Hi, I’m hoping to receive some guidance or tips on how others manage updates to their workflows overtime. I would like to create a “map” or central record of all the workflow rules and template settings we have in place, that is fast and easy to navigate.
For example, if a staff member leaves the organisation or changes role, I’d like to be able to quickly pinpoint all the tasks and subtasks that are automatically assigned to them in our various workflows, across all rules and templates, without having to drill down into each individual workflow and dig around. So for example, if “Jane” leaves the organisation, I could go to my “workflow map” and clearly see where Jane has been set as a task or subtask assignee, for say 5 different rules and 3 different templates. I could then go directly to those items and amend the workflows quickly.
Has anyone successfully implemented an outline of all their workflows and the individual variables across their Asana workspace and if so, what does that overview look like? I had thought of creating an Asana Project and using Sections and Custom Fields to track the data such as Team, Project, Template/Rule, etc. so I would love to hear if someone has successfully implemented something similar or I’m open to using another method. Or is there a way to quickly find this information already centralised in Asana that I am overlooking? Thank you!
Welcome to the forum, @Amanda_Penglase! Unfortunately, I don’t believe your specific request is currently supported. You can find all (public) tasks/projects/portfolios/goals owned by them using the advanced search, but here’s a good guide of other things to do when offboarding (I know this is only part of your original Q):
This is such a smart and forward-thinking approach — having a centralized workflow map can really save time and prevent things from falling through the cracks during transitions. I’ve seen teams create a dedicated Asana project just as you mentioned, using sections like “Templates,” “Rules,” and “Roles,” with custom fields for assignees, projects, and automation details. It becomes a kind of living documentation hub.
One helpful tip: when naming rules or templates in Asana, consider including the assignee’s name in the title or description field. It makes them easier to search globally if changes are needed.
Thank you! Yes, the living documentation hub is exactly what I’m wanting to achieve, but I wasn’t sure if it was a good idea or if there’s a better or easier solution. Appreciate your feedback.
Thank you! Yes, the living documentation hub is a great idea, and it’s probably the simplest way to manage this. You can set up a dedicated Asana project just for “Workflow Map,” with sections for things like Templates, Rules, and Roles. Add custom fields for assignee, project name, and automation details so you can filter quickly.
That way, if someone leaves, you can search this one project, find every place their name appears, and update it without digging through each workflow individually. It’s straightforward to maintain and much easier than checking rules one by one. @Amanda_Penglase
How would you ensure something like this is current and kept updated? I feel that in most client organizations I work with, they would shun such a solution for this reason, unless it was something Asana offered built-in and automatically updated.
We are a small organisation (25 staff) and I currently manage our Asana workspace workflows solo, so it would be easier for me to keep track than a larger business because I could update the “map” as I go. We have established workflow rules and templates, etc. but we’re still towards the start of our Asana journey (we still have a long list of things we’d like to implement!). That’s why I thought if I can create something like this, it would be better to do it now, while it is still feasible. I agree that it would be a lot easier if it was a built-in and automatic feature is Asana!
The management of staff leaving and changing roles was just one example of why I’d like to have a central hub or map. Another example is that we have tried to include our step by step work procedures/instructions in the task description fields. So it would be great to have that information centralised, when I’m creating new templates too. (edit to clarify, the work instructions are usually in a linked document, so procedure updates are only made in the one spot, but I’m hoping to keep the text and formatting of the wording contained in the Asana task description fields consistent across the workspace.)
Are you able to please give me a brief description of how workflow oversight or updates are usually tracked in larger organisations or the “best practice” method? I understand that where there’s a lot of moving parts and there might be multiple people or external consultants contributing to workflow building and management, that would be difficult to gain an easy oversight of what’s in place. Thank you!
Thanks, @Amanda_Penglase, I understand how it might be useful in your situation.
Some dedicate an Asana seat to a generic “Asana Admin” user and enforce a policy that this user is to be used for ownership of shared work objects and processes. They might carefully share those credentials among a select few to allow coverage. The user would never be removed, avoiding loss of access and simplifying role changes.
Hi @Amanda_Penglase , to just add to @lpb ‘s sound advice, I would aslo enforce a policy that the ‘Asana Admin’ account is not used to assign tasks to it or used to communicate (post messages etc) since it is a service account that is used by multiple users. The only exception would be automated actions via 3rd party apps such as Zapier, make.com or Flowsana.net