Rules

Rules are available for Premium, 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).

We’d greatly appreciate any feedback you have on Rules.

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.

Rules

Click on the Rules icon on your toolbar.

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).

Rules gallery

Create a Custom Rule

The Custom Rule Builder is available for all Business and Enterprise customers.

From the Custom Rule builder you have access to every combination of trigger and action.

Add rule

Once you click on the Rules icon on your toolbar:

  1. Select Add rule.

custom rule

From here, click Create custom rule.

custom rule tab

From the Add rule tab, you can:

  1. Choose a name for your Rule
  2. Choose a trigger(s)
  3. Choose an action(s)
  4. 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 from your toolbar.

edit

Pausing a Rule

You can pause a Rule at any time by clicking the pencil icon next to the Rule from your toolbar

rule pause

Pause rule

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 toolbar.

rule delete

Trigger combinations & multiple actions

Custom rules with conditions, Approval status changed trigger, and Add comment action are available to Business and Enterprise customers only.

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.

multiple triggers & actions

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.

rule in action

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

additional triggers

Using other trigger & actions:

  1. When the status of an approval changes, you can specify the action that happens as a result
  2. Create a comment that will post as Asana anytime a selected trigger happens

We would love to hear any feedback you have regarding trigger combinations, and/or conditional logic & multiple actions.

Rule types and limitations

Regardless of whether the Rules are in a Premium or Business Project, the limit is 20 rules per Project

Custom Rules

Triggers

  • You can add up to 20 triggers per custom rule.
  • You can select the trigger more than once

Multiple Actions

  • 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.

custom Rules

To unlock these Rules, you must first add a Custom Field to your project.

Triggering Rules

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

  • Only the owner of a Rule can edit or delete a Rule.
  • You can only set up Rules on projects you have full edit access to. If you only have permission to comment on a project, your Rule will be paused. To re-activate, you must have full edit access to the project, then you can re-activate from the edit view.
  • You can only set Rules to operate on things you have access to. If you do not have access to a project, you cannot have a Rule that multi-homes tasks into that project.

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.

enable Rules

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.

Deprovisioning

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.

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.

  • Owners will also see a warning sign instead of a lightning bolt in the Rules menu in their project toolbar, as well as specific information on which Rule is broken and whether it’s the trigger or action that needs to be re-configured.

  • Once you update the Rule to a correct configuration and save the updates, those warnings will go away.

Integrations

When tasks are created from integrations (e.g. Slack, Gmail, Outlook) they can trigger any of the following triggers:

  1. Task added to project
  2. Task assigned
  3. Due date changed
  4. Task marked complete
  5. Custom Field changed
  6. Attachment added

For all of these triggers, the automation action will be applied to all tasks, not just tasks from integrations.

Forms

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 permissions

Guest cannot create or own Rules, but they can trigger Rules.

Pricing

Business and Enterprise customers:

The Custom Rule Builder is available for all 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

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks.

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in Recently Assigned.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type Tab+N in any task row to create a new section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop receiving updates about them.

In the end, you have control over the updates you receive (or choose not to receive)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.