Hi everybody,
I’m trying to set up a true Round Robin task assignment process in Asana, but I keep running into limitations. Here’s what I’ve already tried:
AI Studio Rule:
I created an AI Studio rule to assign tasks based on a custom field “Rotation list.”
The rule assigns the first person in the list and should update the order (move the assignee to the end), but the field is only updated on the current task — not on the next one or project-wide.
AI Studio cannot access or update fields in other tasks, so I cannot maintain a global rotation.
Rotation tracker workaround:
I tried creating a separate “Rotation tracker” task to store the current rotation list.
However, AI Studio cannot reliably update custom fields or the description in other tasks, only in the task where the rule is triggered.
Previous task logic:
I tried using task numbers or creation dates to find the “previous” task and copy its rotation list, but AI Studio does not support searching by previous/last created task, nor can it compare custom field values across tasks.
My goal:
When a new task is created (or moves to a certain section), I want Asana to automatically assign it to the next person in a team rotation, and then move that person to the end of the rotation for the next task.
Questions:
Is it possible to implement a true Round Robin assignment logic natively in Asana, or with AI Studio?
Is there a recommended way to keep a central rotation list and update it after every assignment?
Can Asana rules or AI Studio access and update fields in other tasks, or only in the task where the rule runs?
Are there any best practices or integrations you recommend for this scenario, short of using external tools like Make or Zapier?
Thank you very much for your help!
Why not create a follow up task upon completion?
- When: task is completed
- Check if: Assignee = {person a}
- Do this: Assign next {person b}
If the list isn’t extensive this could work with a branch per person.
If the list is large then I think AI studio could do it.
Not sure why you’d need a rotation list field.
Thank you!
I need tasks to be assigned to assignees in a round-robin order. There are 5 of them. Tasks are added to the project through a form.
Does the creation of the next task upon completion of the previous task like I suggested solve your issue?
Not quite, because in my case, tasks are created via a form, not as follow-ups to completed tasks.
What I need is for each new incoming task (submitted through the form) to be assigned to the next person in a round-robin order.
Maybe this will help you. I have tried assigning approval tasks with the help of a stored organizational chart. For example, employee A submits a request via a form and the rule with AI Studio recognizes that manager X is the direct superior for approving the request and assigns the approval task to him.
You could now create an organization chart showing who should give approval for certain tasks. Then everyone in the organization chart would be assigned an approval task. The approvals would then run in parallel.
However, if you imagine an approval chain, then you can create the organization chart in such a way that the next approver is the superior of the previous approver. Then create a rule: when A has released, create a new approval task for B, then for C and so on. I don’t know if this works, just try it out.
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Thank you for the suggestion - it’s an interesting approach and definitely useful in approval workflows.
However, in my case the situation is a bit different:
- The approval part of the tasks is handled by different people depending on the context.
- The executors, on the other hand, are always the same: we have a fixed team of 5 people who are responsible for actually completing the tasks.
My goal is to distribute tasks submitted via a form among these 5 executors in a round-robin fashion, so that each person gets tasks in turn, evenly.
The challenge is that Asana doesn’t seem to have a built-in way to:
Track the exact sequence in which tasks arrive via forms;
Or update and rotate a shared “assignment list” field across multiple tasks.
As a result, even though the logic is simple (assign task 1 to A, task 2 to B, task 3 to C, etc.), it’s hard to implement without an external tool.
If there’s a workaround or best practice you know of for this kind of round-robin assignment within Asana, I’d be very happy to try it!