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Rule permissions

In This Article

Rules are available on Asana Starter, Advanced, Enterprise, and Enterprise+ tiers, as well as legacy tiers Premium, Business, and Legacy Enterprise.

Visit our pricing page for more information.

Rules, much like custom fields, are editable by other members of the project by default. This article covers rule permissions, including who can enable, disable and trigger rules.

Related articles:

Important notes on rule permissions

  • Users with sufficient permissions on a project or portfolio will be able to assign themselves ownership of rules, and edit rules. See “Who can edit and claim ownership of a rule.”
  • When updating rules on projects and templates, the editor must have the correct permissions to save all of the rules. For example, if the rule adds tasks to another project, then the editor must also have edit permissions in that other project.
  • When a rule is duplicated via project duplication, the duplicating user becomes the owner with insufficient privileges. In this instance, the rule is disabled, but the owner still has editing access.
  • Rules are designed to keep running even when the owner's access control permissions change. For example, if a rule is set up to add tasks to a project and you later lose access to that project, the rule will continue to have access to that project.
  • When a rule is copied or duplicated via project templates, the user who creates a project from the template will become the rule owner. Here, the rule will only be disabled if the template duplicator has insufficient access control permissions for the rule. For example, you cannot edit a project to which the rule wants to add tasks.
  • If a user leaves a project, the rule will not break. However, if there are no other users interacting with the project the rule will be disabled.

Who can enable or disable a rule?

Any user with access to edit workflows on a project in which a rule is running will be able to enable or disable a rule created by someone else.

Users with this access are also the only ones that can view the change history.

Who can edit and claim ownership of a rule

Permissions to edit rules will be based on a user’s project or portfolio permissions. That means users with access to edit workflows on a project or portfolio can edit any rules that live in that project or portfolio. Rule creators cannot restrict users with project or portfolio permissions from editing rules.

Users with access to edit workflows can claim ownership of a rule by navigating to the rule’s Settings tab and clicking Become owner. The current rule owner will receive an email and inbox notification letting them know the ownership of the rule has changed.

Who can edit rules with external actions or triggers

A rule with external triggers or actions can only be edited by the rule owner. An editor can only remove the app components of an app rule. To replace or add app components, the editor must take ownership of the rule.

How can I further restrict who can modify rules?

As a paid user, you can restrict other users to view or comment on projects without giving them access to them. Read more about individual project permissions. Enterprise and Enterprise+ users can further restrict this by allowing only project admins to modify project's workflow and appearance.

When a rule owner leaves Asana

When a rule owner is deprovisioned, the rule ownership will be automatically passed to a project admin, provided that the rule has no external actions or triggers.

If there is no project admin, ownership will be passed to a project owner, or if no project admin exists, a project editor. 

Triggering rules

You can trigger a rule from anywhere (web, mobile, external integrations). If you update something on a task, we check to see if that task is in any projects with rules, and if your action is the trigger on any of those rules. Anyone can trigger a rule, including guests.

Projects you don't have access to

You can trigger rules on projects that you don’t have access to, but the yellow lightning bolt icon will not be displayed to indicate that a rule is running.

Guest permissions

Guests cannot create or own rules, but they can trigger rules.

 

Related articles

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How to manage rule permissions | Asana Help Center