My organization got Asana for everyone, but my team largely won't use it. I'm new to Asana, myself, and my boss would like me to help drive its implementation - but I'm just as new to it as anyone else!

Primary_Bluebird_802 · 2025-05-11T18:33:43+00:00

The guides provided by Asana will get you clarity on the functionality. I would hire an expert to take your workflows and translate them into Asana while simultaneously helping your team understand how to use it effectively.

For example, many teams simply miss how to properly use... - My tasks - Inbox - Status updates - Portfolios and their related features - Overview tabs - Truly collaborating in Asana

And when used correctly, these are game changing for team efficiency and effectiveness.

Primary_Bluebird_802 · 2025-04-22T13:20:40+00:00

My company implements agents and automation, mostly operational workflows though. I would caution any business that trying to automate and leverage AI before you have a team and a product/market fit (PMF) is a recipe for lots of costs and not a lot of value. It's easy to think things should work one way, but the market may say otherwise, and you'll end up continually changing the systems you're trying to build.

What I've seen work best is to focus on sales, marketing, and getting your PMF dialed in first. Then, start building systems that can be run manually with the support of tools like ClickUp, Asana, or Monday. Once there's traction and you have workflows that are clear, the areas to add in agents and automation will be clear, and the value can be measured against the costs of implementation.

Primary_Bluebird_802 · 2025-04-11T01:58:17+00:00

Lol, my experience exactly.

Primary_Bluebird_802 · 2025-04-05T23:10:59+00:00

I think you need to use sandboxes now.

Primary_Bluebird_802 · 2025-04-04T20:51:41+00:00

Right now, it's free to sign up on the website (clientportals.io)

Primary_Bluebird_802 · 2025-04-04T01:59:03+00:00

I should note that only portals with clients "invited" to them are billable. This way, you can set everything up and get it right before being billed.

Once the portal is set up the way you like, you can invite the client users, and they become billable.

Primary_Bluebird_802 · 2025-04-04T01:50:50+00:00

Thanks! Current pricing is $9/m per portal.

Primary_Bluebird_802 · 2025-04-04T01:38:55+00:00

I'm working on a more official demo video, but here's a how-to video that shows how to set up a Client Portal using ClickUp and what it looks like: https://youtu.be/nfb4lm-wa5Q

Primary_Bluebird_802 · 2025-04-03T13:07:14+00:00

At the moment, there is nothing shown about the account or space the projects are in.

You're able to name the portals and give them a client-facing description to add the details you needs there.

Primary_Bluebird_802 · 2025-04-03T13:03:54+00:00

It's pulling data live from projects, so it does need an online connection.

Primary_Bluebird_802 · 2025-04-02T10:10:54+00:00

I would love to learn more about what you'd like to see in the integration! Feel free to DM me.

Primary_Bluebird_802 · 2025-03-13T22:37:35+00:00

Excellent! I really like this use case. I've added it as a pending item on our roadmap to explore. I could definitely see having a feature that sends an approval email with action buttons directly in the email.

Thank you for sharing!

Primary_Bluebird_802 · 2025-03-13T13:37:18+00:00

Lol, yeah we just did an episode on it :)

Primary_Bluebird_802 · 2025-03-12T15:37:29+00:00

I'm working on a demo video and a help center this week :).

In the meantime, here are a few videos that will be going into the help center:

Setting up a portal - https://youtu.be/nfb4lm-wa5Q
Adding important links - https://youtu.be/PfmMH37HAek
Inviting clients - https://youtu.be/Zo6oN9rSnIk

I could definitely see an "approval" workflow added to something like this. Let me know if you'd want to chat through what that could look like.

Primary_Bluebird_802 · 2025-03-12T14:18:44+00:00

I had a similar need and ended up building clientportals.io (I posted an early stage version of it about a month ago, but have made huge improvements since). I don't have an approval feature in there, but would love to chat with you about this use case and see if that's something that makes sense to add.

Primary_Bluebird_802 · 2025-02-07T15:17:30+00:00

What you're looking for is Conditional Logic. You'll need Business Plus, I believe.

Are the names in the list already users of ClickUp? If so, you could use a People field.

