I’m the Creative Operations Lead at a multi-brand in-house agency and I’m working on improving our feedback loops using Asana automation. I’ve set up a workflow where:
Tasks move to a “Feedback” section once creative work is ready for review
A rule is triggered if a task has been in the “Feedback” section for more than 7 days, and it automatically posts a friendly reminder to the task creator asking for input
This should help us gently nudge stakeholders and keep work moving, without manual follow-up from the team.
However, I’d love to refine this workflow further. Ideally, I want the reminder to only post if the last comment wasn’t from the task creator (so we’re not chasing when we’re actually the ones who owe a reply).
Has anyone set up something similar? Any tips or workarounds you’ve used to make this smarter?
And what if, in addition to the comment, you also automatically reassign the task to the creator? Then he will definitely see the task and respond to it.
The way the rule works now, it runs at the moment the task is added to the Feedback section. This means the condition never evaluates to true, as it will always be 0 days at the moment the rule runs.
The trigger that’s fit for purpose would be a Timer (custom field) to run out.
The timer should start at the moment the task is added to Feedback (rule 1) and when the timer runs out (trigger for rule 2) you can use AI to check whether the last comment was added by the task creator or not.
AI would only be needed in rule 2.
To optimise for efficient use of AI Studio credits:
Only use it to for the conditional check, as you can pre-write the reminder so that it doesn’t consume credits. (Generating output consumes 5x the amount of credit than evaluating input does)
Thanks, this is great! I’ve set it up like that. Now I’m just thinking I’d like to a second reminder (let’s say 7 days after the reminder has expired) with a more urgent request to add feedback. Any suggestions on how to do this?
As context, it might be related to the ticket being set up in multiple boards. Each brand has its own board for requesting content. Depending on the type of content, requests are also added to the central project board for the relevant department. The rule is configured within this central project board.
Unfortunately, if there is already a value in the field, it cannot be reset and timer started again for the same field. This is where creating a second timer field where the value can be set and started when Timer A field expires may be an alternative solution for the time being.
Wow…that’s disappointing. Feel like that completely defeats the purpose of a bunch of the big use case for this (SLAs, cadence for updates, etc.). Hope they consider enhancing in the near future.
I can’t fathom how this could possibly be considered “expected behaviour”, especially since the expiration of the timer field does not actually seem to even be triggering the rule.
I expect this is in the Forum Team’s que, so will wait for their response.
That’s a shame, as this could have been a great workflow. I prefer not to add extra timers since they may not appear friendly or appealing to our internal stakeholders. Is there a way to display a “second feedback timer” only after the first timer has expired by a set amount of time?
I removed the reminder flow and added a second timer called “inactivity trigger,” set to start at the same time as the Feedback timer but with a 15-day duration. If a ticket remains in Feedback when this timer expires, it posts a comment and moves the ticket to the On Hold section.
