Account tracking

Reliable account management is important for sales and customer success teams. With Asana, you can easily track your prospects and customers, see their account status, and know who is responsible for each account.

Set up your account tracking project

  1. Create a new project. Name it, “Account tracking.” Add the project to your sales or customer success team.
  2. Create custom fields based on the pipeline or client stages. For sales this could be by funnel stage. For customer success, this could be by team size, or lifecycle stage. Create custom fields by clicking the project actions drop-down menu and selecting Manage Custom Fields. Once you’ve created your custom fields, change the view to sort by custom field.
    • Make sure to also add a field for unresponsive leads or closed accounts so you can still track them but know they’re inactive.
  3. Create a template task for teammates to copy and name it, “TEMPLATE, COPY ME - New account.” For every customer, create a task. You might not mark these tasks complete as the relationship continues. This is fine and not all tasks in Asana needs to get checked off right away.
    • You can also create subtasks on the template task to track standard activities that you do for every account.
  4. Once the account has an owner, assign the task to that person so everybody knows who is responsible for the relationship.
    • If the account owner changes, reassign it to the new owner.
  5. Use task descriptions, task comments, and attachments to add in notes and relevant files about the account throughout its lifecycle. Anyone can know the account status and read more information.
  6. Once created, save your project as a template by clicking the project header dropdown and selecting Save as a Template. To easily copy the template for each new account, just go to create a new project, and access it in the Templates tab.

Sales and customer success teams can use Asana for account tracking

Do more with account tracking

Integrate Salesforce with Asana

Use one of our Salesforce partner integrations to sync data and processes between Asana and Salesforce to accelerate the sales lifecycle. Sales and non-sales teams will be able to have a single source of truth and work in the tool that goes with their workflow.

Customize the List View

You can customize your view in a project to sort your account tracking tasks. For example, you might want to sort them alphabetically, by assignee, by custom field, or by complete/incomplete tasks. That way you can quickly see the accounts by name, owner, if it is an open or closed deal, etc.

Customize view highlighted in dropdown

Do more with custom fields

If you need more ways to filter or organize accounts, create more custom fields on your account tracking project. Some additional fields could be:

  • Account size
  • Account health
  • Geographical location
  • Industry

Advanced Search Reports

If you need to customize the way you see accounts, use Advanced Search. For example, set the search criteria to see deals won by a specific sales member, upgrade opportunities created this quarter, accounts owned by one team member, by custom field, and more. You can save your reports to your sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more to access them anytime.

Set up a webform

Get lead information into Asana by creating a Wufoo or Google Form for prospects or customers to fill out. Once submitted, the information from each field in the webform will map to an Asana task automatically so you have the information you need. You can even set fields in the webform to correspond to custom fields in Asana.

Forwarding emails into Asana

If you use email to talk to your customers, forward those emails to Asana. They will become tasks in your account tracking project. Once in the project, drag and drop tasks into their respective account task, and they will become subtasks. This way you can track relevant correspondence in Asana instead of your email inbox.

Gmail users can use the Asana for Gmail Add-on to quickly turn action items and conversations into Asana tasks and comments without even leaving their inbox.

If you want to remember to follow up on an email, turn on the Follow-up Tasks from Right Pane hack in My Profile Settings. Then you can set a follow-up task by clicking the task actions button at the top of the right pane and selecting Create Follow-up Task.

Using Asana for account tracking is an effective way to manage account information alongside the work you need to do on each account. You and your team will have a clear idea of the account’s history, and can plan opportunities for the future.

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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.