Rules and Subtasks

Hi - I understand that subtasks aren’t part of a project so rules from a task don’t apply to them, however…

We use rules in this way.

For onboarding new customers, we create a dedicated project. The project contains tasks, and then we break down the tasks into parts as subtasks under the task.

We have rules that when a customer creates a new task or adds a comment on a task it adds that task into a completely separate project called “Unanswered Questions”. This way, our support and onboarding team has a quick place to see ALL tasks that have been updated or added as opposed to having to go into every single project separately. When they are done answering the question or updating info, they remove it from the “Unanswered Questions” project.

This breaks down when a customer adds a subtask or comments on a subtask. We’d also like these to be automatically added to the “Unanswered Questions” project.

Is there a way to do this?

Hi,

Because subtasks are not part of the project (you said it right), Rules “on a project” can’t apply to them. Otherwise Asana will have to contradict themselves and create specific code. Your only chance is that subtasks are added to a project (or THE project) as well as being a subtask. But I always advise against this kind of solution because it is hard to understand, and you usually forget to multi-home the subtasks…

If the client is allowed to create subtasks, he will never think about multi-homing them…

Hi @Chris_Labatt-Simon :wave:t3:

Have you considered using Sections + Tasks instead to break up your project, instead of Tasks + Subtasks? That would allow you to keep the same workflow and to fully leverage Rules!

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We already use sections…

We’re in e-commerce software, so as an example…

  • The section header might be Marketplaces.
  • The task might be eBay.
  • There may be 10-15 subtasks including authorizing ebay, syncing ebay data, testing ebay listing, etc.

And…

  • Another section header might be Automations.
  • The task might be the name of a distributor.
  • There will be multiple subtasks including build automation, test automation, launch automation, etc.

I understand that subtasks are NOT part of the project, but I can’t say I understand WHY Asana made this decision. Jira and numerous other platforms have subtasks and they are all part of the project the task belongs to. It seems quite odd and unfortunate.

Here’s my suggestion. Move the client relationship up to the team level and use tasks instead of sub-task. The sub-task can then be used for the detailed actions taken to solve the issue. Ask you clients to submit a form instead of creating a task. Write your form so that it is directed to the right process using the rules. Sub-tasks are a danger zone when relying on process or reporting.

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