One of our newest integrations into Asana comes in the form of an Asana Rule. The rule allows you to synchronize values from the parent task to the subtask. This includes default fields like:
Project
Section
Assignee
Due Date
In addition, our integration can also carry over values from custom fields from the parent task into the subtask. The project and section fields are always populated on the subtask. However, the assignee and due date fields can be configured to either inherit or be entered specifically on the subtask. This allows separation of either the assignment or due dates.
To get started, you can follow the steps below:
Login to your Asana account.
Navigate to the project you would like to enable the rule for.
Click on the Customize button at the top right of the screen.
In the Customize pane, under the Add section, click on Apps.
In the list of applications, search for and install the Subtask Synchronization app. This will take you through a process to authorize our access to Asana.
Once the application has been successfully installed, navigate back to the project in Asana. If you are having trouble locating and installing the application, you can also try this link.
Click on Customize again at the top right of the screen.
Under the Customize pane, under the Add section, click on Rules.
Click on Create custom rule.
In the When section, use the trigger named Task is added to this project.
Leave the Check if box blank and click on the box labeled Do this.
In the pane that opens, click on the External actions tab.
Scroll to the bottom of the list to locate the Synchronize Subtasks action and click on it.
In the pane on the right side of the screen, select the fields that should be inherited from the parent task. Note that the project and section fields will be automatically inherited.
Click on Publish rule.
Test the rule by creating a new task in the project and then adding a subtask.
Below is a screenshot of what the final rule should look like, with your fields selected appropriately on what information to inherit from the parent task.
The synchronization for new tasks added to the project have a 2 minute delay. This is a delay in the Asana rules to ensure that the task is fully created (description, dates, etc. are all added to the task before the rule is triggered). After the 2 minute period, the rule will fire and information will begin synchronizing.
The trigger that is setup only listens for new tasks added to the project. Our system sets up additional monitoring for the tasks that are in the project to then synchronize the subtasks automatically, so this is the only trigger that is necessary. You may also add additional criteria to the rules if you only need some tasks synchronized.
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