We have some higher ups asking for roll ups on certain projects so they can see what is going on.
In my mind, how this would work is:
A team member would create a project from a form. If the form had certain criteria met (answered yes or filled in a certain text field), then the project would have a custom status changed to True which would allow us to then roll it up into Power BI.
Ultimately, we want certain types of projects rolled up so that upper manager can view status and look into projects with issues but we don’t need to see all projects because some don’t involve them.
Ideas on how to accomplish this would be appreciated.
Thanks
@David_Ciranni - welcome to the forum! Could you give some context for how you currently have Asana set up? Specifically:
How are you using projects/tasks/subtasks (and teams/portfolios, if applicable)?
Do you already have a PowerBI connection set up?
Forms create tasks (which can then be converted to projects if desired). You can have rules that set fields (e.g., a single-select T/F field) if a task is created from a form.
We have some large teams and then divide them up into portfolios depending on their function (example, back end infrastructure and certification as separate portfolios)
Each small teams creates their projects and then adds tasks to said projects.
Goal would be a form that users would fill out to create new projects. If criteria B, E, or C, are met, then custom field “Rollup” it set to true. PowerBI would then find projects with custom field “Rollup” set to true and pull those projects into reporting.
Any ideas would be greatly appreciated
@David_Ciranni - Forms create tasks, which can then be converted to projects (via rule or manually). As long as your criteria are tied to fields, I think the approach would be:
Create a project to serve as an “intake funnel”, set up your criteria and “Rollup” as global custom fields
On that project, build a form with your criteria as questions linked to the appropriate fields
Create rule on that project that triggers on: when task added to project, condition on: task added by {form} AND various criteria, action: set “Rollup” to true and convert to project from template (EDIT: adding it to a portfolio that contains the rollup field)
(EDIT: redundancy) In the template, have projects auto-added to the above portfolio
Have powerbi listen for projects added to that portfolio (I’m not a powerbi user, so I don’t know how the configurations work)
For #4, this is ignored (it shouldn’t be, but is) in convert-to-project rule actions. But in that rule action there’s an opportunity to choose a portfolio there, so redundantly do that and all is well.