AFTER I’ve already created a project from a custom Templates, when I assign a Project Member to a Custom Project Role, it doesn’t automatically assign the Member to the Tasks that were assigned to that Custom Role in the template.
If I list them as the Custom Project Role as I’m creating the Project, it does assign them to the Tasks that their Custom Project Role is responsible for.
If one waits until the project is created before giving a Project Member a Custom Project Role, does one lose that feature of Asana auto-assigning the Tasks for that Custom Project Role?
Thank you.
Hi Justin,
Can you confirm whether you are following the below steps correctly?
Step 1: Mapping the Roles to the tasks in the Template level
Step 2: While Creating the project from the Template, Asana will ask you to replace the people with the Roles you created as shown below
Step 3: When the project gets created, then Asana will Auto Assign those tasks as shown below
Can u reconfirm whether you are doing the same?
Thanks for the response. Regarding the above step, if one does not do that at that point, and leaves the Role unfilled by a specific user, and waits to assign that role to a user until after the project has been created, will Asana then fill in all the Tasks for that Role with that user? Or for that Task auto-populating feature to work, does the Role have to be filled with a user during your Step 2? Hopefully my question is clear. THANK YOU.
@Justin_O_Shea1 you’re correct that the templates will only auto-populate assignees based on role if doing it when the project is being created. After the project is created, you can do this with a rule and a custom field for roles. So you have to go in and edit the rule for each project to update the assignee. And then whenever you changed the role custom field, it would automatically assign that assignee to the task, and you could do this in bulk, potentially, if you have a way to search and refine these and then select all the tasks and do it all at once.
Hopefully that makes sense.
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Hi Justin,
The auto-replacement of the Assignee by roles happens only in step 2 and not after the project creation. If you want that to happen in the project level, I would advice you to create a single select custom field in the name of “Role” and list the options as per your Roles.
Just create a rule like this
Trigger —> if the Role custom field is changed
Condition –> if the option is “A”
Action—> Assign it to “Adam”
u can create multiple branching logic in the same rule using the Role custom field value.
Once the Rule is created, then multi-select the task and set the relevant Role custom field value so that Rules will assign the person to those tasks appropriately.
Thanks
