# AI Project Manager: Smart Subtasks & Scheduling for Asana: n8n workflow

> Started by an event in a connected app, and works across Asana. It hands the judgement calls to Gemini.

Source: https://millionrounds.com/workflow/ai-project-manager-smart-subtasks-and-scheduling-for-asana (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Scheduling](https://millionrounds.com/workflows?category=Scheduling#library)

# AI Project Manager: Smart Subtasks & Scheduling for Asana

Started by an event in a connected app, and works across Asana. It hands the judgement calls to Gemini. 9 steps, 1 branch, 1 loop or waits: a working afternoon to understand properly.

Medium Calls a model: Gemini

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-project-manager-smart-subtasks-and-scheduling-for-asana)

**9 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**1** Loop or waits

**1** Service it connects to

## The flow

Starts it 1 Model 1 Logic 5 Service 2

The steps in the order they run, from what starts it.

- 1 **Edit Fields** Set *Logic*
- 2 **Asana Trigger** Asana trigger *Starts it*
- 3 **Validate Input** Code *Logic*
- 4 **Is Valid?** Switch *Logic*
- 5 **Gemini: Plan** Google Gemini *Model*
- 6 **Calc & Tag** Code *Logic*
- 7 **Loop Subtasks** Split In Batches *Logic*
- 8 **Create Subtask** Asana *Service*
- 9 **Notify Slack** Slackweb *Service*

## How it's built

- **Starts on:** An event in a connected app
- **Steps:** 9, with 1 branch, 1 loop or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Asana
- **Model:** Gemini

## Questions

What does it need to run?

An n8n account, plus your own Asana account, and a key for Gemini. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an event in a connected app.

Does it use AI?

Yes. It calls Gemini. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 9 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 9 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-project-manager-smart-subtasks-and-scheduling-for-asana)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Asana](https://millionrounds.com/workflows?service=Asana#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

- [**Auto-follow-up for canceled Calendly meetings with OpenAI** 7 steps · calls a model · Asana, Gmail](https://millionrounds.com/workflow/auto-follow-up-for-canceled-calendly-meetings-with-openai)
- [**Meeting notes into Asana tasks & Slack summaries with OpenAI** 7 steps · calls a model · Asana, Slack](https://millionrounds.com/workflow/meeting-notes-into-asana-tasks-and-slack-summaries-with-open)
- [**Reschedule overdue Asana tasks and clean up completed tasks** 7 steps · Asana](https://millionrounds.com/workflow/reschedule-overdue-asana-tasks-and-clean-up-completed-tasks)
- [**Sync Asana task due dates with Google Calendar** 11 steps · Asana, Google Calendar](https://millionrounds.com/workflow/sync-asana-task-due-dates-with-google-calendar)
- [**Create departure handover checklists with Google Calendar** 17 steps · Asana, Google Calendar](https://millionrounds.com/workflow/create-departure-handover-checklists-with-google-calendar)