What is the difference between Modified Date and Completed Date?
Asana's API is set up to allow us to bring in data only based on two date choices: Modified Date and Completed Date.
When you use Completed Date, it returns only the tasks that have been completed within your time frame (past 7 days, 30 days back, month to date, etc.).
When you use Modified Date, it only includes tasks that someone on your team has modified in the time frame you choose (past 7 days, month to date, year to date, etc.). Modified Date does not return any tasks that are currently open, only completed tasks.
Many APIs are set up this way in order to streamline the data to the most relevant and applicable to the customer.
NOTE: On the report "Tasks by User" when you choose Completed Date, there is a checkbox available labeled Incomplete Tasks. If you check this box, your data will only show you the open tasks but not completed ones. This checkbox is only available on this report.
Whenever possible, use Modified Date instead of Completed Date. This will help you narrow down the data you pull in, allowing you to better create plans and push the progress of your team.
When grouping tasks by project name, I get duplicate projects in my list. Why is that?
In Asana you can assign one task to multiple projects. When we pull in Asana data, we’re pulling individual tasks. If a task is assigned to multiple projects, then the Project column will include a comma separated list of all the projects that task is associated with. This makes grouping difficult.
If your Asana business practice requires this, talk to your assigned Customer Success team to discuss options and workarounds. Best practice is to keep one task associated to one project.
Tags can get so messy. What are your recommended best practices?
Tags can get out of hand unless your organization is conscious of keeping them organized and concise. Asana does a great job of showing the tags team members have used in the past to select from.
Our recommendation is to use custom fields in place of certain types of tags. This will keep your data clean and usable. If you use tags for your business, just make sure to keep them as consistent and organized as possible.
What should I know about custom fields?
We highly recommend you use custom fields! It is a useful place for tracking company milestones and goals, status of task, priority levels etc. You can also use custom fields to track customer information and project management data. Here are a few things to know:
- Try to avoid the text field if you want to analyze the data. Free text entry is useful for notes, but there is no way to take those notes and categorize and group them. The drop down option keeps your data consistent and useable to data transforms.
- Adding custom fields will add a new column to all reports and shift your data. This may throw off any column aggregations you’ve created in Grow.
- You can avoid this by using the column selection tool to only see the columns you want to use in the metric. Any additional columns won’t be included in your data and won’t shift your data.
- You can also use Spreadsheet Functions for key values or try to get all custom fields needed by your business in place in Asana before building out your metrics.
Why does it take so long to load my data?
Data from task and project management platforms are always numerous and can slow down the time to load. When building an Asana metric in Grow, be specific in your data parameters so you only bring in the data you plan to visualize. This will speed up the load time. Some tips include:
- When creating a report of incomplete tasks by assignee, limit that report to show only the 5-10 people on your immediate team.
- Only pull data from one project at a time instead of all projects.
- Use the “incomplete tasks” to only see tasks that actively need attention.
Questions about using Asana? Let us know at firstname.lastname@example.org or chat in on the site.