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Add movement to your workflow

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Once your foundation is in place, add features that standardize intake, reduce manual updates, and create clear “go/no‑go” moments.

Standardize intake with forms

Use a form to turn submissions into actionable tasks in your project.

Set up a form

  1. Open your project and create a form from the customize menu.
  2. Add questions for the details you need (title, description, requester, target date, budget).
  3. Map form questions to custom fields so the task is created with key data already filled in.
  4. Use branching so requesters only see relevant follow‑up questions.

Reduce busywork with Rules

Automate repetitive steps so work moves forward with fewer manual changes.

Build rules with triggers, conditions, and actions

  • Example: When a task is added to the project → If Department = Marketing → Then assign to the Marketing reviewer and set Status = Assigned.
  • Example: When Status changes to In review → add a comment to notify the requester.
  • Example: When Stage moves to Staffing approval → convert the task to an Approval and assign to the staffing team.

Create rules faster with Asana AI

Use the smart rule creator to describe what you want in plain language (e.g., “When a request is created from the form", Check if "Department = Marketing", "Then assign to Alex and set Status to Assigned”). Asana will suggest the appropriate trigger, conditions, and actions—you can review and publish.

Other helpful options

  • Multi‑home key tasks into secondary projects.
  • Add branching/conditions inside a single rule to handle variations without creating dozens of separate automations.

Create clarity with approvals

Mark tasks as Approvals when a formal decision is required. Approvers can choose Approve, Request changes, or Reject so everyone knows the status. Use a rule to auto‑convert tasks to approvals at the right stage and to route them to the correct approver.

Example: Request workflow, end‑to‑end

  1. A requester submits the form. A task is created with fields prefilled.
  2. A rule assigns it to the right reviewer and sets Status.
  3. When Status = In review, another rule posts a comment to keep the requester informed.
  4. If the review passes, the task is auto‑converted to an Approval and assigned to staffing.
  5. On Approve, the event team kicks off the deadline‑bound event project (often from a template) and links it back to the original request.

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Add movement to your workflow