Save time and manage portfolio workflows at scale with portfolio rules

Hi everyone,

Today I’m excited to announce we are introducing rules for portfolios!

With portfolio rules, you can update statuses, fields, dates, move items within portfolios, and more—all based on specific triggers you define. These are the new triggers, conditions and actions available in portfolios below:

Triggers Conditions Actions
Work is added to this portfolio Status is Move or add to a portfolio
Work is removed from this portfolio Due date is Get status reminder
Status is changed Owner is Add or remove members
Custom field is changed Start date is Remove work from this portfolio
Due date is changed Custom field is Change owner to
Due date is approaching Change due date to
Work is overdue Set name to
Owner is changed Change custom field to

Some example use cases include the ability to:

  • Automate repetitive tasks and keep your portfolio updated effortlessly
  • Ensure that all projects within your portfolio adhere to the same standards and procedures
  • Gain more control with automated actions based on specific triggers

Check out more details in the recording from our recent Product Launch deep dive to explore this feature further! :movie_camera:

Let us know if you have any questions or feedback in the comments below!

15 Likes

Can you add a rule that will automatically connect a project added to a portfolio to a goal?

Hi @Comm_Projects, this is currently not possible but I’ll make sure to share it with our product team so it can be considered in future updates! Thanks for your feedback! :slight_smile:

2 Likes

Hi, great webinar. Excited to try these!
When can we expect to see these features released?
I don’t see Rules in my Portfolios yet.

Thanks

Hi @RD_Creative , portfolio rules are fully launched but just for the new/current Asana plans (Advanced & Enterprise), not for legacy Business or Enterprise.

Since you are not seeing this feature, you may want to get in touch with Asana Sales or your Asana Admin to change your legacy plan to a new plan.

Hi @Richard_Sather – Thanks for the answer. But that doesn’t solve this. We are on the Advanced plan, not a legacy plan. And I still don’t see ‘Rules’ in my Portfolio’s ‘Customize’ sidebar. Hmm.

@Emily_Roman – any tips how to resolve this?

cc: @Christi_Bromley

Hi @Emily_Roman I have a rule to create a project when a form is filled out. Is there a way to set a rul that the created project is also added to a portfolio?

Thanks!

This is super useful feature for my team. We’ve had to do a lot of manual adding to portfolios because this feature didn’t exist. Well done!

However, there is one issue we’ve found. Any rule running on a portfolio only seems to apply to projects that the individual who made the rule has access to. In other words, if I created the rule, but am not a member of a project that is created via workflow, then the rule doesn’t run, and the project doesn’t get added to the portfolio.

I can see how either mechanism could be more desirable - so it would be nice to be able to choose an option.

@Leigh_ann,

The rule you’re using (which is a regular rule in a project applying to a task, not a portfolio rule announced here), has that option:

Thanks,

Larry

Just a reminder for everyone → this is for new Plans only; legacy plans don’t have this feature.

Why isn’t this rolled out to all Asana plan members? Will it be rolled out to legacy plans?

So you upgrade to the new plans probably :slight_smile:

@Emily_Roman, Would it be appropriate to add that to the OP?

(Re my answer a few posts above, that doesn’t apply because that rule is at the project not portfolio level.)