Privacy & security

Data replication, backup & recovery

Asana uses Amazon’s relational database service (RDS) to manage all user data. The database is replicated synchronously so that we can typically recover from a database failure in a matter of seconds.

As an extra precaution, we take regular snapshots of the database and securely move them to a separate data center so that we can restore them elsewhere as needed even in the event of a regional Amazon failure.

Learn more about Amazon’s relational database service here.

Export

You can export your own data, per projectproject Projects are lists of tasks. Read more to the text-based file formats JSON or CSV, the latter of which can be viewed in a spreadsheet application like Microsoft Excel or Google Sheets.

To export:

  1. Click the drop down arrow from the headerheader The header is part of the user interface between the top bar and the main pane and lets users navigate projects. Read more
  2. Select Export
  3. Select either JSON or CSV

Aside from projects, you can also export a Search View or your My Tasks.  

JSON

If you choose the JSON option, a link to the JSON file will open in a new tab. The URL is a permalink, is provided as https, and is subject to access control: only people who can view the content in Asana will be able to load the content in the JSON URL, and only when they are logged in to Asana.

JSON can be converted into other formats - ask your IT contact or search online to learn more (we do not offer any conversion instructions).

CSV

If you choose the CSV option, the CSV file will download to your computer from your browser.

You can export up to 2,000 tasks when exporting a project to CSV.

Please visit the Asana Export Survey to let us know what else you’d like to see.

Full Export of an Organization

This option allows the Administrator of an Enterprise Organization to export all projects, tasks, and Conversations in an entire Organization via the Organization SettingsOrganization Settings Organization settings are preferences set by Administrators and affect all Organization Members. Read more or the Asana API.

Request a full export of your Enterprise Organization

  1. Click your profile photo from the top bar and select [Organization’s name] Settings
  2. Navigate to the Administration tab
  3. Select Request Full Export of Organization

A full export of an Enterprise Organization will contain all deleted projects and teams as well as all tasks that deleted within the past 30 days prior to submitting the request.

Once the export is complete, the Administrator will be sent a link to download the data. The exported data will be in the form of a JSON file only. It is not possible to receive the exported data in the form of a CSV file.

The JSON file will contain all of the following:

  • tasks (including name and ID)
  • created_at
  • modified_at
  • task description
  • completed status (true/false)
  • assignee_status (later, upcoming, today, inbox)
  • completed_at
  • due_on
  • workspace/team (including name and ID)
  • num_likes
  • assignee
  • liked
  • tags
  • followers (including name and ID)
  • projects (including name and ID)
  • custom fields
  • sections: same information as tasks
  • column names (boards)
  • attachments (attachments are exported, but only as references). The actual attachment content will need to be downloaded separately.
  • comments
  • subtasks
  • project due date
  • project owner
  • project statuses 
  • conversations

Export your Organization data using the Asana API

Use Service Accounts to back up your data and automate full Organization exports through the Asana API. This allows you to:

  • Audit the entire contents of your Organization on a regular basis
  • Store occasional backups of your Asana data on your own systems

Data Privacy & Application Security

Automated checks

Asana always uses an SSL connection.

All data access in Asana is subject to checks to ensure that nobody from outside your company ever sees or modifies your data.

Asana follows best practices in all areas of application security and prevents common web attack vectors.

Members & Guests

Any full Member of your Workspace or Organization can access data that is not marked as private by other Members.

Guests can access data in projects and tasks to which they have been explicitly added to.

Learn more about permissions.  

Learn more about Members & Guests.  

The Asana Team

Asana team members are bound by confidentiality agreements, but may access your data to the extent necessary to diagnose and correct problems in the product.

Learn more by reading our Privacy Policy.  

Physical & Network Security

All of Asana’s servers are hosted in secure, SAS 70 audited data centers. All servers are firewalled to permit the minimum traffic necessary to run the service, and access to those servers is limited to Asana employees with a legitimate business need.

We do not offer a version of Asana that you can run on your own servers (on premise).

Additional Information

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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.