Common questions

Should I use a Workspace or an Organization?

From your Asana account, you can create or join as many Organizations or Workspaces as make sense for you.

Use an Organization for your company’s projects if you have a company email address associated with a unique domain on your account. For example, if you’re using Asana at your work, Acme Co., you would create an acmeco.com Organization. Be sure to add your work email to your Asana account.

Organizations are based on having a dedicated company or business email domain. Anyone who signs up to Asana with your company’s email domain will automatically join your company’s Organization as a member.

Use a Workspace if you are using Asana for personal goals and tasks, or for work if your company does not have a unique email domain.

Use both if you’re working in Asana at your company and you want to use Asana for outside interests, too.

How do I convert my Workspace into an Organization?

If you haven’t already done so, add your company email address to your account.  

With a company email address on your account, you can then convert one of your Workspaces into an Organization.  

If you do not see the option to convert to an Organization, contact our Support Team for help.

Who owns my Workspace or Organization?

Workspaces and Organizations are shared spaces that can be managed by all Members. In the free version of Asana, ownership of a Workspace or Organization is collective and managed by all Members with access.

In a Premium Workspace or Organization, Members still collectively manage all projects and tasks, but billing is managed by the billing owner, and Organization membership is managed by the Organization administrators.  

Can I belong to multiple Organizations from one Asana account?

You can join or create as many Organizations as you have unique email domains associated with your account.

From your Asana account, you can join, create, or leave any number of Workspaces or Organizations. The key is to add all of your email addresses to your Asana account.

Learn how to create a new Organization here.  

How do I start fresh with a personal account instead of a business account?

In Asana, an account is just an account. Your account belongs to you. When you sign up for Asana, you create an individual account for yourself that is associated with your name, your email address(es), and your photo (if you upload one). There is no option at any stage of setup to choose a business or personal account - they are all the same.

One option you do have at setup is to designate whether or not you’re planning to use Asana for work. If you are, we direct you to start with an Organization, rather than a Workspace.

Once an Organization exists for your email domain, no matter who created it, anyone with a company email may join it and you should not delete it. Deactivating your account will not delete the Organization.

If you decide you would rather start with a Workspace instead of an Organization - no problem. Do not deactivate your account. You can simply leave the Organization and create a Workspace. Deactivating your account will not affect any Organizations or Workspaces you belong to. If you sign back up, you will find yourself back in the Organization, since Organizations are tied to company email domains and, if we see you have a domain that matches, we’ll automatically put you in the Organization.

You cannot leave an Organization unless you add a non-Organization affiliated email address to your account.

From your Asana account, you can create, join, or leave multiple Organizations and Workspaces. You can navigate between them from My Overview.

Who can see my Workspaces or Organizations?

Only the Members of a given Workspace or Organization can see it in the sidebar.

If you are a Member of a Workspace called “Travel” that you made for yourself and you are also a Member of your company’s Organization, acmeco.com, no one in acmeco.com will see that you are a Member of Travel, unless they are also a Member of Travel.

Conversely, you cannot see the other Workspaces and Organizations other people are Members of.

My company is changing email domains, what do I need to do in Asana?

First, add your new email address to your Asana account.

Then, contact the Asana Support team so that we can help make the corresponding changes to your Organization.

How do I disable the “Consider updating your project’s status” tasks?

As a project owner, the system will assign you a task to update your project’s status. In these tasks’ description, you should find a link to the corresponding projects you are the owner of.

Open the project, navigate to the Progress View, and click the “Remind me to update the status every Friday box.

How do I work with clients in my Organization?

You can invite clients to your Organization as Guests.  

Organization membership is defined by your company’s email domain (michael@yourco.com is a part of the yourco.com Organization). Those who do not have an email address @ your company’s email domain may be invited to your Organization as an Organization Guest.    

Guests have limited access to your Organization and will only see what is explicitly shared with them. A few things to consider when working with Organization Guests:

  • Add a Guest as a follower to a specific task and they will only see this task. They will not see the other tasks in the project, or any other projects or Teams in your Organization.
  • Add a Guest as a Project Member and they will only see this project and the tasks within this project. They will not see other projects in the Team, or any other Teams or projects in your Organization.
  • Invite a Guest to a Team and they will see all of the projects and tasks in that Team, but they will not see other Teams or projects in your Organization.

Why am I appearing as a Private User?

Guests have limited access within the Workspace or Organization they’re invited to, and can only see what is explicitly shared with them.

If two people are seeing each other as a “Private User”, they are both Guests. If Guests see this, that means they are not on the same project together; this is to ensure that if you’re working with clients, they cannot see one another’s names unless you want them to.

In order for Guests to see one another’s names, they must be Members of at least one project together.

Just add both Guests as Members to the same project and they will then be able to see each other’s names.

