Manage approvals and find at-risk work
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- How to build in approvals and see task statuses
- How to manage work needing approvals
- See at-risk work by running search reports on your custom fields
- More resources
How to add approvals and see task statuses
- Pick a project where you’d like to start tracking task approvals (like work requests or a marketing campaign.)
- Add the custom fields for “Approval stage” and “Priority” to your project.
- Make sure notifications are turned on for “Approval stage” so teammates can follow along with the approval process.
How to manage work needing approvals
In any project where you’ve added the approval custom field, use the following process and share it with your teammates:
- Add all stakeholders as task followers.
- Update the “task progress” custom field at each step so it’s clear where they are in the creation process. (This is also important for search reports below).
- Followers will receive custom fields notifications so they know where work stands.
- Once the task is ready for approval, update the “approval stage” custom field to “Ready for Review”
- Make sure to attach any relevant files needed for the review.
Simplify and speed up this process by creating rules. For example, you can create rules that automatically update the task assignee based on which custom field is set for seamless review handoffs.
Review images and leave actionable feedback without leaving Asana
Proofing makes it easy for reviewers to comment directly on image files so feedback appears in context. Each comment turns into an actionable subtask that the creator can then address and incorporate.
Once the reviewer has finished, they can update the custom field to “Changes Needed” if updates need to be made or “Approved”’ if it’s ready to go.
See at-risk work and follow up faster with search reports
Task status and approval fields make it fast and easy for contributors to show where their work stands (without providing tons of written updates.) And project managers and leads can stay ahead of missed deadlines and handoffs before they happen by creating advanced search reports using these fields.
How to create reports to see what work needs your approval
Approval reports help you understand what work might be blocked. For this example, create a report of work that isn’t yet approved to know who you might have to follow-up with across projects.
Creating a search report with custom fields
- Click into the search bar in the top bar of Asana.
- Click Advanced Search. This pulls up a variety of search criteria options to help you refine results.
- For this report you want to see Tasks that are Incomplete and due within the next 5 days.
- Next, click Add Filter then Custom Field and type in “approval stage.”
- Set the options to is and Ready for Review.
- Click Search to run your report
You’ll see a list of results that you can further refine by assignee, due date, project, and more using the filter options in the top right corner. For anything that appears to be at risk, you can comment on the task to ask the assignee if they think the task will be on track.
Want to run this report regularly? Click Save Report and you’ll be able to access it anytime from your sidebar with up-to-date results.
Resources for approvals and reporting
More of a visual learner? Want to see how our customers monitor approvals and report on work? Check out these resources:
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Planning and managing your work in Asana gives you clarity into project plans and knowing where work stands. But even more powerful is using the information in Asana to help make better decisions to save time, hit deadlines, and see problems before they happen—with just a few clicks and reports.