Vimeo & Asana | Product Guide

If you don’t yet have access to the Asana for Vimeo feature - don’t fret. This feature is currently being rolled out and should be available to all Asana users soon.

Video messaging in Asana, powered by Vimeo, is a free feature available to all Asana plans including free users, guests, Premium, Business and Enterprise. Any full member of a workspace or organisation will be able to record within tasks. Guests with limited access can view recorded files but will not have the option to record their own.

For video messaging, recording is supported by Google Chrome and Microsoft Edge. Viewed recordings are supported by Safari, Firefox, iOs, Android and desktop.

Overview

Written text and feedback between teams can at times be misinterpreted and miscommunicated due to nuanced or complex language. This can often result in inefficient workflows, leading to delayed timelines and work about work.

Asana's integration with Vimeo means that you can now record video messages, transcribe videos and embed Vimeo videos stored within Asana projects.

Video messaging in Asana, powered by Vimeo, can now turn images and text into impactful video messages that facilitate work tracking and team collaboration. In addition to the standard written text option, you can now effectively communicate with your team through a task, comment, and message-based video feature. Then, a transcript of the recording is automatically created by Asana, making it readable and searchable.

Whether to record presentations, tutorials, visual feedback or recorded demos, video messaging will help lend clarity and transparency to your tasks and workflow in being able to record yourself, your screen or both. Videos can be recorded within a task description, task comment and message thread to quickly and effectively provide helpful explanations for tasks and their collaborators.

The option to embed Vimeo videos into your Asana projects is an incredibly impactful way to bring both creative briefs and project kick-offs to life.

Features

Video messaging in Asana, powered by Vimeo, is available to all customers and will be automatically enabled by default. Only Enterprise account admins will be able to enable or disable this feature for the entire organization. Admins of all non-Enterprise accounts should contact Asana Outreach for assistance.

Recording a video within a task

record video icon

From here, you can:

  1. Open the task within which you want to record a video
  2. Click into either the description or comment section. Then select the record video icon in the bottom right hand corner of the tab. You will then be directed to a recording configuration offering you three options:

Window Application

Here, you can:

  1. Record the screen of your window or application of choice
  2. Record using only the camera of your given device
  3. Record both your screen and your camera

Once you have chosen your recording option, click on start recording.

By selecting both, you will have to record your entire desktop view in order for the camera view to appear in the corner of your screen.

share screen

Once you have selected start recording, you will be given the option to share before a 3 second countdown commences:

  1. Your entire screen
  2. An application window
  3. A Google Chrome tab

video recording

While the video is recording, the Option to Stop Sharing your Screen will appear at the bottom of the control. Once clicked, the recording will stop and the video will take a few seconds to optimize.

It is not currently possible to record on mobile devices

Adding a video within a task

optimisation view

From the video recording overview, you can:

  1. Add the video title
  2. Download
  3. Delete
  4. Add the video

Adding a recording

Adding the video will automatically save your video in the description or comment section of the task.

adding to task

From the task view, you can:

  1. Play the video
  2. View in Vimeo
  3. Copy link
  4. Download
  5. Send feedback
  6. Remove

Transcribing video recordings

Once you have added your video, Asana will automatically create and upload a transcript of the recording. This might take a few minutes to appear while the video is being processed. Once it has, all transcriptions will be stored within Asana.

view transcription

Once processed, click on the view transcription in lightbox option. The video will appear in full screen with the transcript scroll available on the right hand side.

transcription

Even key phrases recorded by transcript are retrievable by Asana Search.

Connecting to Vimeo

You can record no more than 2 videos before having to create a Vimeo account. Once you try to record a third, you will prompted to create a free Vimeo account which can then be used to record unlimited videos up to two hours in length.

connect to vimeo

email for vimeo

Once your account is set up, you can now record unlimited videos within Asana. Recordings can be accessed through your Asana tasks and also directly through your Vimeo Account.

Managing video recordings

All recorded videos from users within your domain will be stored in your organization's newly created Vimeo account. To manage your organization's videos, see analytics and access advances security features where you can upgrade to a Vimeo Enterprise plan. Submit your details via this form and Vimeo will reach out to get you started.

Unless you specifically share recordings with others in Vimeo, you will be the only person able to see your own recordings.

Disabling video messaging

The Asana Vimeo video messaging feature will be automatically enabled by default.

To disable, please contact Asana Outreach.

disable video

To disable video messaging (available to Enterprise Account admins only):

  1. Navigate to the Admin Console in your Asana Profile
  2. Click on Security
  3. Scroll down to Recorded Video Permissions and toggle on Recorded Video disabled.

For admins of non-Enterprise accounts, please contact Asana Outreach for assistance. This feature can be enabled again at any point by simply following the steps above.

Videos recorded prior to disabling will still be available for viewing by users who have access to them.

Embedding a video in Asana

Embedding Vimeo videos into your Asana projects is an incredibly impactful way to bring both creative briefs and project kick-offs to life with a few simple clicks.

Open the project within which you would like to embed a Vimeo video and click on the overview tab underneath the Project header.

overview

Within Key resources in the centre of the page, click on create project brief. Once opened, click on the edit icon in the upper right hand corner.

edit

Click on any space within the brief will prompt a bar to appear at the bottom of the screen. From here, click on insert and the media.

media

Type in your URL and click on Vimeo. Once you do this, your video of choice will expand in the player below.

url

Data privacy and protection

At Asana, protecting our customers’ data is our highest priority. Within Asana, videos will be visible to users who have access to those particular tasks and messages. Videos recorded into Asana will be stored in a private, user-specific folder in Vimeo that cannot be accessed by any other user besides an account administrator. Videos that you would like to share outside of Asana can only be shared once the Privacy Settings in Vimeo are changed.

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