Workflow Builder

Overview

Workflow Builder helps to coordinate work seamlessly across teams by automating your team’s processes and key work flowing. Workflow Builder enables you to create more efficient workflows by using a visual tool to connect teams, organize work, and streamline projects in one single place. Within workflows you can connect the right people to the right information at the right time, meaning your team can focus on accomplishing the work that matters.

work flow

Creating a Workflow

create

In Workflow Builder you can choose how tasks will be added to your project. You can choose multiple intake sources or none.

  1. Form Submission: Create a Form that turns submissions into tasks.
  2. Task Templates: Create a template to easily standardize tasks. Select an intake source by clicking on the drop down menu on the intake card. Anyone with access to the project can also add tasks manually.

To learn more about setting up Forms as an intake source, read our guide article on Creating Forms. To learn more about setting up Task Templates, read our guide article on Creating Task Templates

Sections

Use sections as stages like “Ready”, “In Progress”, and “Done” to track a specific workflow. These section cards on the Workflow Builder map directly to the sections in task views (i.e on your List and Board views). We recommend setting up sections that correspond to sequential stages of work within your project for example: “Triage”, “In Progress”, “Approval Needed”, “Completed”. This helps enable each project member to easily see what stage a task is at.

sections

Create a new section

Click the plus button to add an additional section, You can then add rules for this section and assign triggers for these rules. You will need to create rules for two automatic instances within a section:

Triggers: When or what causes a task to move automatically to this section. You can choose this transition rule from a list of options in the right hand pane. For example: “when a due date is approaching → move to Upcoming” or “when a task is completed → move to Completed”

Actions: You will then also need to decide what happens automatically when tasks are moved to this section. For example: if collaborators should be added, if the task should have a certain assignee, if a comment should be added and so on. As above, you can select from the list of recommended rules or create a custom rule using the “More actions” button.

To learn more about setting Rules in Asana, read our Rules article

Manage Existing sections

existing

To edit the section's name, add rules or remove it click on the three dot icon to the right of the section's title:

  • You can choose to Rename section
  • You can choose to Delete section
  • Or add rules

Workflow reporting

dashboard
Dashboard view you can also view metadata about the sections in your project, for example, the number of incomplete tasks in that section, and then you can monitor this over time.

Drag and Drop

drag and drop

You can drag and drop sections to reorganize your work or move it through stages. Project members can rearrange sections as needed.

Customize panel

dashboard

Add global workflow elements through the Customize panel on the right of your screen, including:

  1. Custom Fields
  2. Global Rules that apply beyond a particular section in the workflow
  3. Apps (e.g. Slack or Microsoft Teams)
  4. Forms
  5. Task Templates

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