Resource planning based on custom fields

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Hi all,

I’m interested in using Workload Analysis feature (or something like it). However, instead of date and assignee, I’d like a chart that pulls in two custom fields: Sprint and Dev. Some background on how the projects are managed:

  1. Function of Dev custom tag:
    1. I only want work that is in an active sprint assigned to a dev to avoid distractions on their boards, so the Dev tag allows me to plan ahead without pinging them on work before it’s ready for them.
    2. “Assignee” frequently changes for in progress work as it’s being reviewed by other team members. We still want to track the dev who worked on the feature and who will eventually address feedback, even if it’s not actively assigned to them in that moment.
  2. Function of Sprint custom tag:
    1. I don’t include any due dates for tasks until they are in an active sprint. As resourcing and priority of future work shifts, I do not want to have to update start and due dates to mirror updated sprint start and end dates in addition to swapping out the tag. It also reduces noise on the backlog board.

I’m not sure how to assign date values to the sprint tags, or get planned workload based on the tag. I’m open to changing the process to work better for this, but would love for suggestions to fit within the concerns I outlined above.

Thanks in advance!

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Hello @Grace_Greene2 and welcome to the community! Workload is really great for planning, and using Sprint and Dev fields helps keep your backlog nice and organized. Right now, Workload in Portfolios works with assignee plus dates and an effort field. It won’t chart by custom fields on their own, but don’t worry—here are a couple of practical setups that have worked well with similar constraints!

Option A: Keep your current fields, then switch into Workload once a task enters a sprint

  • Use Dev as a People custom field instead of the assignee while items are sitting in the backlog without dates

  • When Sprint is set to an active sprint, trigger rules to:

    • Assign the task to the person in your Dev field

    • Set start and due dates to match your sprint dates

    • Optionally set Effort using a numeric custom field for hours or points

  • During review handoffs, keep Assignee on the original dev for Workload, and add a separate Reviewer People field for the reviewer. This way, workload stays connected to the primary dev while the task moves through review

Option B: If you’d rather hold off on assigning early, use Reporting for planning and switch to Workload once the sprint starts

  • Add a numeric Effort field

  • Build a dashboard chart grouped by Dev and filtered by Sprint to sum Effort. This gives you a nice capacity view by custom fields without needing to assign yet

  • When you lock the sprint, run the rules to assign and set dates so Portfolio Workload becomes accurate for the active period

We hope this helps, Grace. Thank you very much and enjoy your Asana experience! :asanacurated: