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How do Asana’s Rules compare to Flowsana’s Rules?

[ POST LAST UPDATED JANUARY 30, 2022 TO REFLECT UPDATES TO ASANA AND FLOWSANA RULES]

As you may know, Asana recently introduced an If-Then Rules capability. A number of users have asked how this functionality compares to Flowsana’s If-Then Rules. In response, here are some tables comparing Asana vs. Flowsana.

While Asana has a few triggers and actions that Flowsana does not have (yet!), you’ll see that overall Flowsana can handle almost all rule conditions and actions that Asana can, plus Flowsana provides a number of important capabilities that Asana does not, including, for example, support for tags and the ability to auto-create new Asana projects.

It’s also important to note that Flowsana’s If-Then Rules comprise only one of its five different types of workflow automation – Flowsana does much more than just If-Then Rules!

Rules Comparison - Conditions/Triggers

Condition/TriggerAsana PremiumAsana BusinessFlowsana
Task addedNoYESYES
Task put in a certain column/sectionLimitedYESYES
Task moved out of a certain column/sectionNoNoYES
Task assigned (to any user)NoNoYES
Task assigned to a certain userNoYESYES
Task unassignedNoNoYES
Certain tag added to taskNoNoYES
Certain tag removed from taskNoNoYES
Task marked completeLimitedYESYES
Task changed to incompleteNoNoYES
Certain custom field set to a certain valueLimitedDropdown-list fields onlyYES
Task added to a certain other projectNoNoYES
Task marked as a MilestoneNoNoYES
Task name contains certain words or textNoNoYES
Due Date set or clearedNoYESNo
Due Date approaching or past due by a certain amountNoYES (not immediate, only at midnight)YES (both immediate and at midnight)
Start Date approaching or past due by a certain amountNoNoYES (both immediate and at midnight)
Comment addedNoYESNo
Attachment addedNoYESNo
Dependent task no longer blockedNoYESNo
Approval completedNoYESNo

Rules Comparison - Actions

ActionAsana PremiumAsana BusinessFlowsana
Add task to another projectNoYESYES
Move task to another projectNoYESYES
Move task to certain column/sectionLimitedYESYES
Assign task to a certain userNoYESYES
Unassign taskNoYESYES
Add certain tag to taskNoNoYES
Remove certain tag from taskNoNoYES
Mark task completeLimitedYESYES
Change task to incompleteNoYESYES
Set a certain custom field to a certain valueLimitedDropdown-list fields onlyYES
Set or modify task's name to a certain valueNoNoYES
Set task's due dateNoYESNo
Add collaborators to taskNoYESNo
Add a commentNoYESNo
Set task as an Approval taskNoNoYES
Send an email notification to certain usersNoNoYES
Create a new project from a templateNoNoYES
Add subtasks from a templateLimitedLimitedYES
Move task's project to another teamNoNoYES
Archive task's projectNoNoYES

What does “Limited” mean in the Asana Premium column?

While the Asana Business-level subscription allows you to create your own custom rules (just as you do in Flowsana), the rules capability in Asana’s Premium-level subscription consists of a limited set of predefined rules that you can choose from. Specifically, here are the options you have in Asana Premium:

Asana Premium Predefined Rules

Condition/TriggerAction
Task moved to a certain column/sectionMark task complete
Task moved to a certain column/sectionSet a certain custom field to a certain value
Certain custom field changed to a certain valueMark task complete
Certain custom field changed to a certain valueMove task to a certain column/section
Task marked completeSet a certain custom field to a certain value
Task marked completeMove task to a certain column/section

Additionally, Flowsana’s rules support variable substitution, allowing you to insert values from custom fields, as well as task, project, and section names, in a number of places.

You can include any of the following text strings:

{task.[custom-field-name]}
{task.name}
{project.name}
{section.name}

and Flowsana will replace the string with the value specified by it.

You can use these special strings in the following places:

  • The If task contains the word or phrase ______ rule condition
  • The Set custom field ______ to the value ______ rule action
  • The Set task name to ______ rule action

Lastly, Flowsana’s rules can be applied to your My Tasks list whereas Asana’s rules cannot.