Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

Monthly Asana Project Creation: Product Support Project (PS/Dev)

Department Supported: Product Support Team

Description: Create the monthly Product Support Asana project, transfer open tickets, review workflow messaging, and close the previous project

Super Powers Required: No

Developer Support Required: No

Context/Common Situation

Complete this process on the first available business day of each month to prepare the new PS/Dev Asana project for team use and support related internal HubSpot workflow updates.

Instructions:

1. Review and complete the previous month’s tickets in "Ready for Testing"

1. Open the previous month’s PS/Dev Asana project.

2. Go to the “Ready for Testing/Review” section.

3. Validate and mark complete as many tickets as possible: (contact the ticket owner with questions if you aren't sure about the validation) - You can always transfer these to the new project and mark complete later

2. Duplicate the previous month’s project

  1. In Asana, open the previous month’s project.

  2. Click the dropdown arrow next to the project name at the top.

  3. Select Duplicate.

  4. Update the duplication settings:

    1. Project Name: [26 - MM Product Support Project]

    2. Project Details: No Change

    3. Project Tabs: No Change

    4. Task Details: Uncheck “All Tasks”

  5. Click Duplicate Project.

  6. Click to open the new project.

 

3. Review MS Teams Rules/Workflows and triggers

  1. In the new project, select the Customize tab at the top.

  2. Select "Rules"

  3. Review each rule by clicking into its details.

    1. "Urgent Task added to the Project - > Send the team a message"

    2. "Task moved to Ready for Testing/Review -> Assign Task Creator"

    3. "Assigned Developer is set -> Move to In Progress Dev and Notify"

  4. Review the Direct Message for each action:

    1. Chat: Product Support DevMessage

    2. Text: Should match what you are trying to convey (refer to previous Teams messages for examples). 

       

4. Transfer outstanding tickets into the new project

For each outstanding ticket in the previous month’s project:

NOTE: Some tasks exist in multiple projects. DO NOT delete the task from these other projects. Only make transfers between Product Support Projects. 

  1. Click the task to open Details.

  2. Click the plus sign next to Projects and select the new project name from the dropdown.

  3. Next to the new project name, click the dropdown arrow and select the correct tab (for example: New Request, Ready for Dev, etc.).

  4. Remove the task from the old project by hovering over the old project name and clicking the X.

5. Mark the previous month’s project as complete

  1. Open the previous month’s project.

  2. At the top, select Set Status.

  3. In the dropdown, select Complete.

  4. On the next pop-up screen, select Post.



6.  Teams notification: Alert the team when the new project is complete so the internal HubSpot workflows can be updated by HubSpot Admins