What happens to someone’s tasks if they leave the company?

In free Organizations and Workspaces, tasks and projects that the former employee held as private will no longer be viewable. Tasks that were public or were associated with a shared project will remain accessible but may become unassigned.

In a premium Organization, a private project will be created for the Administrator containing tasks previously assigned to the former employee.

In all cases, comments the former employee made on tasks will still be visible, but their profile photo will be gone and their name will not be clickable.

Deprovisioned employees will no longer see your company’s Workspace or Organization in the topbar of their Asana account and will no longer have access to its projects and tasks.

I removed someone, but they still appear in the typeahead when I assign a task. Why?

Organizations can consists of multiple teams. When you removed this person, you removed them from a team in your free Organization, but did not select to remove them from the Organization at that time.

They therefore do not appear in any teams, but still exist in the Organization and also appear in the typeahead when you’re assigning tasks. To remove them, you’ll need to invite them back to a Team for the express purpose of deprovisioning them as shown & explained in this Guide article.  

Those who have been removed from a Workspace or Organization will receive an email notification.

What do I do when I leave my company?

  1. Add a non-company-affiliated email address to your account so that you do not lose access to Asana.

  2. Reassign your tasks to people who should take over your work. Use multi-select to reassign your tasks in bulk.

  3. If you are the Billing Owner for a premium Organization, Team, or Workspace, reassign that responsibility.

  4. If you are the Administrator for a premium Organization, make sure there are other Administrators.

  5. Consider deleting your private tasks or making them public.

  6. Leave your company’s Organization or Workspace. For the former, it is likely an Administrator will deprovision you.

What if I accidentally delete something?

Projects

The person who deleted the project should have received an email containing the project’s ID along with instructions to recover it automatically. If this is not working, please have them contact us and provide the project’s ID.

If you are the person who deleted the project and you did not receive a recovery email, please let us know the exact name of the Workspace or Organization where the project lived. Please also provide the URL of any task that was in the project - you can likely find this in an old email notification for the task.

Tasks and Subtasks

First, try to find the task in Search - maybe it’s still active or perhaps it has been archived.

If it’s definitely deleted, check Deleted Tasks or ask the person who accidentally deleted it to check.

If still no luck, contact us.

How do I change the name of an Organization?

If you are in a free Organization, your Organization name will be the same as the email domain for your work email. For example, if your company is called “Acme Co” and your work email address is “acme.co,” then the Asana Organization for your company will be named “acme.co.”

Administrators in premium Organizations have the option to change the Organization name.

How do I delete an Organization?

Organizations are shared. People can create private tasks and projects inside Organizations that you may not know about. Therefore, there is no “delete everything” button.

Instead, you can do the following:

Organizations are how companies exist in Asana. If even one person from the company joins Asana and uses their work email, we make an Organization. If you do all of the above and leave the Organization empty, someone new signing up for Asana with their company email address will be auto-joined to the Organization that you left. If you would instead like them to make a brand new Organization for the company email domain when they join, contact us and we’ll remove the company email address from our system, freeing it up for a new Organization in the future.

Deleting an Organization in favor of a Workspace is not advisable - we will eventually only offer Organizations. Also, deleting an Organization to “start fresh” is unnecessary, since you can simply delete the projects and tasks from the Organization.

How do I delete my account?

Deactivating your account only deactivates your individual account, it will not delete the Workspaces and Organizations you belong to.

From your individual Asana account, you can belong to multiple Workspaces and Organizations for both personal and professional use. Workspaces, Teams and Organizations are shared spaces, and deleting data will delete it for everyone within that space.

What does the “Sorry you don’t have access” error mean?

If you encounter a Sorry, you don’t have access error, one of the following may be the cause:

Multiple accounts

Your teammate invited you using a different email address than the one you signed up with.

To solve:

  • Log out
  • Log in again, this time using the same email address at which you received the invitation or notification

Project/task/tag deletion

You received a notification for, or an invitation to, an item that was later deleted.

Changes in permissions

You received a notification for a task or an invitation which was later marked as private.

You’ll need to ask someone who has access to add you back, if appropriate.

Out-of-date bookmarks

You bookmarked a specific task or project URL and that item no longer exists.

If you just want a bookmark in your browser to help you navigate to Asana each day, use http://app.asana.com, rather than specific task or Project URLs.

Canceled invitations

Someone invited you to a project by accident, and then canceled the invite.

Ask the person who invited you if they want to resend the invite, or you can simply ignore it.

Is Asana available in languages other than English?

At this time, Asana is only available in English.

Unique URLs/identifiers

Each task has a unique URL that appears in the address bar of your browser. The last string of numbers in the URL is the Task ID. You will see as you select different tasks that the URL and task name will change.

If you want an additional way to quickly identify tasks, you may want to consider establishing a best practice within your team for naming tasks.

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