Email notifications

To stay informed on activity in Asana, you can receive email notifications or use Inbox.

There are three types of email notifications:

  • RemindersReminders Reminder notifications are sent to a task’s assignee as the task approaches or passes its due date. Read more
  • ActivityActivity Updates to a task—including changes to its description, due date or project—are recorded below the description field. Read more
  • DashboardsDashboards Dashboards provide a high-level view of the progress and status of projects you and your team are working on. Read more

Reminders

We will send out reminder emails as your assigned tasks approach and pass their due date.

In order to receive a task reminder notification, all three of the following must be true:

  • The task is incompleteincomplete A task that is not marked complete. It might be on hold, used for reference, or not finished yet. Read more
  • The task is assignedassigned The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more to you
  • The task has a due datedue date The date that a task or subtask is due. Read more

If all three are true, you will receive a task reminder:

  • 7 days before the task’s due date
  • 1 day before the task’s due date
  • On the day of the task’s due date
  • 1 day after the task’s due date (overdue)
  • 7 days after the task’s due date (overdue)

Only the task assignee will receive reminder email notifications; task followers will not receive reminder emails.

Activity

You will receive an email notification for the following activities:

  • A task is assignedassigned The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more to you
  • A task is unassigned from you
  • A task assigned to you has its due datedue date The date that a task or subtask is due. Read more changed
  • You have been @mentioned in a task and added as a follower
  • A task you are following has new attachmentsattachments A file that is attached to a task or conversation. Read more
  • A task you are following has new commentscomments Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more
  • A task you are following is marked completecomplete To mark a task with a checkmark to indicate that it is done. Read more
  • A task you are following is given a heartheart Adding a heart is an easy way to express enthusiasm for a task, offer agreement to a comment, or express gratitude for a task completion. Read more
  • Your comment is hearted
  • Your attachment is hearted
  • Your task completion is hearted
  • A ConversationConversation Conversations are how users communicate in Asana. Start a conversation on any project or team page. Read more is started in a team or a project you’re a member of
  • A comment is posted in a Conversation you’re following
  • A project you are a member of has new tasks
  • There is a new statusstatus A way to update project members on the progress of a project. Status includes a color (red, yellow, green) and short summary. Read more for a project you’re a member of

Activity notifications are only sent out for actions and changes performed by others; you will not receive a notification for actions you perform yourself.

Dashboards

We will send an email once a week that displays the progress chartprogress chart A burnup chart that shows contrasts a project's incomplete and complete tasks over time. Read more and latest statusstatus A way to update project members on the progress of a project. Status includes a color (red, yellow, green) and short summary. Read more of each project currently on your DashboardDashboard Dashboards provide a high-level view of the progress and status of projects you and your team are working on. Read more .

Reply to Notifications

Reply to an email notification to:

  • Mark the task completecomplete To mark a task with a checkmark to indicate that it is done. Read more - reply to the email and type Complete or Done as the first word in your message
  • CommentComment Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more on the task - reply to the email
  • HeartHeart Adding a heart is an easy way to express enthusiasm for a task, offer agreement to a comment, or express gratitude for a task completion. Read more the task - reply to the message and type <3 as the first characters in your message
  • AssignAssign The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more the task to a teammate - reply to the email and add your teammate’s email address in the To: field
  • Add a teammate as a task followerfollower Add followers to any task and they will receive notifications about updates to the task. Read more - reply to the email and add your teammate’s email address in the CC: field

Do not save the reply-to address in your Contacts list. It will change.

Email Notification Settings

To access your Email Notification Settings:

  1. Click your profile photo in the top bar and select Profile SettingsProfile Settings Profile Settings lets users adjust preferences related to their specific account. Read more
  2. Navigate to the To Email tab
  3. Check/uncheck any of the boxes to toggle your email notifications on/off

You can also access your Email Notification Settings from InboxInbox My Inbox displays activity on tasks, projects, or conversations a user follows. Read more :

  1. Click My InboxInbox My Inbox displays activity on tasks, projects, or conversations a user follows. Read more from the top bartop bar The top bar appears at the very top of Asana above the header. Read more
  2. Click the Email Notifications: dropdown arrow
  3. Select Settings

Turn off Notifications

If you do not want email notifications, you can turn them off using the instructions in the section above and use InboxInbox My Inbox displays activity on tasks, projects, or conversations a user follows. Read more exclusively to stay up to date in Asana.

Notifications on deleted Teams & deleted projects cannot be turned off as they contain links that allow you to recover them.

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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 your projects forward with Asana.

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 recieving updates about them.

You ultimately have control over all 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.