Project Template assigned tasks show up in My Tasks automatically

Very concerning that, there is no resolution on this as of yet… Very disheartening. Didnt Asana recently go public? You guys have to tighten up and take your core users seriously. This is cleary a critical function in the world of project mgmt and to be among the leading innovative companies in the space, you HAVE to stay up with your user feedback… I would say more, but I have to get back to assigning ALL these tasks… Please and thank you. - Phil

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While we wait for a possible “fix”, let’s discuss the possible workarounds for that feature: 🔥 Hottest feature requests and their workarounds

Thanks for your help!

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There is no workaround to this at scale… Its basic functionality. Remove the templates from MyTask lists and this would be solved.

I have 200+ Tasks in my list that just sit with no date assigned.

Marking the tasks complete is a nightmare, then you have to go and find them everytime you create a project, creating extra work and defeating the point of a system.

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Our workaround for this is to leave the task unassigned in the template. Then when a project is created from the template the correct person and due date are assigned. This has the added benefit of accommodating staff changes between when the template is created and when the new project is made. Obviously it requires the extra step of assigning the tasks each time, which would be prohibitive for some.

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I am new to using Asana templates. I have 3 templates that have around 30 tasks in them. Most of the tasks are assigned to me. Currently all the tasks in these templates that are assigned to me are showing up in MY TASK area and my phone has a notification badge of 96. When I convert a project to a template how do I make sure that the unused template isn’t plaguing the MY TASK area?

Hi @Robby_Randall and welcome to the forum!

This is a known issue… you’ll find quite a long trail of discussion about here: Project Template assigned tasks show up in My Tasks automatically
(and the moderators might merge your post with that thread).

While there’s no true solution for it at present, there are several workarounds to choose from which you can find discussed here: 🔥 Hottest feature requests and their workarounds - see item F4.

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Thanks for your feedback @Robby_Randall! and thanks for sharing the main thread here @Phil_Seeman. I’ve gone ahead and merged this post with the main thread to centralize feedback.

I agree. It would be great if there was an option to mark the tasks in the template project with a “Role” and then assign the member to that Role.

For example, Teamwork.com allows you to assign a role to the task, and when you spin up a new project, you are asked who is doing that role. Then, when the new project is created, all the tasks with that role are assigned to the relevant person in your team. See below:

Note: I’m not recommending Teamwork.com, I personally think Asana is a better platform overall (that’s why we switched to Asana), but I do like the Role feature they have (above).

If Asana could implement something like this, that would be great.

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With the new project overview, Asana introduced the role at the project level. So this is definitely going in that direction. You can mimic that behavior with a Role custom field in the template, applied on tasks.

I’ve been thrilled with Asana these last few days and have been planning on moving my law practice management over here, but then I discovered this template issue… why hasn’t this been fixed yet? It’s sort of bewildering.

Honestly, the workarounds are ok in my opinion and should not prevent you from gaining so much more by transitioning to Asana.

I find it difficult to weigh. I love a lot of what Asana does, and I applied the workaround that is suggested (moving everything into the “later” category). However, I also received an email on Friday at 4:55am entitled “Your Friday update” that included a bunch of template tasks that were overdue. It’s a mess, and they shouldn’t exist.

When would you ever want a task in a template to be listed in your “My Tasks”? It’s a template. If you mark the tasks as completed in the template, then they stay completed when you utilize the template for a new project – requiring you to uncomplete all the tasks in the new project. Why would you ever have a template and need to complete the tasks? I can’t think of a single use-case where I would want to create a template and still have to mark the tasks off as complete to keep them from my open task list. I keep trying to analyze this from different perspectives, and I’m failing to come up with how this is supposed to feasibly work.

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The workaround is not feasible and doesn’t work in a big enough organization, as far as I can tell. We’ve lost multiple such templates when the individuals misunderstood the point of those tasks and modified the template. It wouldn’t be much of the problem if we could read-only the entire thing, but that doesn’t appear to be an option either. It’s been years now, and I find it bewildering that a very simple feature, to either completely restrict the editing of template tasks from members, or hide the template tasks from people they’re assigned to, hasn’t been baked in. We have a weekly process that splits up over 100 tasks among 10 people. Duplicating, renaming and assigning them every time is a nightmare.

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Did you try to have comment only permission on the template itself?

Does anyone have any other workarounds besides moving tasks to later, which isn’t working well for us? I tried to skim through this long thread but didn’t see anything else. As a new Asana user, I’m really disappointed that there has really been no solution to this, besides the fairly ineffective work-around of moving tasks to later, for THREE YEARS. :frowning:

I actually have 5 workarounds, see F4 on 🔥 Hottest feature requests and their workarounds

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Thank you! Helpful, but still would love for Asana to actually fix this.

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Seriously, how has this request not been implemented yet? The first message was back in 2017 and yet here we are in 2021 and nothing has been done to resolve the issue…even with over 800 votes! What’s up, Asana team? It really doesn’t seem like you are actually hearing and implementing feature requests.

This here is a critical issue because templates are a key piece of the software for being able to create reusable flow charts. The entire reason we started using this software was because we have multiple tasks to manage, with multiple members involved, for each new client. We were hoping to increase our efficiency and avoid missing tasks by using these templates and having them automatically trigger the next action in the flow chart. But this issue with the templates screws everything up.

None of the workarounds work well…it either completely clutters everyone’s inbox with overdue template tasks, or if you mark them complete, you have no option to select a start date when you go to use the template. If you created the template months ago, you’re screwed and have to go in and individually change the date for each and every task because now you can’t even drag the flow chart over. The recommendation to just “Train your staff to ignore these tasks” is ridiculous…if you start ignoring overdue tasks, there is a good chance you will miss something important. And when you have multiple templates with multiple tasks, the todo list can end up looking very messy and inducing a lot of stress.

So PLEASE, Asana, we are begging you to actually resolve this!!

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I found another work around, which is not the answer we are looking for, BUT it is easier than the others and it takes them off of the task list. In the template check all of the items as completed. Create the template

(there is something funky with the dates, I just created a bunch until I figured out how many days before the actual date I wanted was correct…not sure if that makes sense, basically the dates were lined up but my start date was weeks before what I was putting in for my start date so I backed it up a few weeks and it lined up.)

After the template is created and the dates are lined up, the click on “All Task” and uncheck them all. It is much faster than reassigning the dates and reassigning the people (especially if that does not change frequently).

Hope that helps, however Asana, we would all love for the Template task to not show up on active task!!

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@Natalie_Parkin big congrats on spotting that workaround, it was really hard to find! You can it, and the others, on 🔥 Hottest feature requests and their workarounds

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