- If you haven’t done so already, create a Flowsana account here.
- Create a new project template in Asana, either by converting a project into a project template, or by creating a new template from scratch via the New Template button on the team home page of the team where you want the template to reside.
- On the Flowsana website, after you’ve created an account and have received an email that your account is all set up, go to My Workflows. Click on Create a new Flowsana workflow. Select the Dynamic Duration-Based Workflow option, then select Make a project template into a Flowsana workflow template. From the dropdown list, select the project template you created in Step 2. Set the options according to how you want this workflow to behave. Depending on whether you want all subtasks to participate in the workflow or not, make the appropriate selection from the Apply this workflow to dropdown list. Then click Put Selected Project Under Flowsana Workflow.
- Wait a few minutes until you get an email that the project has been fully prepared by Flowsana, then go to the project in Asana. Now you need to add three custom fields from your organization's custom fields library: Duration, Lag Time, and Assign To. See this Asana Guide section if you need help in adding these custom fields from your library. Leave all task relative start and due dates blank. Fill in the Duration for each task, indicating how long each task should take to complete.
In addition to setting task Durations, also use the Lag Time field if you need to create an offset between a previous task and a dependent task.
B. Use Your Template
- In Asana, simply create a new project from the project template that you workflow-enabled above. Whenever you create a new project from a workflow-enabled project template, Flowsana will automatically put that new project under workflow control. This process does take a few minutes or so; when Flowsana has finished preparing the new project, you'll receive an email confirming that it's set up and ready to use.
- When you receive the email that the workflow has been set up, fill in the project start and due dates (here’s how if you’re not sure), or just the project due date if it's a Workback workflow. Now sit back, wait a few minutes and watch Flowsana fill in all of the start and due dates for the tasks in this project. Flowsana is now monitoring the project. Adjust the start and/or due date for a task with dependencies and Flowsana will automatically adjust the dates of its dependent tasks. Or, adjust the start date for the project and Flowsana will adjust all of the dates for the tasks in the project accordingly. You can also adjust the Duration and/or Lag Time for a task and Flowsana will automatically adjust the dates of its dependent tasks.