We have a number of tasks that follow a standard checklist, so we use task templates to apply these subtasks to newly created tasks, and that works really well.
The challenge arises when we want to add a templated subtask to an existing task. Occasionally, we also need to add these to subtasks that are 2 or 3 levels deep.
While we know automations can be used to add templated subtasks, we’re struggling to find a reliable trigger. A dropdown custom field would be ideal, but unfortunately, custom fields only apply to top-level and second-level tasks, not deeper subtasks.
Has anyone found a good workaround or solution for this type of situation?
In this case, I recommend you create a project solely for this purpose and use a rule in that project to add the subtasks to the existing subtask or task.
The trigger will be your adding that existing subtask or task to that project which you can do with Tab+P (or the task actions menu).
In that project, create a rule:
When: Task is added to this project
Do this: Create subtasks & Remove task from the project
That will work at any task/subtask level and doesn’t need a custom field to trigger.
You could even consider using this instead of your task template if you want to avoid having two places to maintain with the same subtask definitions, one in a task template, one in a rule. The only difference is the task template creates the parent task and the rule approach assumes it’s there already.
Thanks so much for your reply, Larry. This approach could work, however, I’m not 100% sure how well it would work seeing as we use multiple templates across different teams.
For context, the way we structure Asana is we have one project per team. Each team’s projects and tasks are managed within their project. All projects are private and the majority of members just have access to their respective project. Within each project, there could be a number of different subtask templates.
You could have one project for each template, with project access rights set similarly to what you do now. You could name the projects starting with TT (for task template) or something to allow autocomplete to present the list of template choices.
