Trigger creation of a task template in a separate project based on expiration date

Sorry this is kind of long but I appreciate any insight. I’m looking for a way for an approaching task due date (9 months before it’s due) in a certain project (“Global Registration List”) to trigger the creation of a task in another project based on a task template (“Product Registration Template”).

I.e. The task “Australia Meningitis Panel Registration” in the “Global Registration List” project will be due in 9 months from today. This triggers the creation of a new task based on the meningitis panel template in the “Meningitis Panel” project which has its own relative due dates etc.

The goal of this is to keep on top of where my team needs to start the long process of registering our products in different countries by using a global list (which contains the status of each product in each country), while simultaneously auto creating a task outside of that global list that notifies individuals (with all the sub tasks and dues dates) to start the registration process when it is the right time. I currently cannot find a way to do this. Does this feature exist? In the rules, I see that I can create a task when the due date is approaching (I can set it to 36 weeks, or 9 months) but I can only trigger the creation of that task in the same project, and not based on any template.

I’m realizing this may be something best handled with the new rollout of rule and conditions later this year so I supposed worst case I can wait for that!

Welcome, @Grant_Matheson1,

Do you mind if I move this thread so all can benefit from your question, not just Ambassadors?

Yes, you can do this now (with Asana Busines or Enterprise), but instead of using a task template in the destination project, you will have to use a single rule in the source project.

Use the trigger as you indicated.

For the action of the rule, Create a new task. Click View all fields, and you’ll see you can home that task in destination project, set it’s date relative to the trigger task’s start or due date, and you can add subtasks with similar relative dates:

I didn’t carry all this out but I believe it will allow you to implement your need.

Rules can’t trigger task templates, so it’s common to do in a rule action what one might otherwise use a task template for; that comes up often.

Hope that helps,

Larry

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Hi Ipb, please feel free to post this thread to wherever you think it will help most. I tried your suggestion and it came with an odd result (maybe I did something wrong?). Here are some screen shots of the rule, and the result of the rule being implemented:

Then when the rule implemented the new tasks looked like this:
Screenshot 2023-09-11 122620

As you can see, there is no coherent title for the task, and when I tested that link, it didn’t lead anywhere. Additionally, this created a task that was in both the original project, and the new one, which was not the goal. It won’t allow me to remove the current project from the rule.

My guess is there isn’t really a fix for this issue without the new conditions within rules, though I would like to know why my task name came out as a link instead of the information from the original task that I asked it to.

Thanks for your input.

@Grant_Matheson1,

For the task title, you chose the default for Task which is the URL link, here’s how you’d get the task title instead:

Unfortunately you’re correct that you can multi-home, but not un-home the task from the current project in the rule (unlike the behavior for tasks outside of this rule action where that behavior is flexible). For things like this where there’s a manual step to do (removing the task from the main project), it’s still beneficial to automate 90% of the work and making sure I remember to do the cleanup, either by adding a setup/cleanup subtask assigned to myself, then deleting it when done, or maybe you’d simply notice it if your notifications were turned on to see new task added notifications and that could be your trigger.

Hope that helps,

Larry

Yes! That does help! Thank you for clarifying that error. I think this will still be a good placeholder for now until we get access to more features.

Cheers,
Grant

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Question! Does this feature, in general, only show when in a paid plan versus subscription? The ability to “set a date based on” is not appearing, which is a feature we really need.

Welcome, @Karli_Anne,

If you’re asking about custom rules, then yes, a paid plan is required–any of the newer plans (Starter and above), or Business or above if you are still on an older plan.

Thanks,

Larry

Hey @lpb I am actually looking at why in all my previous Asana’s I could set a date based on a trigger time etc. This is not showing up in our advanced plan. Is this not a feature?

Karli

Sorry, I don’t understand what you’re asking for; you’ll have to explain it more thoroughly for me to respond.