I am not sure when we'll get to effort/hours planning, but knowing that this exists and if we were to estimate hours, we could have more visibility is helpful. Thank you!
When going in to start a workflow I have to create it for the first time and am being prompted to setup rules and triggers for the sections that I have created in my projects - is that a requirement to use this feature?
You don't have to trigger rules from a section. If you navigate to the list view (instead of workflow view), click on 'Customise' and you can set up rules there that aren't tied to a section.
I suppose I poorly worded my question - do I need to use triggers and rules to use workflows? In many cases our projects dont need/require these features but workflows would be helpful to see the level of effort one person has over another - but perhaps there are other ways to do that such as adding the effort column and just adding the number of hours? Trying to create a nice siaul for each person in a project to show that one person over antoher is too overloaded but dont want to have to use triggers and rules to do so.
Ah, what you're describing there is 'Workload' (not Workflow). You can manage workloads under the Portfolio's tab (requires Business). But to answer your question, no - you don't need to use triggers and actions to use the workload features. To set up Workload, you can create the effort (e.g. 'Estimated Hours') and this will be added as a column to all projects in your Portfolio. Hope that answers your question?
Whoo Hoo! This tied all of my foundational needs together. Loving this tool and the Master Asana approach. Very comprehensive . I ran through this segment and then opened my instance of Asana, went to my portfolio and replicated the steps to set up capacity and effort. Although I have to admit I do go back and pause to add fields to my project to impact Workload it was very simple and impactful.
Great case study! Would be great to see more of these!
Just wondering if there is a work around for using subtasks and workload? I haven't been able to figure out how to put hours against a subtask, and this has been cluttering up our boards a bit as we need to make tasks in order to put hours against them.
If you click into the subtask, then click on the task menu (the three dots) and choose "Add to project" you can multi-home the subtask into a project i.e. it exists in two places: 1) as a subtask 2) as a task within a project.
If I'm understand portfolios and templates correctly, would this be the route I would need to take to manage an ongoing project? My client ships out a monthly subscription of items to over 18,000 subscribers. Each monthly subscription has a lead time of around 6 months but all have repeating tasks. Would I need to create a template for each month inside a portfolio?
You should be able to see the milestones down the bottom of the page. The project owner is in the middle in the 'roles' section. And project due date is in the right-hand column. The custom fields are only visible when you update the project status.
Hi Paul!
I have a question regarding workloads. We currently have an integration with everhour to track time against tasks and set estimates. Do you know if it would use the estimates we have on tasks as 'effort' or would I need to manually add a custom field for effort?
Thanks!
Hi Kim. Hm, I'm not sure. If Everhour can input the estimate into an actual Asana custom field (and not their own field) then yes, this should be counted towards their workload estimate.
Thanks for the case study. As a new user, this is definitely something I will bear in mind for planning into the future. I think taking the time to truly understand the capacity of each team member will also add to the teams motivation to participate and feel included. The placard for additional time in another project in the future also seems worth while and beneficial to the entire group. Thanks for sharing! I'm looking forward to making this our own!
Just wondering if there is a work around for using subtasks and workload? I haven't been able to figure out how to put hours against a subtask, and this has been cluttering up our boards a bit as we need to make tasks in order to put hours against them.
You can multi-home the subtasks into a project and then add this to a Portfolio. This will let you view the workload of your subtasks.
If I'm understand portfolios and templates correctly, would this be the route I would need to take to manage an ongoing project? My client ships out a monthly subscription of items to over 18,000 subscribers. Each monthly subscription has a lead time of around 6 months but all have repeating tasks. Would I need to create a template for each month inside a portfolio?
Thanks for sharing! I'm looking forward to making this our own!