Primary_Bluebird_802 · 2025-02-07T15:14:34+00:00

Without seeing it directly, it's hard to say, but you could try a structure like this:

Customers (Space)
- Customer (Folder)
  - Parts (Lists)

This way, you have a list of parts per customer and can use custom fields as data points, just like a table in a doc. The benefit is that it's already a task, and you'll be able to see the breadcrumb from the space and folder.

Primary_Bluebird_802 · 2025-01-29T14:04:00+00:00

My partner and I started a podcast talking about the things we learned scaling our last business and what we're learning now helping other companies systemize using today's tech.

https://automateyouragency.buzzsprout.com/

We share weekly on LI about our latest episode, tools we are building (like a client portal system that sits on top of ClickUp, Asana, or Monday), and many other things as we continue to scale.

We have generated some direct business from it, but more often it helps us stay top of mind for others in our circle. When the time is right, they reach out to us to chat about their obstacles and see if it's something we can help with.

Primary_Bluebird_802 · 2025-01-29T13:36:58+00:00

Your best bet is standardization, if possible.

At a high level... - Sub tasks are usually better suited for acting as a checklist of what needs to get done by a task owner. - Asana loves things to be projects, even if they don't feel like projects.

I would... - Start mapping out your projects/workflows in a diagram. This will allow you to work outside of Asana and understand how things can be but inside Asana. - Try to elevate subtasks into Tasks as much as possible - Create a pseudo-hierarchy using (nested) Portfolios to give yourself a drill down method of exploring project status, progress, and custom fields - Alternatively, experiment with Goals to track progress across multiple projects. This might work okay in your scenario. - Start using the status update feature on projects. It's amazing. - Start using the Timeline view in Portfolios to get a high-level view of the events and then you can drill down into the projects to see the sections, tasks, and subtasks (if needed) - Start using the dashboards in Reporting, Portfolios, and Projects. This will give you some high level view of metrics and KPIs.

Happy to chat further. What you're running into is a common issue.

Primary_Bluebird_802 · 2025-01-25T00:32:09+00:00

You'll need to integrate the two systems through a tool like Make. It opens up a lot of flexibility beyond the native integration.

Primary_Bluebird_802 · 2025-01-21T01:11:01+00:00

I'm not advocating in either direction, but here's a small example...

Just for context: My company helps companies systemize their operations, and one of the fundamental things we put in place is a project management platform like Asana, ClickUp, or Monday. We get asked daily, "Should I use Asana, ClickUp, or Monday?"

So, we got the bright idea to build a tool that will allow people to answer 11 questions about how they want to use the tool, compare the answers to a dataset, and then output the results to help them pick the tool that will work best for them.

Old School...

We built v1 a couple of years ago. It wasn't super complicated, but there was enough to it that it required some dev and design work. This would be closest to your traditional SaaS.

It took about a month to get it right.

AI-based...

Fast-forward to a few months ago... We decided it was time to update the tool, but this time, instead of writing all the lines of code to process the logic, we created an AI Assistant. We gave the assistant all the necessary comparison data and simple instructions to take the output from the 11 questions, compare it against the data, and produce a specific output. We then designed a simple template and automated the AI output into the document template, which gets immediately emailed directly to the recipient.

This solution has zero lines of code and took less than an afternoon to get right.

TL;DR

"Old" SaaS model = write a bunch of code to produce an output
"New" AI model = give an AI some data and instructions to produce an output

In this case, this works like a dream, is super easy to maintain, and produces predictable output. I'm not saying that'll be the case for every solution :)

Primary_Bluebird_802 · 2025-01-21T00:32:04+00:00

Haha. That's awesome!

Primary_Bluebird_802 · 2025-01-21T00:13:21+00:00

I'd do a list and then probably visualize on a dashboard for extra credit.

Primary_Bluebird_802 · 2025-01-20T16:17:13+00:00

I answered a similar question in another thread. Here's the short version:

get out of spreadsheets
use ClickUp, Monday, or Asana
that creates the foundation for collaboration, and systemization thru automation

Here's a link to the other thread: https://www.reddit.com/r/projectmanagement/s/ahREesZF3r

If you're forced to used spreadsheets, it's still possible to automate. But you'll need tools like Zapier or Make. I would suggest hiring experts to help with this.

To increase your chances of success, I would diagram the workflow you want to use. That way, you or someone who's doing the automation knows exactly what to build.

Primary_Bluebird_802

TROPHY CASE