Pipelines

When tasks go through a specific process or move through multiple stages, you can create a pipeline project and share it with your team. You can create a pipeline for any workflow or process, like editorial calendars, referral tracking pipelines, and account tracking.

Here are features to help you get pipeline workflows into Asana:

Custom fields

Use custom fields in your pipeline project to add more data to each task, in a way that works best for your team. Field names and values are customizable, and you can create drop-down, number, or text fields to capture specific information about work. For a pipeline project, custom fields let you track stage, task priority, status, task type, and more. You can use the same fields across different projects and run Advanced Searches to make comparisons between tasks and save Advanced Search Reports to your sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more .

Add custom fields to your pipeline project by clicking the project actions drop-down menu and selecting Manage Custom Fields. From here you can create and manage your custom fields for stage, or whatever other data you need to track.

How to create custom fields in Asana How to manage custom fields in Asana

Sections

Sectionssection Sections let teams organize your task lists. Divide projects or My Tasks list based on category, workflow stage, or priority. Read more can help you organize your tasks. You can use sections to separate your project into well-defined groups, e.g., category, project stage, or timeframe. If you need to track information on the task level however, we recommend using custom fields.

Create a section by clicking the Add Section button at the top of the list viewlist view Displays your tasks in a list. List view is the default view for My Tasks, projects, and search views. Read more , or by typing a colon to the end of any task name.

When you need to move a task between sections, just drag and drop a single task (or use multi-select to move several tasks at once).

Sorting and views

To see how many pipeline tasks are assigned to a certain teammate, try the Tasks by Assignee Recommended View. To see your pipeline on a calendar, make sure every task has a due date, and select Calendar View. You can also sort by custom field to see your work sorted by stage or phase.

An editorial calendar pipeline built out on Asana

Communicating progress

Navigate to Progress ViewProgress View Progress View helps you track task completion in a project over time and get status updates from Project Owners. Read more in a project to give a status update. You can indicate how work has progressed through the pipeline, and if things are going according to schedule. If you have several pipeline projects, you can add them to your Dashboard to have a quick view across all of them to see what’s going well, and what might projects need more attention.

To update the team on the status of a specific task in the pipeline, use comments. This is especially useful if a task has been in the same stage and section for a while—comment to let people know if you are waiting on a deliverable, or something is taking longer than expected.

Moving work forward

Commenting is also helpful when you move a task to the next stage (either by updating the stage field or by moving the task to another section.) Let the the team know the details of a deal, the estimated delivery date, or expected start date. You can also reference other related tasks by @mentioning, or indicate which tasks might be blocking the current task by using dependencies.

Examples

Here are some example pipelines you can use in Asana. Your team can create and customize these to work for you.

For even more inspiration, see all of our examples.

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in New Tasks.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type : at the end of any task title to make it a section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop receiving updates about them.

In the end, you have control over the updates you receive (or choose not to receive)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.