- Skip Ahead to
- Creating a Rule
- Editing a Rule
- Pausing a Rule
- Deleting a Rule
- Section-based Rules
- Trigger combinations & multiple actions
- Due Date is Approaching Trigger
- Task is Overdue Trigger
- A Few Notes on Due Date is Approaching and Task is Overdue Triggers
- Subtask action in Rules
- Rule types and limitations
- Triggering Rules
- Updates on misconfigured Rules
- Permissions: A few considerations
- Guests permissions
- Inverse Actions for Rules
Rules are available for customers using Asana Premium. Certain features within Rules, including the custom Rule builder, custom Rules with conditions, approval status changed trigger, and add comment action, are only available to Business and Enterprise customers.
Rules allow you to streamline routine tasks and establish workflows with ease. For a Rule to work, you need a trigger that activates the Rule and an action that is performed automatically. For example a Rule can be to automatically assign a task (action) when a due date is set (trigger).
A Rule can trigger another rule. You also have the option of adding multiple actions to one trigger to create similar functionality.
Creating a Rule
There are two ways to create a Rule for your project, selecting one from the Rules Gallery in your project or by creating your own Custom Rule.
Click on the Customize icon on your toolbar and then scroll down to Rules.
From the gallery of preset Rules, you can pick an option that already has the trigger and action set. You can then specify the parameters needed (like which column or which assignee).
Create a Custom Rule
From the Custom Rule builder you have access to every combination of trigger and action.
Click on the Customize icon on your toolbar and then scroll down to Rules on the sidebar:
- Select Add rule.
From here, click Create custom rule.
From the Add rule tab, you can:
- Choose a name for your Rule
- Choose a trigger(s)
- Choose an action(s)
- When you have selected your desired options, click Create rule.
Editing a Rule
Edit your Rules any time by navigating back to the project and selecting the Rule you want to update.
You can edit a Rule by clicking the pencil icon next to the Rule on your sidebar.
Pausing a Rule
You can pause a Rule at any time by clicking the pencil icon next to the Rule on your sidebar
Click the toggle icon to pause your Rule.
Deleting a Rule
You can delete a Rule at any time by clicking the pencil icon next to the Rule from your sidebar, and then clicking the Delete button.
For Premium, Business and Enterprise users, the Rules icon will appear in sections (on List and Board view) that have Rules. Once the Rule triggers, the icon will become animated. Clicking the icon will open a Rules menu for that section, allowing users to add new Rules or edit existing ones.
You can edit a Rule by clicking the pencil icon that appears when you hover over it.
Trigger combinations & multiple actions
You can also use trigger combinations, and/or conditional logic & multiple actions to automate routine tasks so your team doesn’t have to think about them.
It's now possible to add up to 20 different trigger combinations and select up to 5 different actions when creating a custom rule. While you can select the same trigger more than once when creating a custom rule, you can only use an action once.
Once a task has been added to the project from list/board view, via form, email or another area of the product, the custom rule should take effect right away.
Additional Triggers & Actions
Using other trigger & actions:
- When the status of an approval changes, you can specify the action that happens as a result
- Create a comment that will post as Asana anytime a selected trigger happens
Due Date is Approaching Trigger
Enterprise and Business customers can create a Custom Rule in the Rules dialogue and find Due date is approaching in the list of triggers. You can choose from a couple of preset options, or click Custom for more options.
The Custom option allows you to specify how many minutes, hours, days or weeks before the due date the Rule should trigger.
Task is Overdue Trigger
With the Custom option you can specify the number of minutes, hours, days or weeks after the task becomes overdue for the Rule to trigger.
If you choose days or weeks when setting up your trigger, it will ignore due times and fire based on due dates only. However if you choose minutes or hours, it will respect due times.
A Few Notes on Due Date is Approaching and Task is Overdue Triggers
- These triggers fire based on the moment a task becomes due or overdue, not simply because a task is due or overdue.
- Both of these triggers will not retroactively fire upon rule creation for all of the existing tasks in the project that match their criteria. They will only fire for due events that happen after rule creation.
- These triggers only fire for incomplete tasks.
- Rules with day or week precision will not execute precisely at midnight. Rather, these Rules will execute in the window between midnight and 1 am.
Subtask Action in Rules
Subtasks allows you to automatically add a predefined list of subtasks to a task.
To add a Subtask:
- Click on Subtasks.
- Write the name of the Subtask.
As soon as one Subtask is added, the Rule can be created.
You can create up to 20 subtasks
To edit the Rule click on the pencil icon next to the Rule on your sidebar. The changes made will be automatically saved.
Rule types and limitations
Regardless of whether the Rules are in a Premium or Business Project, the limit is 50 Rules per Project
- You can add up to 20 triggers per custom rule.
- You can select the trigger more than once
- When one or more triggers happen, you can select up to 5 actions to happen as a result.
- You can't add the same action more than once.
Column or Section based triggers
Column or Section based triggers are for Boards view projects or projects that have been updated to use the new, collapsible sections.
Custom Field Rules
Custom Field Rules are available on all projects with Custom Fields.
To unlock these Rules, you must first add a Custom Field to your project.
You can trigger a Rule from anywhere (web, mobile, external integrations). If you update something on a task, we check to see if that task is in any projects with Rules, and if your action is the trigger on any of those Rules.
