Last month, Jeremy joined our Asana AI Studio Office Hours for help with a complex rule. The rule he built was working, but wasn’t future-proofed. Whenever a new person joined or left the organization, there was additional upkeep needed or the rule would break and cause disruption for the whole team.
Our first attempt: Script Actions
AI Studio is great, but it’s not always the best solution - especially if you have limited credits on your plan. To tackle this rule, my first instinct was to leverage Script Actions. However, when Jeremy joined today we discovered that his Asana Advanced account does not have access to this Enterprise feature ☹
We quickly pivoted and built the rule within AI Studio, keeping close eye on the credits usage.
Before we build
To translate this rule into something AI Studio could handle for us, we first needed to do 3 things:
Confirm Team Members
To ensure success with this rule, we need to tag in the appropriate Team within our Guidance for AI. That means all users attributed to this rule need to be tied to the team we are referencing in our prompt.
Create Portfolio
As with the Team reference, I need to give AI Studio access to the projects in the workspace it will be referencing. The most effective way to do this is to add all of the projects to a shared Portfolio and tagging that in our Guidance for AI as well.
BONUS: You can set up a workflow that any future “Dashboard” projects for new team members are automatically added to this Portfolio!Confirm Project Owner
Lastly, we are going to make this easier on AI Studio by allowing it to use the Project Owner to indicate the correct Dashboard Project. Once the Project Owner properly aligns with the end-project, you are ready to start building!
The Automation
To solve for the breakage and upkeep issues Jeremy was experiencing, we added a new check-if phase that would validate whether the assignee was added to the team. If the assignee was no longer on the team, AI Studio would leave a comment to flag that the task was not moved. This also eliminated the scenario where a user would be added and assigned a task before Jeremy could manually update the rule.
Our guidance was simple, but effective. The most important thing was that we tag in the reference Team and Dashboard. We also added an example for good measure.
As a final measure, we submitted 2 test tasks with different assignees to validate - et voila! Based on my AI Studio settings, this rule utilizes approximately 1,250 credits per trigger.
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