Project Template:
- Used when the same process is completed over again for another instance.
- Generally, once all of the tasks are completed, you will not need to refer back to the information.
- All of the tasks are prewritten and duplicated when needed to run again.
- Examples of Project Templates are onboarding and offboarding employees. The same process is used over and over again no mater what employee is being boarded.
- You can archive each of these Projects once the employee has been boarded.
- Save a project as a template by:
- clicking the arrow at the end of the project's name and
- Save as template.
Task Template:
- Used when each row of your project is a separate task revolving about the same topic.
- Most of the details of each task will be written up in the Detail's Description box.
- Use columns for the assignee and due date. Keep the number of columns to a minimum since the sheet will become cumbersome with too many custom fields.
- Use custom fields for rules and to help with forms.
- If you inport from a form, all information will show orderly within the task's details under Description.
- Using a task sheet is great for filtering by the various columns.
- To create a Task Template:
- Go to Customize
- In the "Add" section, click on "Task templates".
- Use Custom Fields if you want your project sheet to look like a spreadsheet.
- Use Custom Fields to aid in making rules.
- Use Custom fields for information needed for reference, not for checkoff.
- Keep Custom fields at a minimum because the sheet become unmanageable the more columns (Custom Fields) it has.
- All of the information in the Custom Fields will also be organized in the "Description field" in the Details for each task.
- To the right of the Task name, click the arrow to view the task "Details".
- All of the information collected through a form and in the custom fields are listed in the "Details".
- Subtasks are attached to the "Task Name". Click on the arrow in front of the "Task Name" to view subtasks.
- Without and arrow in front of the "Task Name" indicates there are no subtasks.
- Use subtasks as a way to check off assigned and dated parts of the main task.
- Asana rules DO NOT apply to subtasks.
- You can make subtasks by:
- Creating them in the "Details" for every task.
- Creating them in a Task Template.
- Creating a rule that creates subtasks.
- To Create sections:
- Under the project title, click the arrow to the right of "Add new". Then, click Add Section.
- Or, at the bottom of the project sheet, click, "Add section".
- Use sections to:
- Organize tasks.
- Move tasks to various sections as their status changes.
- Automate the movement of tasks to Sections through:
- Rules.
- Selection options in forms.
Examples:
Create one of more forms attached to a project. Forms can be created by clicking the Customize button at the upper right of your project.
Why use a form?
- If you need particular data from many people, a form is a good why to gather pertinent information to populate your project sheet without having to explain how your project sheet works.
- It is easier to fill out a form to provide important details than to guess what information is needed.
- You can use rules to place information in useful places on your project sheet depending on the answers provided in the form.
Forms are a great way to get information from others without having them enter your Asana sheet. This way only you need to maintain and understand your project sheet.
Select a field for Task Name
The project sheet "Task Name" will always be the name of the Asana form unless you designate one of your custom fields to become the Task name.
- When editing the form, select "Settings".
- Click the arrow to view all custom fields.
- Select the custom field for your "Task Name".
Note: If you do not have a custom field with your task name, create a custom field on the project sheet. Then make sure you ask for that name within your form and set it to appear in the custom field. That field will then transfer to the "Task Name".
Examples of Rules:
