Selectively show subtasks based on filters in Gantt view

[Nikolaj_Kaae_Kirk]

Hi all,

I work as a project manager in a pharmaceutical production facility, and I’m trying to streamline our dashboards and leadership boards so they require as little manual maintenance as possible.

We have a production plan board where the production team maintains the timeline of key activities. The structure is:

• Main task = campaign name
  • example: Production Campaign X
• Subtasks = individual production activities and milestones within that campaign

What I would like to do is:

• keep the detailed production plan maintained by the team in one source board
• use custom fields and/or filters to show only selected subtasks in Gantt view
• and then multi-home only those selected items to leadership dashboards

For example, I only want leadership to see the main campaign task plus a few important milestone-type subtasks, not every operational subtask.

What I have tried so far:

1. Marking the important subtasks as milestones and filtering the Gantt view by milestone

   • but Asana then shows no tasks in Gantt.

2. Adding a custom field (for example “GMP Batch”) to the main task and filtering on that + milestones

   • but the full list of subtasks still appears in the Gantt view

I have also tried homing the milestones in the same project in a separate/hidden section, but it’s not the organised view I’m looking for. I’d like the main task to show on Gantt with the milestones below it, filtering out the remaining subtasks.

So my question is:

Is there any way in Asana to filter subtasks within a parent task so that only selected subtasks appear in Gantt/Timeline view and can be cleanly multi-homed?

Or is this currently not supported?

Hope that makes sense, and thanks in advance for any guidance.

[Irish_Makimura]

Hi @Nikolaj_Kaae_Kirk

What you want is a very reasonable setup. The closest way to do it in Asana today is to use a separate leadership project and add only the milestone subtasks you want to surface there.

Gantt/Timeline can show one level of subtasks under a parent task, and subtasks can be added to a project so they appear in that project’s task list, calendar, and timeline. What it doesn’t really give you is a way to keep all subtasks under one parent but show only some of them in the same Gantt/Timeline view.

So I’d handle it like this:

• keep the full campaign plan in the source project
• add the parent campaign task to the leadership project
• add only the key milestone subtasks to that leadership project
• You can also add manual rule setup to speed up multihoming

That gives you a cleaner leadership-facing Gantt without exposing every operational subtask.

Please also post a Product Feedback so others can upvote. Thanks!