Rules - assign task from list of users (Round Robin)

[Attilio_Di_Nunno1]

I submitted the form, but there was a 404 error once we got the URL - any updates we should be aware of?

[Bastien_Siebman]

Sorry about this, it appears to be a broken link, but the service is still available. I’ll get back to you shortly

[Bastien_Siebman]

The link has been fixed → Round Robin | iDO | Asana Solutions Partner

[Rebecca_Bowen]

I was excited when I saw thing link but it looks like this feature was deprecated

[Bastien_Siebman]

Yes sorry we had to because our technical partner is not able to same level of quality.

[Hector_Garcia3]

Nothing yet right? just cheking again.

[lpb]

Note: Not a solution but marked as such to elevate a key reply

Perhaps this newly-released feature could help in some cases, if you have access to AI Studio:

AI Studio now supports at-mentioning teams!

Hi everyone, I’m excited to announce you can now at-mention entire teams in AI Studio, unlocking new possibilities for collaboration and efficiency. When you mention a team, the LLM can access the names of up to 50 team members and identify the team administrators. Here’s what you can do with this powerful new feature: Add all team members as collaborators to a task in one step. Delegate tasks directly to the team admin with ease. Example use case: Simplify…

Thanks,

Larry

[Bastien_Siebman]

Keep in mind that AI Studio doesn’t know how to do “random”; so you would need a way to store the identity of the latest pick for example

[Jennifer_Dunn]

Do you have a suggestion on how to store the identify of the last assigned? I tried adding instructions to update the rotation schedule but that isn’t working.

Here was my prompt:
You are an AI assistant managing a recurring task in Asana. The task needs to be assigned to different team members on a rotating schedule. Follow these steps to ensure the task is assigned correctly and the rotation schedule is updated:

1. Identify the Task: Locate the recurring task in Asana that needs to be assigned.
2. Check the Rotation Schedule: Determine the current rotation schedule to identify which team member is next in line to be assigned the task.
3. Assign the Task: Assign the task to the identified team member.
4. Update the Rotation Schedule: Move the assigned team member to the end of the rotation list and update the schedule for the next assignment.

Current Rotation Schedule: [@mention 1, @mention2, @mention 3]

Steps to Update the Rotation Schedule:

1. After assigning the task, remove the assigned team member from the front of the list.
2. Append the assigned team member to the end of the list.
3. Update the “Current Rotation Schedule” with the new order.

[Bastien_Siebman]

Can you store the last assignee full name in a text field on the task? And then mention the project in the prompt so AI can pull up the most recent tasks and see who where the assignees, to decide on who’s the best fit

[Olesia_Chegodaeva]

@Jennifer_Dunn

You are an AI assistant managing a recurring task in Asana. The task needs to be assigned to different team members on a rotating schedule. Follow these steps to ensure the task is assigned correctly and the rotation schedule is updated:

1. Identify the Task: Locate the recurring task in Asana that needs to be assigned.
2. Check the Rotation Schedule: Determine the current rotation schedule to identify which team member is next in line to be assigned the task.
3. Assign the Task: Assign the task to the identified team member.
4. Update the Rotation Schedule: Move the assigned team member to the end of the rotation list and update the schedule for the next assignment.

Current Rotation Schedule: [@mention 1, @mention2, @mention 3]

Steps to Update the Rotation Schedule:

1. After assigning the task, remove the assigned team member from the front of the list.
2. Append the assigned team member to the end of the list.
3. Update the “Current Rotation Schedule” with the new order.

Hi! Did you use this for the rules in Asana?

[Chris_Bulin]

I was really disappointed that AI studio handles this so poorly. I was hoping that would be standard with the Work Request bundle since that is meant for triage purposes. I asked it to look at the Assignee and Created On fields and apparently it can’t see them?

[Tetsuo_Kawakami]

If you are using enterprise/+ plan, you can do this using run script action of rule.
You can get information from the following.

Script action examples

[Olesia_Chegodaeva]

Thank you very much!

[Ron_Sanga1]

@Tetsuo_Kawakami Thank you for the link! This works great.

We are setting this up for our Service Desk and I am trying to stay away from AI for this particular rule. My concern here is if someone new comes on the team then they will be assigned everything in the project until their numbers get caught up to the rest of the team. With something like Service Desk, this could take a while if the system has been in place for even 6 months to 1 year.

How can we continue the round robin while accounting for new team members being added on down the road?