Work requests

Requests for work can clutter an inbox quickly, especially if you’re in a role that supports many other teams, individuals, or customers. Teams like design, copywriting, IT and facilities can streamline their requests process by tracking the work requests in an Asana project, where you can easily organize requests by priority level, assign the work, and track progress.

Follow along with the article to build your own work request project, and take a look at other resources directly below.

Resources for creating a work request project Link
A short video Watch How to Asana
Asana-created template Use template
An online course Register for Asana Academy

How to create a work request project

  1. Create a project and name it “[TEAM NAME] work requests.” Make sure it is a public project on a public team so it can be accessed by anyone that needs to make a request.
  2. Share it with the appropriate people by adding them as project membersproject member Someone that has access to and receives notifications about a project. Read more .
    • If the project is for internal requests, be sure to include anyone who frequently makes requests and anyone who would be responsible for addressing those requests.
    • If the project is for external orders or requests, you can invite guests to the project or you can use Asana integrations (like a Wufoo or Google webform) to have the orders go right from your website or email to Asana, with no extra work for the person placing the order or request.
  3. To ensure that every request gets prioritized and assigned, designate a Project OwnerProject Owner Every project can have one Project Owner. They are able to set status updates for the project. Read more . This role can also rotate amongst the team.
  4. Create a template task to duplicate to make sure you’re capturing all the necessary information from the person placing the request. Keep it at the top of the project list for easy access and make sure it’s clear that requestors should duplicate the template task for each new request.
  5. Add custom fields to the project so you can track even more information, and have teammates fill them out before submitting the request. You could have fields for the estimated hours, or categorize the task by type. For example, a design team could categorize tasks by type of asset (illustration, photo, GIF, video).
  6. The Project Owner should add start and due dates to requests and then go to Calendar View at the top of the project to see the tasks on a calendar to make sure things are getting done on schedule.

Track work requests easily in Asana

Tips for managing your work request project

Now that you’ve created your work request project, here’s how to manage it over time and power up with integrations, Premium features, and more.

Use Calendar View

Use Calendar View to visualize your product roadmap. You can also drag and drop tasks in the calendar to change their due date in case product launch dates change. Use calendar filtering to sort by your editorial calendar’s custom fields to quickly spot top priorities, content types in the works, approval statuses, and more. Just click the filter icon at the top right of the project’s calendar.

Integrations

For more detailed setup instructions, check out each integration on our apps page.

Create Webforms to capture requests across the company

You can create a custom webform with Wufoo or Google Forms to capture all the information you need for a new work request. Once filled out, the form’s fields will automatically sync to a task in your request project in Asana—you can even map fields on the webform to your custom fields in the project. That way, requesters know what details are needed to get the request in motion, and no time is wasted going back and forth to clarify the request.

Use the Slack integration to keep track of new requests

Work requests can come from any direction, and they’re easy to lose track of. But fear not—with the Asana for Slack integration, you can make conversations actionable by turning messages into Asana tasks. You can also get Slack notifications any time a new task gets added to the work request project to action or prioritize them. That way, nothing slips through the cracks, and you can move quickly on requests without switching tools.

Asana for Slack integration helps you move work forward faster no matter where your team is working

Forward requests received via email to Asana

If you receive requests by email, and you don’t want to add these people to Asana (or if you’re trying to help your team make the transition to Asana from email), use the Asana for Gmail Add-on or Asana for Outlook app to easily turn emails into tasks and comments.

If you use a different email client, you can forward emails to Asana at x@mail.asana.com to turn them into tasks. You can also forward emails to specific projects.

Connect your requests project to other tools with Zapier

Connect your requests project in Asana with the other tools your team may use to collect orders and requests, like Evernote, Jira, and Google Sheets, without writing a single line of code. Asana can help you automate many of your processes and workflows with projects and integrations. Learn more about setting up the Zapier integration.

Follow along with How to Asana

Watch How to Asana while setting up your work requests project.

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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.

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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.

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

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

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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.