Populating project fields into tasks?

English Forum Use Cases
1

My org is using Asana to manage our marketing projects. All marketing activities are in a portfolio with 3 global custom fields: service, industry and market. Marketing projects are set up via project templates, and milestones (email sends, events, article publish, etc) within those projects are multi-homed to a “Marketing Calendar” project.

The challenge I’m having is my team needs to see the industry/service/market fields on the tasks in the Marketing Calendar project. Is there a way via rules or templates to look at those custom fields at the project level and then set the same values in the same fields on each task?

The end goal is to have the Marketing Calendar project views filterable by service/industry/market.

1 Like
2

@Nikki_Gilland - even though this isn’t yet possible natively in Asana, it makes sense and is a great idea! But, this is definitely doable via Zapier or Make.com, or a custom integration.

I’ve done this with several clients and I do something very similar in my own company’s account.

If you know Zapier or Make.com, go for it. They also both offer free training courses.
https://learn.zapier.com/
https://academy.make.com/

If you’d rather my team help you, we specialize in custom third-party integrations and automations involving Asana. Happy to do a free 15 min call to run you through what’s needed and point you to the resources to do it yourself or the options for working with my team.

3

@Nikki_Gilland - I just thought of a way you can accomplish this with a fairly simple workaround without any third-party automations.

  1. Add 1 rule to your marketing project template(s) to mark all new tasks in that project with one of those options for those three custom fields
  2. Add those three fields to all of your marketing project templates
  3. Each time you launch a new project using that template, do 2 things:
    a. Modify the rule actions so that the custom field selections for those three custom fields match the project-level custom fields chosen for that project – this way all new tasks to that project will automatically inherit the correct custom fields
    b. And then, mark in bulk all existing tasks with the proper selections for service, industry, and market

This will add approx 1-2 minutes of manual work every time you launch a project, but it’ll allow your team to always see the correct service, industry, and market selections on every task without any extra third-party costs and very little effort.

1 Like