Giving feedback and approvals

Refining your feedback and approvals process is a great way to help your team move faster and let them know if they’re on the right track or not. Follow along for examples of where to add approvals into your work and tips on how to do it.

Examples of how you can use the feedback or approval process

Here are just some of the many ways your team can start giving feedback and approvals in Asana with our proofing, approval task and custom fields features:

Team Example
All Use forms to submit requests or project proposals, and turn that task into an approval task before work gets started
General Add a task progress custom field to any project to see where each task stands and sort your project by that custom field
Design Leave feedback on images with proofing comments.
Marketing Assign approval tasks to the director of marketing to finalize campaigns and assets.
Operations Approve vendor budgets or proposals with approval tasks

GIF showing how to leave feedback on images and PDFs with proofing

Tips for creating a great approval task

GIF showing how to create an approval task in Asana

Make sure your work gets approved on time by creating great approval tasks. Here’s how:

  1. Make sure you create an approval task (versus a regular task). Look for the stamp icon.
  2. Attach any file that needs to be approved so the approver can jump right in.
  3. Assign the task to the approver with a due date.

Tips for being an effective approver

No one wants to be the blocker. Try out these tips for fast, smooth approvals and feedback:

  1. Leave feedback on images and PDFs with proofing comments. Your feedback stays in context and an actionable subtask is created to ensure it gets incorporated by the creator.
  2. Use task comments to explain why you said yes, no, or changes needed.
  3. If something isn’t approved or needs changes, reassign the task to the person responsible for making a change. (Premium customers can set up a rule to do this for them!)

Preventing bottlenecks

Approvals can unlock or block projects. Whether you’re a project manager, contributor, or approver, here are ways you can prevent bottlenecks:

  1. Create task dependencies so work happens in the right order without all the extra pinging. If you need to finish the design before it gets approved, dependencies help get the approver’s attention at the right time.
  2. For anyone managing several approvals, create an advanced search report for approvals assigned to me to make sure you’re staying on top of them.

Resources for approvals and reporting

More of a visual learner? Want to see how our customers monitor approvals and report on work? Check out these resources:

Resources Link
On-demand course Register for Asana Academy
Connect with Community Attend an upcoming training or start a thread on our community forum

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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 Recently Assigned.

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 Tab+N in any task row to create a new 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.