Workload and custom fields (formula)

[Emilie_Caron1]

Hi!
I’m trying to optimize my Asana project to better plan estimated hours against the budget per project, and translate that into an occupancy percentage (relative to the number of hours allocated per person per week).
This percentage is what I want to visualize in the Workload tab.

However, I’ve noticed that the Workload feature doesn’t work well with “Formula” fields, so I have to duplicate fields and input them manually.
Is there a way to automate or optimize this process?

My formulas are:

1. Quantity of weeks
   End date - Start date
   (but then, I need to manually duplicate this information in separate columns; otherwise, I can’t use it in formulas – I’d like this part to be automated)

2. Average/week
   Estimated hours (budget) / Length of the project

3. % Occupancy
   Average per week / # Hours per week * 100
   (but then, I need to manually duplicate this information into a separate column called “Percent allocation,” since % Occupancy seems to be incorrect under the Workload view)

Here are some screenshots for reference.

Thanks for your input!

[Zaki_Imtiaz]

Hi @Emilie_Caron1 ,

1. Automate “Quantity of Weeks”

Since Asana doesn’t support date calculations, create a custom field for weeks and manually input the duration based on the start and end dates.

2. Automate “Average per Week”

Use a custom number field for Estimated Hours and another for Weeks, then visualize Estimated Hours / Weeks in Asana Dashboards.

3. Automate “% Occupancy”

Create a custom field for % Occupancy and manually calculate (Average per Week / Available Hours) * 100, or use a dashboard report for visualization.

4. Use Asana Rules for Reminders

Set up rules to send reminders when key fields like Estimated Hours are updated, reducing manual errors. Full automation would require the Asana API.

Hopefully it gives you little Clarity

Process Analyst
Zaki Imtaiz