of countries, you could group together 3 countries that are very rare)
add an "other "option and pair it with a Text field to store the value
Hi Bastien, as always the first to answer. Thank you for your commitment!
multiple drop-downs: this can quickly become annoying if you first have to search in which field a value is
group entities: there is not really a characteristic to group them
add an "other "option and pair it with a Text field to store the value: what do you mean with this?
Since I want to group all related task through a field, a regular string text field would not work. Also tags are no useful here.
The limitation here was that for entities that are barely used, you wouldn’t be able to group by them.
I don’t have a better solution. I am discussing with a client with exactly the same issue, and we always end up with the same limitation: a dropdown has 500 options.
Actually, I do have a better solution, but you are not gonna like it: one project per entity, placing tasks in the right project, and grouping your list by projects… It might seem scary but is actually ok: at iDO we have 600+ clients, and we have 600+ projects, it works fine
The one project per entity Approach was also something I was thinking of.
Seems a bit over-engineered but of course, would do the job.
I also thought one reference task per entity and the tickets are subtasks.
But this will not solve the filtering/grouping.
So probably creating a own team, one project per entity, tickets/task per project, multi home all tasks to a “overview” project and sort there by project.
Right?
It is actually super confortable to have one project per client (in our case). You can really organise things neatly. Make sure to setup a Bundle before creating all those projects!
Bundles are indeed an Enterprise feature Asana Help Center
Pretty confortable when you need to standardise projects… Let me know if you ever want to consider a tier upgrade.
