Subcontractor Insurance Monitor for Asana

How to import the template

Download the template
  1. Download the template below.  
  2. The file will be a CSV file. Be sure to save the download to a file on your computer as a “CSV” file. 
  3. This has to be done because, currently, Asana only accepts CSV imports.
Import into your Asana platform
  1. In Asana, add a PROJECT to the selected TEAM by clicking on the “+” next to the TEAM name. 
  2. Select “Import Spreadsheet”, name the PROJECT (“Subcontractor Insurance Monitor”), select the team ( I would add this to the Production or Templates team), “select the file to import” by browsing to the downloaded CSV file, and then IMPORT.
  3. When the import is completed, access the project “Subcontractor Insurance Monitor” in Asana.
Add Project Description
  1. Copy the “Copy this section to add to Project Description” section, below.
  2. Select the down arrow next to the project title, and paste the text to the description window.
Copy this section to add to Project Description
  1. This Asana Project is for the purpose of tracking subcontractor insurance expiration dates and notifying the appropriate person in our company about such dates. 
  2. Every subcontractor MUST provide valid Certificates of Insurance proving their General Liability and Worker’s Compensation insurance coverages are current and in force.
  3. Store a hard copy of the Certificate of Insurance in Subcontractor’s paper file.
  4. Set Assignee and Date to contact the Subcontractor at least four weeks prior to the expiration date to remind of renewal.
  5. Contact can be by mail, phone, fax or e-mail, but must be documented and logged here in Asana.
  6. When a new Certificate is received, mark task as completed and create new task showing next expiration date, Assignee, and contact date.
  7. To add a new contact, copy Sample-Duplicate Me and rename with new Subcontractor name. Complete insurance coverage and expiration date information. Add Assignee and contact date.
  8. Place the new Subcontractor, in alphabetical order, to the subcontractor list.
  9. Do not delete any Subcontractor information.
  10. When renewing the insurance information at the end of the policy coverage, mark the policy information complete and create a new sub-task with the new information.  This will save the old information in the event you will need it in the future.
  11. If you do not intend to use the Subcontractor again, mark the task completed. The Subcontractor information will be archived, but can be recalled if necessary by changing the View to “Completed Tasks” or “All Tasks”.
Clean up the Sample-Duplicate Me Account
  1. Highlight the first “[*]” in the Description and hit [Enter].  This will create a line break.
  2. Highlight each subtask which begins with “[Tab N]” and Press [Ctrl][x]; Press [Tab][n];Press [Ctrl][v].  This will create a section in the sub-task listing.
  3. Remove empty tasks by clicking on the line you wish to remove and Press [backspace].
Create a Subcontractor File
  1. Duplicate the Sample-Duplicate Me file (“…” in sub-task pane>Duplicate task).
  2. Rename to business name of subcontractor.
  3. Check what you would like to include, then “Create New Task”.
  4. Move into alphabetical order.
  5. Enter subcontractor information.
  6. Follow the instructions in the task description to track insurance coverages.

Using the template