Rules for Portfolios or Projects

I would just like to also express that Rules for Portfolio’s would be a huge addition to Asana. The fact that we can use custom fields in Portfolios is clearly logic for the countless ways to use Rules in Portfolios.

Any updates on when this may be in the works?

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HUGE need here. For example, I’d love to set a certain project to a specific business unit, then have that project appear under that Business Unit’s portfolio. Or, I would love to change the owner of a project and then that project appear under that owner’s portfolio.

@Francis_Mallari this is not possible with current Asana features but I have a code that does this and can run every day to sync projects and portfolios (you can email me at bastien@ido-clarity.com to discuss details)

This is a must especially when you’re dealing with content creation and as an organization you’re creating 5-10 projects daily. It’s almost impossible to have a realtime Workload portfolio because someone has to go through and make sure that every project has been added to the Workload portfolio. If a rule feature could be added to force every new project created it automatically gets added to a specific portfolio. We call ours WORKLOAD!

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Plus one for needing this - would love to have rules to add projects to portfolios or a choice at project creation to add to portfolios.

Please add rules for Portfolios. As it stands it’s a headache for the team to always remember to add every project to a portfolio.

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Hi @marie! Plus one for this one. This is coming up because we have a portfolio for all active engineering projects as our source of truth. However, teams want to have additional views of those projects in their own portfolio. Imagine “Active eng projects needing security review.” The challenge is that their portfolios won’t be synced up when projects are added or removed. We essentially want to be able to set up rules to multi-home projects into multiple portfolios. This is one of many types of small features that become very painful as our company grows.

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Maybe in the short term you could make API available for integrations with Zapier to adjust project placement in certain teams and portfolios. The only thing you have now is task and project level.

Zapier owns their Asana integration, so Zapier would have to make that enhancement on their side.

Scenario: I want to organize my active projects in a portfolio, and when a project is complete I want it to move to my “Archive” portfolio.

It would be great to be able to automate this through a project-based workflow that says, “if project status = complete, move project to X portfolio”. As I understand it, workflows are only task and section-based right now.

Thanks for sharing your feedback with us, @Melissa_Lee! We already have a thread on this topic so I’ve merged your post with Rules for Portfolios or Projects to consolidate feedback. Hopefully we can implement this in the future!

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Is there any update on this? Is it in the pipeline?

@Amy_Cookson Asana does not share its roadmap (like most similar tools) so we don’t know if it is. It seems like a natural next step to me though.

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Hey, I’d love to see the customizable workflow features available within a project applied to a portfolio. Really the exact same available set of automated rules and actions would be great, particularly being triggered by 1) being added into a portfolio or 2) moving from one section to another.

This feature is so powerful that I managed our non-profit’s portfolio as tasks within a project in board view instead of projects within a portfolio for a long time, and I still really miss some of that automated task generation and communication.

Thanks!

Welcome to the Asana Community Forum @Whit_Jackson :wave:
I went ahead and merged your request into an existing one. Don‘t forget to upvote :slight_smile:

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Can you give an update on this as it would be great to know if you guys plan something. This is not a request for years and I am surprised that this is not an option yet. What if I need a Project to appear in different portfolios or want Projects that are collected in one Portfolio automatically be transfered to another Portfolio.

The only option I found is using a template for Projects and set it so it automatically goes were I need it.

Hi,

Andrea and I don’t work for Asana, we are just helping out. Asana does not share about their roadmap.

This is definitely highly requested, and I help my clients by creating custom automation I code myself.

We are implementing a workflow where we’ll be creating a lot of projects using a template that adds them to a portfolio ( thank you for adding that feature! ). That portfolio has several fields that are set in the project details under the Custom Fields setting (Edit project details).

However, I need to trigger rules that notify people if some of those fields are set to something specific. It looks like you still haven’t enabled rules related to fields on Portfolios (Custom Fields on a project details window).

I don’t want to have to have the team set it twice (once in a project field and once in the portfolio field) just to trigger the needed rule. Is there a different workaround I could use?