When we deprovision users, their tasks get reassigned to me as super admin. Some work on several projects and I don’t want to suss out who gets which task assigned to them. Some of the tasks in the newly created “xxx’s previously assigned tasks” project live in this project plus another one (where they were originally created?).
But some seem to just be in this particular project or it says “private task” on top, which means probably that they are a subtask to another task I don’t have access to.
So if I delete the whole project, does it mean I am also deleting all the tasks in their original location? How do I get rid of these projects then? Do I just unassign myself from these?
In an ideal world I would say the tasks in this project are just a duplicate to the original task, so if I delete the “previously assigned tasks” project, the original tasks still keep on existing in their other locations. I guess this is possible if they are 1st level tasks in both projects. But how about subtasks?
When deprovisioning a user there is an option to create the xxx’s previously assigned tasks project. The intent here is to consolidate all of the deprovisioned user’s assigned tasks across all of Asana into one place so that the tasks can easily be reassigned. Creating the new project is the way Asana does this. Anything that says “private task” is a task that person created in a project that you don’t have access to or just in the My tasks and it’s not associated with another project.
If you simply delete the project, then the tasks and subtasks that are associated with other projects will still exist there. These tasks are multi-homed (you can see this in the task detail pane under projects for tasks to see which projects each task is associated with or through the Projects column). For private tasks, if they are not associated with any other project they will be orphaned and just hanging out there taking up space.
A different option would be to set the project owner as the deprovisioned user’s manager and let them reassign these tasks to someone else.
Ok, cool. So maybe I just delete the project if there are multiple people this could be assigned to, since I have a feeling most managers are not going to go through the effort of assigning them. If the team member only worked in a very specific team I will continue to assign to the supervisor. Hopefully most collaborators are still in the task to take care of it. I think I will also make it a habit to delete any task overdue for longer than 3 years, chances are no one cares about them anymore (we have an incredible amount of projects and tasks for a company our size). Thank you for the clarification.