Setting up rules is key to efficient Asana use, but sometimes navigating the proper triggers and conditions to get the end result that you want can be challenging. Let’s let AI help us!
Smart Rules are a part of Asana’s new AI tools designed to help you move more seamlessly through the set-up phase of a project in order to get the time-saving automation that you need to keep projects on track.
How does it work?
- When creating a new custom rule, you will see the option to “Create rule with Asana Intelligence”:
- A new prompt will open up on the right hand side of the screen:
- Fill in the requested prompts with plain language (No more searching for the right selection!)
OR
Take a look at the suggestions below the prompt if you need some inspiration for different rules you could use in your project!
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Once all the prompts have been filled in, hit “Create.” Asana will then populate the custom rule selections on the left-hand side of your screen!
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Review the entries that Asana generated. If everything looks good - hit “Add”
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If the generation of the rule has errors:
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Adjust your prompt on the right-hand side
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Select “Add” and adjust the rule settings on the left-hand side
Key Benefits:
- Easy Setup: The process is straightforward and user-friendly. You can type in plain English, rather than having to understand how the mechanics of the rule builder functions.
- Saves Time: Quickly get rules into motion without having to search for the inputs and outputs that you want.
Keep in mind: Make sure to check what Asana generates! AI is still in the process of development and can make mistakes. Be sure that the proper Triggers and Actions came through as you desired. You can always edit the rule after it’s been generated.
Example Use Cases:
- When “abc” custom field value is set to “x”, assign “y” user
- When a due date is approaching, post a comment
AI can either generate a comment for you, or you can specify the comment! - When a task is added to “x” section, add “y” as collaborator
- When task is added to this project, add to “xyz” other project
My tips and thoughts:
- Try generic instructions: Then add additional detail and context once the initial format and triggers have been put into place.
- Test it out: Once the rule has been created, run the rule in your project to see what happens to ensure it’s working as intended.
- Give Feedback: Share your feedback with Asana for every Smart Rule generated. You can rate the suggestions with a
or 
and then share what worked or what didn’t work.
Availability:
Available on legacy Asana plans (Business and Enterprise) and on current Asana plans (Starter, Advanced, Enterprise, and Enterprise+).
To start using Asana AI, enable the AI features in your admin console. Once activated, you can customize AI preferences and manage deadlines more effectively.
Have you tested it yet? What do you think?
