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To automate routine work in Asana, open the project, select Customize → Rules → +Add, choose a gallery preset or build a custom rule, then select Publish rule. A rule needs a trigger and an action; optional conditions limit when the action runs. Rules apply to the project where you create them.
Choose a preset or build a custom rule
Asana project rules combine an event that starts the rule with one or more actions. A condition is an optional filter: it tells the rule to act only when additional criteria are met. For example, a trigger could be a task’s due date being set, with an action that assigns the task.
| Approach | Best for | What you configure |
|---|---|---|
| Gallery preset | A common workflow you want to set up quickly | Choose a preset and fill in its required parameters. |
| Custom rule builder | A workflow that needs tailored logic | Name the rule, choose a trigger, optionally add conditions, and select one or more actions. |
The custom rule builder is listed in Asana’s Help Center for Starter, Advanced, Enterprise, Enterprise+, and certain legacy tiers. Availability can vary by plan, so check your current plan’s access in Asana’s Rules documentation.
Create and publish a project rule
- Open the Asana project where the automation should run.
- Select Customize in the project’s top-right corner.
- Choose Rules, then +Add.
- Pick a gallery preset and provide its required details, or select the custom rule builder (or a supported starting option).
- For a custom rule, name it and choose a trigger. Add conditions if the action should run only when specified criteria match, then select the action or actions.
- In the custom builder, choose whether the rule applies to tasks or to tasks and subtasks. Rules do not run on sub-subtasks or deeper levels.
- Select Publish rule. The rule is now active for that project.
Asana’s Customize menu guide explains the project-level entry point. For available conditions and branching, see Conditions and branching in rules.
Decide how much logic the workflow needs
Use a condition when the trigger alone is too broad
A trigger starts a rule when an event occurs; a condition narrows which matching tasks proceed to the action. For instance, you might use a custom-field change as the trigger, then add a condition so only tasks with a particular field value are moved to another section. Actions can also add collaborators or create approval subtasks, depending on what the rule supports.
Set the scope before configuring cross-project actions
For advanced automations, trigger scope and action scope are separate choices. Decide whether the rule should affect the same project or another scope before filling in details: changing scope later can remove variables or invalidate an action. The rule owner needs access to every project, portfolio, field, and filter the automation uses. See Asana’s automation scope guide.
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Authenticate connected apps for integration rules
Rules can work with connected apps, but integration actions require suitable app-management settings and third-party authentication. Check both before building the workflow; available integrations and actions depend on those settings. Asana documents the requirements in Rules integrations and widgets.
Understand rule limits
Asana’s Help Center documents a maximum of 50 rules per project, and a custom rule can contain up to 20 triggers and 20 actions. These are product limits stated in the documentation consulted in 2026; the pages do not provide publication dates, and limits may change.
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Use the smart rule creator as a draft aid
Asana also documents a smart rule creator that accepts natural-language instructions or suggested prompts, then shows a proposed rule for review. Check that its trigger, conditions, scope, and actions match your intended workflow before publishing; the preview can be discarded or published. See Asana’s smart rule creator guide.
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Change the rule from the project’s Customize menu
To adjust an existing automation, open its project and use Customize to find Rules. Asana says edits apply to future tasks; they do not retroactively change tasks the rule has already handled. Rules can also be paused or deleted. For action details, see Asana’s rule actions guide.
Investigate a rule that stops firing
A rule can become misconfigured if something it references—such as a column—is deleted. Asana says it emails the rule owner the first time the rule fails to fire; people with read access can see the rule’s status until it is corrected.
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- Confirm the trigger and any conditions still match the task changes you expect.
- Check that referenced fields, sections, filters, and other project content still exist.
- For cross-project or portfolio actions, verify the owner still has access to every item in scope.
- For a connected-app action, verify app-management settings and the required third-party authentication.
- If an advanced action may match more than 150 tasks, narrow its target with filters.
After fixing the rule, review its logic and publish or resume it as appropriate in the project’s Rules settings.
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