Projects you don't have access to
You can trigger Rules on projects that you don’t have access to but the yellow lightning bolt icon will not be displayed, to indicate that a Rule is running.
Anyone can trigger a Rule, including Guests.
Permissions: A few considerations
Rules, much like custom fields, are now by default editable by other members of the project. Rules that multi-home tasks into other projects are also now visible from the customize menu. These rules can be paused directly from their project.
- You now have the option to allow others with edit access the ability to edit rules. Now rules that are created will default to editable.
- Only the owner of a Rule can delete a Rule.
- When updating rules on projects and templates, the editor must have correct permissions in order for all of the rules to save. For example, if the rule adds tasks to another project, then the editor must have edit permissions in that other project also.
- When a rule is duplicated via project duplication, the duplicating user becomes the owner with insufficient privileges. In this instance, the rule is disabled but the owner still has editing access.
- Rules will not break when the owners access control permissions change. For example, if a rule is set up to add tasks to a project and you later lose access to that project, the rule will continue to run.
- When a rule is copied or duplicated via project templates 1.0 & 2.0, the template user will become the rule owner. Here, the rule will only be disabled if the template duplicator has insufficient access control permissions for the rule. For example, you cannot edit a project that the rule wants to add tasks to.
- If a user leaves a project, the rule will not break. However, if there are no other users interacting with the project the rule will be disabled.
- Rules are accessible to all contributors of a project and can disable them.
- If the Project Owner is a Limited Access Member, they cannot edit a rule, they can only pause or activate it.
Who can enable or disable a rule?
Any user with edit access to a Project in which a rule is running will be able to enable or disable a rule created by someone else.
Users with edit access are also the only ones that can view the change history.
A user with edit access can pause or activate a rule but only the owner can edit a rule's triggers and actions
The Owner is still the only person that can edit or delete a rule.
When you deprovision someone who has Rules, their Rule will be paused and ownership of any Rules on projects will be passed to the Project Owner.
If there is no Project Owner, ownership will be passed to the Admin who deprovisioned the user. Only the new owner of a Rule can re-activate the Rule to have it continue running.
When a rule owner is deactivated and the new owner has sufficient permissions, this means that the rule will continue to run which the new owner will then be able to edit.
Updates on misconfigured Rules
If your Rule becomes mis-configured (example: “Marked complete > Move to column “Done” and someone deletes your “Done” column), we will email the owner of the Rule to let them know to fix it.
We will email you the first time a Rule is triggered but cannot fire due to being misconfigured. We will not email you again until it has been corrected, and successfully run at least once before misconfiguring again.
All users with read access to the rule in question can see the correct status of the rule.
Once you update the Rule to a correct configuration and save the updates, those warnings will go away.
With App Rules, users can match rule triggers with actions in another tool. (For example - when a task is complete, send a Slack message.)
Asana Rules can trigger the following actions within integrations:
- Send a message in Slack
- Send a message in MSFT
- Create a new Jira issue (works for both Cloud and Server)
How to use triggers to send custom notifications or to create Jira issues
For an optimal experience, you should first add the app to the project via the "Customize" icon in your project toolbar, then click "Add app".
Navigate to the Add rule pop up:
From Add Rule:
- Name the rule
- Choose a channel
- Write the message or create new Jira issue
- Select the action in the integration 1. Click Create rule to make the rule active
When tasks are created from integrations (e.g. Slack, Gmail, Outlook) they can trigger any of the following triggers:
- Task added to project
- Task assigned
- Due date changed
- Task marked complete
- Custom Field changed
- Attachment added
For all of these triggers, the automation action will be applied to all tasks, not just tasks from integrations.
When tasks are created from Forms they can trigger any of the following triggers:
Task added to a project
This trigger will apply to all tasks being added to a project, not just from Forms.
Custom Field set
For each drop-down Custom Field in the project, you will see a trigger and an action. So if your project has Priority and Stage Custom Fields, you'll see "Priority set" and "Stage set" as triggers. You pick which value on that Custom Field you want to trigger a Rule.
Example: If you have a drop-down Custom Field on your Form for Type of Request, with the options “Blog” and “Website”, you can set a Rule on the project for “When ‘Type of Request’ is set to ‘Blog’ it will add that task to the ‘Blog requests’ project.”
This only works for drop-down Custom Fields on the project. Some Form's drop-downs are not Custom Fields.
Guest cannot create or own Rules, but they can trigger Rules.
Business and Enterprise customers:
A subset of Rules are available to Premium customers:
- Move to column/section > Mark complete
- Mark complete > Move to column/section
- Custom Field changed > Move to column/section
- Move to column/section > Set Custom Field
- Custom Field changed > Mark Complete
- Mark Complete > Set Custom Field
Inverse Actions for Rules
Business and Enterprise customers:
Inverse actions are a compliment to existing rules that now provide the option to reset or remove data. By providing the option of inverse actions for rules, we have created a more robust rule engine that better maps the structure, quality and efficiency of customer workflows.
Available Inverse Actions:
- Unassign Task
- Move Task to Another Project
- Clear Due Date
- Mark Task Incomplete
- Remove Collaborators
Inverse action capabilities support the reassignment, resetting or movement of tasks from one project to another.