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Creative production

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Set up a consistent workflow in Asana for receiving, triaging, and delivering creative work. This article walks through creating a project with clear stages and fields, capturing requests with a form, and using automation to keep work moving.

You can watch the video below, to follow along with the steps in this article.

Step 1: Build a creative request project

Create a new project to manage creative requests. Give it a clear name (for example, Creative requests) and place it in the correct team. Set permissions so requesters can add work while the core creative team retains control over the project. Treat this project as the source of truth: every new request begins here, and every update flows through it.

Note iconNote

Use the creative requests project template if you don’t want to start from scratch.

Choose board view as your default. Board view mirrors how most creative pipelines run, so your team can triage quickly and stakeholders can understand status at a glance.

Add sections that mirror your production stages. Aim for an end-to-end path such as New request → In progress → In review → Complete.

Add custom fields to help you prioritize incoming requests and sort them by category. Examples of fields you can add to your project are Creative type (Design, Copy, Video, Web, Social), Priority (Low/Medium/High), and Channel (Website, Social, Email, Events).

Save reusable fields to your organization’s field library so every project uses the same definitions and you can filter, sort, and report on them.

Step 2: Create and intake form

Forms standardize how requests are submitted. Keep forms short by asking only what’s required (e.g., goal, due date, stakeholders), then use conditional branching for follow-ups. For example, if the requester selects Video, show fields for aspect ratio, script length, and voiceover.

Map key questions directly to your project’s custom fields so submissions land pre-categorized. For example, connect What do you need? to Creative type, and How urgent is it? to Priority. Using field mapping upfront keeps data clean, unlocks automation, and makes reporting trustworthy.

To map form questions to custom fields, click the Connect to field box and choose from available fields. Once you've connected the field, it will appear in the form.

Step 3: Automate your workflow using rules

To maximize time spent on creative production, try automating tasks with rules to keep them moving through the creative process. 

Examples of rules:

  • Auto-assign based on Creative type or Channel.
  • Move tasks to In progress when assigned.
  • Add standard subtasks (e.g., Brief review, Proofreading, QA checklist).

Let Asana’s AI analyze the request description to set or suggest Priority and Creative type, summarize long briefs, or propose initial subtasks. Start with one high-impact use case (like auto-prioritization), validate that it behaves as intended, then layer in additional suggestions.

Step 4: Scale up work

 Some intake items can be projects—a website refresh, a multi-asset campaign, a product video series. When scope, stakeholders, or timeline outgrow a task, convert the task into a project so you can plan phases, assign owners, and track milestones properly.

To convert a task into a project:

  1. Click the three dot icon from the task details pane
  2. Navigate to Convert to and from the drop-down menu choose Project
  3. Enter the project's name
  4. Select the team you would like to add the project to
  5. Select Blank project or Use a template
  6. Click Convert

Once you’re happy with your project, convert it into a template.  Give it a clear, searchable name (for example, [MASTER] Creative Requests), and store it in the appropriate team.Limit edit access to a few owners who can evolve it responsibly, and encourage everyone else to “use” rather than modify.

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Creative production process guide | Asana Help Center