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Hand over a person's open Asana tasks in one pass
For managers covering leave or a role change who want their AI assistant to move open Asana tasks to a new owner and change nothing else.
On this page
Connector
Connect Asana, pick your AI tool and paste the prompt.
The problem
Handovers that drop tasks or change too much
When someone goes on leave or changes role, their open Asana tasks need a new owner. Reassigning one at a time is slow, and bulk changes risk moving the wrong tasks or changing more than the assignee.
Without PopdockAI
- Filter the person's open tasks
- Reassign them one at a time
- Add handover notes by hand
- Drop a task or edit the wrong field
With PopdockAI
- Every open task listed with due date and overdue flag
- You confirm the list or leave tasks out
- Only the assignee changed, with an optional handover comment
- A result per task, stopping after three failures
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Reassign the open Asana tasks held by `{from-person}` to `{to-person}`, limited to the project `{project-name}` if one is given, after the user confirms exactly which tasks move.
**Step 1: Resolve both people**
Call `asana-get-user` for `{from-person}` and again for `{to-person}`, using `name`, then `name.contains`, or `email` if the input looks like an email address. If either matches no one or more than one user, list what you found and stop. Record both `user-id` values. If they are the same user, say so and stop.
**Step 2: Find the tasks**
Call `asana-get-tasks` with `assignee-id` set to the from-person's user id and `completed` set to false. If `{project-name}` is given, add `projects` set to it.
**Step 3: Confirm**
Show a numbered list: task name, projects, due date, and whether it is overdue. State the total. Ask the user to confirm the whole list, or to name the numbers to leave out. Do not proceed without an explicit yes.
**Step 4: Reassign, only after confirmation**
For each confirmed task, call `asana-update-task` with `task-id` and `assignee-id` set to the to-person's user id. Pass no other field, so nothing else about the task changes. If the user asked for a handover note, then for each task also call `asana-create-comment` with `task-id` and a short plain-text note naming who it was handed over from.
**Step 5: Report**
A table: task, result (reassigned or failed), and the error for any failure. Finish with the counts.
**Rules & Guidelines:**
* The only write tools allowed are `asana-update-task` (assignee only) and, when the user asked for a note, `asana-create-comment`. Do not call `asana-update-project`, `asana-move-task-to-section`, `asana-duplicate-task` or any other write tool.
* Never change a task's name, notes, dates or completion in this prompt.
* If more than 50 tasks match, confirm in batches of 50.
* Stop at the first run of three consecutive failures and report, rather than retrying blindly.
**Validation:**
* If no open tasks match, say so and stop.
* If the user withdraws confirmation part way, stop and report what was already changed.Who it's for
One answer, three teams that use it
Project managers
Cover for someone on leave
Move their open tasks to a colleague in one confirmed pass.
Priya Shah is out next week. Move her open tasks in the Fabrikam project to Dana Whitfield.
Team leads
Rebalance work after a role change
Leave out the tasks that should stay and move the rest.
Move Tom Reyes's open Asana tasks to Sam Patel, but let me leave some out.
Operations managers
Hand over with context
A handover comment can be added so the new owner knows why.
Reassign all of Lena Okafor's open Asana tasks to Priya Shah and add a handover comment.
How it works
What PopdockAI does when you ask
You name who the tasks move from and to, and your AI assistant lists them for you to approve. Nothing moves until you confirm.
01
Ask
You name who the tasks move from and to, and optionally a project.
02
List
It shows every open task they hold, with due dates and overdue flags.
03
Confirm
You approve the list or leave some tasks out.
04
Reassign
It changes only the assignee, adds a handover note if asked, and reports each result.
What PopdockAI provides
The tools behind the answer
Ready made tools for Asana and one secure connection to your AI tool. No code, no exports.
asana-get-user
asana-get-tasks
asana-update-task
asana-create-comment
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Handovers in one pass, nothing dropped
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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