Tasks from specific creators to specific editors (rules)

[Pavlin_Stenaj]

Hi Team,

we are really enjoying Asana as a team.

It would be very helpful for us when creating tasks if we could create a rule that allows the following:

When a member of a certain team creates a task, it is automatically assigned to members of another team.

This way, the assignees do not have to be selected manually.
This would save us quite some time as we create a large numer of tasks which are created between the teams.

Best regards

[lpb]

@Pavlin_Stenaj,

I’d like to move your topic to Product Feedback so you and others can vote for it, but first could you

• Search Product Feedback and make sure there isn’t already a request there (if so, just vote for it there and reply here to let me know), and
• If not, then please clarify your request. I’m having trouble understanding (the title seems different than the body; also there can only be one assignee for a task and it’s unclear if you’re expecting that).

Thanks,

Larry

[Pavlin_Stenaj]

Hi Larry,

thank you for your reply.

I couldn’t find the request in the Product Feedback category.
There are two teams working on a project. Members of one team create tasks and assign them to members of the other team. I would like to create the following rule (custom field → “people”):

If a member of team A creates a task → Asana assigns task to 5 members of team B
If a member of team B creates a task → Asana assigns task to 5 members of team A

I only found the rule to let Asana assign tasks to previously set assignees (not depending on the creator).

Best regards
Pavlin

[lpb]

Note: Not a solution but marked as such to elevate a key reply

Thanks for the clarification. I’m afraid I can’t see a way to do this. Perhaps Flowsana.net (@Phil_Seeman)?

You could create a Product Feedback. For the trigger you’d need Asana rules to be able to provide a variable value for the task’s creator that you could use. For the action, do you mean “Asana randomly assigns the task to one of 5 members of team B?”

Thanks,

Larry

[Pavlin_Stenaj]

Hi Larry,

yes, correct. That is what I was hoping for.
For the action, I mean the possibility to assign the task to a set of members of the group.
I’ve uploaded a screenshot of a rule which we have running for now.

[Phil_Seeman]

Hi @Pavlin_Stenaj,

I’m afraid it’s still unclear on your intention (at least to me, maybe @lpb gets it!)

@Pavlin_Stenaj

I mean the possibility to assign the task to a set of members of the group.

Asana only allows a task to be assigned to one person; a task can’t be assigned to multiple team members. In the Asana UI there is an “Assign to multiple people” option but the name is misleading as it creates a separate copy of the task for each assignee.

Are you looking for this multiple-task-copy action, or are you looking to assign the task to one person in the team, with the assignee randomly selected from the team members (as @lpb asked), or are you looking for something else entirely?

[Pavlin_Stenaj]

Hi @Phil_Seeman,
Hi @lpb,

thank you both for reaching out again.
In order to clarify which feature I was looking for, I prepared this attachment:

This is the current situation (Asana will always add the same team members to the custom field “people” which were previously set)

And this is what I need (Asana will add team members to the custom field “people” if the task is created by me or another specific person). This screenshot has been customized

Best regards
Pavlin

[Richard_Sather]

Hi @Pavlin_Stenaj .

So you basically want a ‘created by’ condition?

[Pavlin_Stenaj]

Hi Richard,

yes, exactly. That would be very helpful.
Asana could then auto-assign created tasks to a people-custom-field, when a specific team member is the creator of the task.

Best regards
Pavlin

[Phil_Seeman]

Asana doesn’t natively have a way to access “Created by” in a rule.

You could do it using our Flowsana integration, via a 2-step process: first build a rule that puts the task’s creator into a text custom field, using our {task.CreatedBy} variable:

Then build a second rule like you have illustrated above, where you can now use this custom field (which contains the task’s creator) in the conditions of your rule.

[Pavlin_Stenaj]

Hi @Phil_Seeman

thank you for the hint.
Before starting Flowsana, it states that it will not have access to the respective workspace.
So I think I wouldn’t be able to integrate Flowsana to the project I’m currently working on.

[Phil_Seeman]

@Pavlin_Stenaj,

It is possible for Asana admins to have external apps blocked. You might ask them if they can give you permission to use it.

[Pavlin_Stenaj]

That’s right, but will my settings be vanished after the free trial?

[Phil_Seeman]

@Pavlin_Stenaj

will my settings be vanished after the free trial?

Definitely not!

[Pavlin_Stenaj]

Alright, I will try . Thank you!