Instagantt & Asana

Instagantt is a web app that creates Gantt charts to help you visually plan projects and schedule tasks with your team. You can create start dates, set a progress percentage, and link tasks.

Setup

  • Create an account at Instagantt  
  • Sign up with your email address or through Asana using Asana Connect
  • Select which of your My Tasks lists and projects in any of your Workspaces or Organizations you’d like to sync with Instagantt

You can create a group of up to 10 projects from different Workspaces and Organizations. Within a group, you can order tasks by project and by section within those projects.

Remove projects from Instagantt

You can remove any synced projects from Asana if you no longer want them to appear in Instagantt.

To unsync a project or My Tasks:

  • Click the plus sign at the top of the sidebar to reveal the connect projects window
  • Locate the project you wish to unsync and click the red Disconnect button

Get Started

The projects you’ve synced will be sorted by Workspace and Organization in Instagantt’s sidebar. They will be in the same order as they are in Asana. You can reorder them in Instagantt, but this won’t change the order in Asana.

View Projects

To view a project in Instagantt, start by selecting one of your projects from the sidebar in Instagantt. You will then see your project in Instagantt’s main pane.

Project colors you’ve set in Asana will reflect in Instagantt

Due Dates and Colors

Tasks will displaying in Instagantt in 3 colors:

  • Green - tasks that have been completed on time
  • Blue - tasks on track to be completed on time
  • Red - overdue tasks that are incomplete

If tasks don’t have a due date they won’t show up in the chart, but you can easily add them by clicking wherever you’d like their bar to begin.

Mark tasks complete from Instagantt

You can mark tasks complete directly from Instagantt and they will be marked complete in your project in Asana.

To mark a task complete:

  • From Instagantt, check any desired tasks complete
  • Click on the checkbox icon at the top
  • Select Mark as completed

The tasks that you checked will be marked as complete in your project in Asana.

Create Tasks from Instagantt

You can create tasks directly from Instagantt and they will appear in your project in Asana.

To create a task in Instagantt, click the + sign at the top of the screen. Instagantt’s app will allow you to set the task name and assignee.

Once you click Save, the task will appear in both Instagantt and your project in Asana.

Task Details in Instagantt

You can view and edit a task’s details directly from Instagantt.

To view or edit a task’s details, select a task and it will open up the task’s details. Any details you change in Instagantt will reflect in Asana.

Instagantt allows you to:

  • Open the task in Asana  
  • Change or view the task’s assignee  
  • Change or view the due date  
  • Add or delete tags to the task  
  • Change the task’s progress percentage
  • Add or create subtasks  
  • Edit the task description  

Beyond the Basics

Create Dependencies

You can link tasks together to show one task’s dependency on another.

To create a dependency:

  • Hover over the task
  • Click and hold the circle that appears
  • Drag your mouse to the end of the task it is dependent on

To remove a dependency:

  • Click the task
  • Select Unlink from…

If the task has multiple dependencies, you can either unlink one dependency or all dependencies

Task Start and Due Dates

You can click and drag a task in Instagantt to change the start date and due date of any task. Learn more about start dates in Asana here.

Drag the task to the left to change the start date or drag the task to the right to change the due date.

Filter Tasks

You can filter tasks in Instagantt by Sections, Tags, or assignee.

You can access the filter options from the sidebar, right underneath the project’s name.

Show or Hide Completed Tasks

You can show all tasks or hide completed tasks in Instagantt.

To change what tasks are displayed on your project in Instagantt:

  • Click the gear icon at the top of the project list
  • Select **Show completed tasks since…***
  • Select what tasks you want to display

Export Instagantt Charts

If you want to print or include the Instagantt chart in a presentation, you can export it as an image

To export:

  • Click the photo icon at the top of the page
  • Select Export as image
  • In the next window, select Generate a new image

Resync with Asana

If changes were made in Asana and want them to reflect in Instagantt, click the project’s name in the sidebar to resync the projects.

Still need help? Contact Instagantt by clicking Feedback and Support in the top right corner of Instagantt.

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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.