I’ve created a form with a multi-select dropdown that includes: Conquest email, DMPURL, and DMPiXL. I have set up Rules to assign each dropdown answer into its own Project, and those dropdowns are also their own Fields.
Because the form is multi-select, someone can select DMPURL & DMPiXL, which assigns to both Projects. However, each Project has its own subtasks. So when it multi-homes the projects into both, both sets of subtasks are showing up in each project.
How do I exclusively assign DMPURL its own subtasks and DMPiXL its own subtasks, even if both are selected on the intake form? Is there a way to assign the Tasks to the Projects without multi-homing?
I’m new to Asana but this is crucial so I don’t have to have separate intake forms. Basically I need 1 intake form to separately assign the multi-select options into their own Projects with their own Subtasks.
Thank you for the help.
@Brittany_Wille – Welcome to the forum & welcome to Asana!
If I’m understanding correctly, you have created a multi select field for DMPURL & DMPiXL, which then creates a singular task & that task is multi-homed to two separate projects. When only one selection is made there is no issue because it only goes to one project, but if both are selected the task gets both project’s subtasks.
Here is the issue, if you have one task that is taking in the information for both and THAT task is the task that triggers the subtasks you are always going to receive both sets of subtasks on one task.
Here are 3 possible solutions:
- Force the form submitter to submit two separate forms by making the DMPURL & DMPiXL field single select (which I know you don’t want to do).
- Create a rule "If DMPURL & DMPiXL are BOTH selected >> Create a task (then create 2 separate tasks) > Then multi home.
The issue you experience with option 2, is that if you have custom fields that contain important information you WILL lose that in the custom fields, and you will only be able to carry that into the task description.
- When both are selected you create a subtask that carries each set of subtasks and moves to the new project, but this carries the custom field limitation as option 2.
Note: These are not the only solutions, but without forcing more than one form to be entered you will run into the custom field issue unless you create a robust set of rules for every scenario.
Christine
Hi Christine,
Thanks for the reply. Unfortunately, I actually have more multi-select options than what I described (was trying to keep it simple). I actually have 7 options, and they can all be paired together in their own ways (essentially someone could select all 7). So I feel like your #2 would require me to set this up for the “infinite” possibilities of how that question could be answered.
It seems like the best solution will be to create a separate form for each Task I need in each separate project, so I can set up subtasks for each project, correct?
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@Brittany_Wille,
You can create multiple forms in one project. This may help pare down some of the automations you need to create.
I have an events project I created more than 1 form for different subgroups who may be submitting this form. I have all of the tasks go into the same project because there are subtasks and actions that need to be added to EVERY task. Then, based on the responses, there are other triggers that multi home the tasks into projects that have their own teams and sets of rules.
I hope this helps.
Hello @Christine_Bolton I picked up on this thread in the forum and it seems you have a good hold of this so I want to ask you a question for my project.
I am looking on how to create a workflow that I believe is simple in terms of approach but I am new with Asana so I need some guidance
I have created an Intake form that requests for information and one of the questions is the Type of Work requested. When the end user chooses the type of work based on what they chose a set of 5-10 tasks will be assigned to different people.
My question:
- When the intake form gets completed where does it populate? right now I have created a project with the type of work as the sections, so when an end user chooses a type of work it goes and populates that section. I would like to use like a holding section where I review the intake form inforrmation and based if all the information is complete then I will move it to the type of work section
Trying to use best practices and I am not sure I am doing that. My process feels very convoluted.
At the end all I would like to do is create a Single Source of Truth for all the work that comes in. The intake form collects all the information and then based on the type of work that the end user is requesting it creates some tasks and also it has a sort of “approval” before it assigns the tasks
thank you so much in advance eager to hear your expertise
[quote=“Flavio_Sonis, post:6, topic:894905”
I would like to use like a holding section where I review the intake form inforrmation and based if all the information is complete then I will move it to the type of work section
[/quote]
@Frank_So,
Whenever you create a task from a form the task will populate in the first section of the project unless you have automations directing the tasks to do otherwise (ex. when custom field = x, move task to section).
If you would like to review the tasks before they move to their section I would create one more custom field such as a single select field with the option of “ready” and once “ready” is selected your workflow begins.
Christine
thank you for the reply. Will try that.
Really appreciated it
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