Stay up to date with Inbox
The more you and your team create, work on, and complete tasks, the more you’ll rely on notifications to keep track of progress. InboxInbox My Inbox displays activity on tasks, projects, or conversations a user follows. Read more is your go-to place in Asana to stay on top of work and check notifications.
How to use Inbox
Click on Inbox in the top bar to see your notifications. When you have new notifications, you’ll see an orange dot next to Inbox, as well as a black dot in your browser tab. Here you can view new notifications, and take action on them right from Inbox. To remove the notification from your inbox, click the X next to it to archive it. Once archived, all notifications stay in the archive, so you don’t need to worry about deleting them to clear up space.
You can navigate back to archived notifications by clicking Archive and move them back into Inbox if necessary.
When your teammates first start out, it might take some time for everyone to adjust to switching between email and Asana and to communicate primarily in Asana. This gets easier over time, especially as you track more work in Asana. Here are some ways to help you transition:
From email to Asana
Start off using Asana email notifications to get updates about new activity from your team in Asana, but then turn these off when you’re in the habit of using Asana Inbox.
Gmail and Outlook users can make email actionable with the Asana for Gmail Add-on or the Asana for Outlook app to quickly turn emails into tasks and comments, while using each tool for what it’s best at.
Forward emails to Asana, so emails become tasks.
- As you add tasks to Asana, invite or loop in your teammates by adding them as task followers instead of forwarding and CC’ing them on emails.
Work from Inbox
Commit to checking your Asana Inbox two to three times a day at first to start getting in the habit of using Asana for team communication.
Keep Asana open in your browser while you’re working and check your Inbox for the latest updates on the work that’s important to you.
Inbox keeps your team up to date with the latest activity on conversations, projects, and tasks. You’ll spend less time sharing updates, tracking down the status of work, and organizing messages and more time doing the real work behind them. Remind your teammates of the benefits:
1. Less time spent on back and forth communication
Inbox notifications generate automatically as you complete and take action on your tasks, so you don’t have to check in as often to make sure teammates “got that attachment” or to ask if they’ve finished work you’re waiting on.
For example, when you complete a task, a notification is generated for any task followers. Followers can like the completion to show that they saw that it’s done. No extra messages necessary.
2. Updates stay with tasks
When you click on a task from Inbox, you’ll see the task description, comments, attachments, and due date.
Having everything in one place means you don’t have to track them down or re-organize them in Inbox—work is already organized into projects, tasks, and conversations.
3. You’re in control of the messages you receive
You can always follow or unfollow tasks and conversations to receive or stop receiving Inbox notifications.
Your team won’t get notified when you follow and unfollow the conversation.
If you start to follow a task or conversation that’s already in progress, you don’t need to piece together separate emails or documents to make sense of the work.
4. You can take action right from Inbox
When new tasks are added to projects you belong to, you can like or complete the tasks right from the Inbox notification.
Conversations that mention tasks also show a task preview, from which you can take direct action.
You can turn on the “Reminder Tasks from Inbox” hack to create a follow-up task from any Inbox notification.
Learn more: Following along with work
It can hard to find a balance between TMI and getting left in the dark with work notifications. With Asana, you can manage what work you follow, so you know where the work that matters to you most stands. Follow along with this How to Asana.
Inbox is a critical part of tracking your work in Asana, and once you get used to checking notifications here, you’ll be even more tuned in to what your team is doing, and how that affects your workflow for the day.