Using Custom fields in Asana

If you have added custom fields to your Asana project, they will be automatically imported and made available in your dashboard. You can use them for:

  • Assigning estimates for tasks
    • Set size, story points, hours, fibonacci numbers - whatever you use for estimating effort
    • Track sprints and milestones using estimates
  • Grouping and filtering by a custom field
    • See the number of open/completed tasks per custom field
    • See total estimated work per custom fields
    • Track metrics like lead & cycle times per custom field

Once you add a field to a project, it is imported to you dashboard during the next data sync (the data is synced once per hour and you can trigger sync manually anytime at the integration settings). Once synced, your Drop down custom fields become available for grouping and filtering data. Number custom fields can  be used for e.g. assigning estimates, or other kind of weights such as monetary value for individual tasks. Fields of type Text are not supported currently.  

Assigning estimates for tasks

To set estimates using a custom field, first add a custom field to your Asana project. Then assign a value to each of the tasks in your project. The default value is zero if no value is given. 

Screenful will automatically make all Number fields available in the Unit field in the chart settings. If you have a Drop down field that you'd like to use as a Unit, you can change the field mapping

Here's how it looks like in the Task Status settings:


In the Task Status screen, when Story points is selected as the unit, the rightmost column reports the total Story points in each state: 

Screen Shot 2018-04-23 at 15.49.00.png

Instead of just seeing the total number of tasks, you can now see the total estimated work per tasks per individual. Custom fields allow you to associate your own data with the tasks and have them reported in your dashboard. It is a great way to extend the data available for reporting in your dashboard. 

Grouping and filtering by a custom field

Custom fields that are of type Drop down become available in the group by menus so you can use them for grouping data in the charts. Here's an example how they can be used for grouping in the Open tasks chart:

Screen Shot 2018-04-23 at 15.34.11.png

This chart is grouped by Category, a drop down custom field added to the Asana project. The breakdown overlay shows the number of open tasks per Category.

Here are the steps required to produce this chart:

  1. Add a Drop down custom field named Category to your Asana project
  2. Add available categories (drop down options for the custom field)
  3. For each task in your Asana project, select one of the categories from the Category menu
  4. In Screenful, select Category from the Group by menu

This is just an example of how you can extend Asana's core features using custom fields, in this case assigning tasks to Categories. You can probably think of many other uses for custom fields!

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