Same task in different projects (Sync tasks between different projects)

+1

Exactamundo! 😏

Hi @lilactimes, this isn't exactly what you want, but it might work as a workaround?

• Combine the brand and website projects into a single project
• Create seperate sublists for "brand" and "website"
• Add the tasks that relate to both "brand" and "website" to both sublists

This would have the outcome that:

• The same tasks can appear in both lists
• Each list has its own separate view

Which seems like it would achieve what you want?

TL;DR try using sublists instead of projects

You're welcome @lilactimes!

I'm not sure how it would limit the potential of using sublists in other ways? There isn't a limit (that i've found anyway!) on the number of sublists. Tasks can also be members of multiple sublists. So I can't see the restriction?

Also, not sure what limitations sublists would have v.s. standalone projects, regardless of significance? e.g. There's no limitation on the number of tasks a sublist can have. Sublists seem to be first order entities and can have their own saved filters, views (tree, board, timeline.), etc.

Merged #1994 to this task.

@VBora Glad to hear it, good luck! 😃

Merged #1089 to this task.

Hey, thanks @yozza . Yes I have been following that 😄

you can duplicate or "clone" tasks, but changes you make won't affect the others.

if what you want is a single point of truth that is referenced in multiple places, you can't do that unfortunately.

I think you can do that if you have a "smart folder". I haven't personally done any smart folder creation yet. It may be that you have to link entire projects into a "smart folder" not just a specific task.

You can create a smart folder via the "+" button at the top right of a browser window.

Merged #5035 to this task.

Merged #3865 to this task.

Just to pick up from my separate thread #4727 ... The more I think of it and try out Quire, the more I still think it's critical at times (and certainly one of my favourite features of Asana).

For instance, we have a connect brand and website project, both of which have the same task of establishing the audiences of the organisation. Whilst this may practically sit with the web team initially, it's clearly important to the brand project too.

FYI smart folders are great, but not at all the same use case.

Anyway... keen to get any feedback or suggested workaround!

Thanks again.

Merged #4727 to this task.

Hi @yozza. In terms of limitations, guess I was really thinking of practical limitations e.g. if you have two massive projects, and would like to have distinct sublists for either/both of these, the horizontal view of sublists would become heavy going/harder to quickly navigate. For me, benefit of sublists is a way to break down bigger projects into specific areas of work (within those projects). To have a mix of projects/areas of work from different projects all at the same sublist level in the same master project feels counter-productive?

Thanks @yozza, that's definitely a good workaround. However, it would clearly then limit the potential of using sublists for anything more distinct in each brand/website 'mini' project, not to mention where these are really significant enough to warrant their own standalone project.

There's a problem I've noticed with using Sublists. Moving tasks up and down in a sublist messes up the task hierarchy.

Lets say, I move Subtasks a, b and c from PROJECT A and Subtasks d, e and f from PROJECT B in Sublist X. So Sublist X will have Subtasks a, b, c, d, e and f.

Now, if I move Subtask d on top it will move into PROJECT A. has anyone found a way around this?

20210720_183602.mp4

That's the expected behaviour.

As "subtask a" is a subtask of "project A", moving a task above it, must, by necessity, move that task under "project A."

Sublists are, as the name suggests, a sub list of the main list. They are not a separate list with a separate hierarchy.

What is the outcome you want?

@lilactimes

Ahh, ok yes, you would have the sublists for both "projects" in the same horizontal tab bar. However, this is mitigated by the following: Sublist ordering, visibility, etc. is per user. So someone on the "website" team could choose to only show sublists for the "website" project.

Re the organisation hierarchy of projects v.s. sublists, organisations, etc. I suppose it's just a matter of degree? E.g. there's no clear cut line between what's a "project" and what's an "area of work" ?

There are also "practical limitations" in the number of projects. E.g. too many and the vertical side bar becomes harder to navigate. Same problem, just vertical instead of horizontal! 😅

I suppose your specific requirement here, sharing tasks between two lists, suggests, at the very least, some connection/commonality between these two lists. Combined with the fact that Quire allows you to achieve this with sublists (but not projects), this suggests a reasonable place to draw the line and use sublists?

I don't know your projects or requirements, so sorry if my wild pontificating is off base! Just thinking out loud 😂

If I have 3 large projects and I choose some of their Sub Tasks and Sub Sub Tasks into a Sublist Quarter 1 or into a Sublist assigned to someone else. Then any movement vertically will displace the hierarchical order. If I also have them in other sublists at the same time then it becomes even more of a problem as they can move into any other project. Also, if I have only one subtask from one of the Main Projects in that sublist and it moves from the parent task it belonged to then, there is no way of bringing it back to the Project it belonged to unless I do it from the Main List view. That's a lot of maintenance work.

Yes, but I think I do understand now what you mean by "Sublists are, as the name suggests, a sub list of the main list. They are not a separate list with a separate hierarchy".

@VBora It's hard for me to visualise exactly what you're after, but it sounds like your "quarter 1" use case would be better handled with a filter. E.g.:

• Create a tag "quarter 1" and apply it to the relevant tasks
• Filter so that you only include tasks with the tag "quarter 1"

Alternatively, you could stick with sublists but use the "board view".

This effectively allows you to create a separate list with a separate hierarchy!

@yozza You are right. Tags might be a better solution. At present I'm using Sublists for different sections/areas of the main Area/Project/Category and avoid putting subtasks there 😄.

@yozza All very valid points/ideas, so very welcome! 😎 End of the day, I love the fact we have all these options - and no concrete requirement to use them in a specific way - so it's just a matter of personal preference and seeing what works best.

That said, still feel single tasks/subtasks that can be shown in more than one location is a valuable feature I'd love to see here (as was long one of my most used features in Asana before it became less user friendly and only rewarded paid accounts with new features 😉)

Ps have all but got consensus for my current employer to at least start working with Quire - so fingers crossed it all works well and they can stick with it in the long run (especially as new features arrive 🥰)

@lilactimes Great, thanks 😊 Totally agree 💯, I love the flexibility of Quire. It makes it possible to tune to everyone's personal preferences and style.

Well, as discussed, Quire does have this feature, just not between projects 😜

Hi @VBora, I just noticed #4779 and thought you might be interested.

This feature request seems to be what you were asking about earlier: creating a sublist with a separate hierarchy.

Merged #4872 to this task.

FYI IMO 'cloning' in the original description suggests duplicating a task, so you'd have two tasks which initially are the same but could change independently of one another.