New triggers for Rules: “Due date is approaching” and “Task is Overdue”

Hi all,

We’re so excited to introduce the latest addition to Asana rules: “Due date is approaching” and “Task is Overdue” triggers!

These new triggers available to all Asana Business and Enterprise customers were designed to help you stay on time with your Asana tasks.

With the “Due date is approaching” trigger you can for example set some reminders or move tasks due soon to a different section, while the “Task is overdue” trigger can help you reschedule tasks for which you missed the due date.

Please find below a breakdown of the different triggers variant available and actions:

Due date is approaching

Triggers available:

  • Due Today
  • 1 day before
  • 2 days before
  • 3 days before
  • 1 week before
  • Custom: With this option, you will be able to specify how many minutes, hours, dates and weeks.

Actions available:

  • Move task (To another project, To another section)
  • Update Task (Add collaborators, Assign task, Complete task, Set due date, Add a comment)
  • Update Field
  • Slack (Send a channel message, Send a direct message)
  • Microsoft Teams (Send a channel message)
  • Jira Cloud (Create an issue)
  • Jira Server (Create a new issue)


Task is overdue

Triggers available:

  • 1 day after
  • 3 days after
  • 1 week after
  • Custom: With this option, you will be able to specify how many minutes, hours, dates and weeks.

Actions available:

  • Move task (To another project, To another section)
  • Update Task (Add collaborators, Assign task, Complete task, Set due date, Add a comment)
  • Update Field
  • Slack (Send a channel message, Send a direct message)
  • Microsoft Reams (Send a channel message)
  • Jira Cloud (Create an issue)
  • Jira Server (Create a new issue)

Important notes:

  • These two triggers only work with incomplete tasks.

  • As it stands, they do not support start dates.

  • They’re are not retroactive → meaning that they will only work on tasks becoming due or overdue after the rule creation.

Please note this feature is being gradually rolled out. We launched it to 10% of eligible customers (Business/Enterprise) today and will ramp it up to 100% of eligible customers over the next couple of days! Our guide article is in the process of being updated, so if you have any questions in the meantime, feel free to post them below!

7 Likes

This is a great addition to the Asana Toolbox! Will have to revisit many projects and workflows with this triggers.
Can just see one use case: When due in 1 week >> add to Meeting Agenda.

Hope to see the star date also added as a trigger soon.

3 Likes

We’ll put this to use immediately!

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I see the triggers, but they don’t work…can it be that (on Enterprise level) How do I check if I’m part of the 10%?

Hi @Matteo_Cossu1,

I don’t know with 100% certainty but I’m almost positive if you see the triggers, then you have that feature. There’s no explicit other way to check if you’re part of the group that’s gotten it so far.

Please provide some more detail so we might be able to provide some input - specifically what did you try, and what happened, or much more likely didn’t happen, that you were expecting to happen? Thanks!

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We’re up to 50% as of last night! Just refresh your tab and look for the new triggers in the automation dialog. If you don’t see them, you won’t have to wait long – current plan is to go to 100% on Monday :slightly_smiling_face:

2 Likes

But @Alex_Ryan, if @Matteo_Cossu1 sees the triggers, then they are active for him, correct?

3 Likes

Correct @Phil_Seeman, if @Matteo_Cossu1 sees the triggers it means the feature is available to him!

@Matteo_Cossu1 if you’re still running into trouble, can you please create a new thread in #tipsandtricks with additional information so we can help you out? Many thanks!

3 Likes

Hi Asana - I’m very keen to use this feature, and I’m on the Business Subscription, but as of yet (despite frequent reloading and logging out/in) the feature is not yet appearing in my Customise/Add Rule/Custom Rule/Triggers section. Am I to wait a little longer, or am I doing something wrong?

Hello Phil,

I’m trying to make a rule for which a task is moved to a certain section once the due date is 7 days away. I think i’ve set it up properly, but it won’t run.

1 Like

@Matteo_Cossu1 the approaching due date trigger runs at midnight (12:00am) in the rule creator’s timezone. In your case, you’ll see the action fire for a rule when Monday becomes Tuesday if you have a task due next Tuesday. :wink:

3 Likes

Appreciate the enthusiasm Neil (and everyone else :slightly_smiling_face:) I’m delighted to share that as of a few moments ago this new feature is now available for 100% of users! Just refresh your tab to see it. Thank you all for your patience and we look forward to your feedback!

5 Likes

Thank you Alex. Very pleased to see this functionality and will crack-on using it through my project boards :blush:

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Is there a way to only alert the person who was assigned to the task that its overdue? Right now it triggers for everyone on the ticket, which is a bit confusing.

Most actions taken on a task (manually or with a rule) will automatically notify all tasks followers too, so I’m afraid that’s not possible at the moment!

Hi @Vish_Gupta,

FYI this is possible via the Rules capability in my Flowsana integration; here’s an example of creating such a rule in Flowsana:


1 Like

Thanks for sharing @Phil_Seeman :+1:t3:

I have created rules (“Due date is approaching” / 1 day before / send direct Slack message and “Task is overdue” / 1 minute after / send direct Slack message) and no matter how many times I connect to Slack for the required authentication, the rule breaks and no action is taken.

I set up the rule, go through the authentication steps, save the rule, wait overnight for the rule to run, and when I go back to the rules it has “Rule broken” on both of the rules.

Any suggestions? Do I need to be a project administrator or have some other level of access to ensure the rules run?

Hi Renee! Are you experiencing problems only when using the “Due date is approaching” trigger and “Send direct Slack message” action together? Can you use them separately without issue? For example, if you use “Due date approaching” with the “Add a comment” action, does that work?

You can test this out without having to wait overnight by configuring “Due date approaching” as pictured below, then setting the due time on a task to a few minutes in the future.

Screen Shot 2021-03-08 at 7.25.13 PM

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Hi @Renee_Braun and @Sean_Sun :wave:t3:

@Renee_Braun I think you may be experiencing this bug Slack integration in custom rules breaks daily which is not specific to these two triggers. Our team is investigating this issue, if you’re interested in updates on this topic, make sure to follow this other thread!

2 Likes