Project permissions

Access to a project in Asana is contextual and there are a variety of situations that affect who can access a project and its tasks.

If somebody has access to a project, then they have access to all tasks and conversations within that project.

Project: Accessible by:
Private project Project members
Public project in request or Hidden Team Team and project members
Public project in Public Team Organization, Team, and project members

In this article, we'll explain:

  • How to identify a project's permissions
  • Who can see a project
  • How to share a project
  • How to limit access to a project

Private projects

Identifying a private project:

A private project will show Private to project members in the project headerheaderThe header is part of the user interface between the top bar and the main pane and lets users navigate projects.Read more.

If a project is private to only you, the project header will show Private to You instead.

Who can see a private project?

Project membersProject membersSomeone that has access to and receives notifications about a project.Read more can see a private project. Only people who are invited to the project can find it.

How do I share a private project?

  1. Cick the share button in project view
  2. A pop up window will give you the opportunity to invite a member with a link
  3. Add project member by name or email

How to make a private project public:

Click the Make public to [Team Name] in the bottom right corner of the Share screen.

Changing a project to public will make the project accessible to all members of the team in which the project exists in.

How do I limit access to a private project?

You can manage all notifications from this share pop up window.

You can determine which project member can edit, or just comment only, change the owner of the project or remove a member from the project.

How to give members access to a project or remove:

  1. Across from each member’s name there is a drop down menu with access to 4 permissions
  2. From the drop down you give give members certain rights by choosing one of the options

When you remove a project member from a private project they'll no longer be able to access that project's tasks and Conversations.

How to manage notifications

You can manage all notifications from this share pop up window.

Across from Project Members click on Manage notifications in the share pop up.

Next a Member notifications settings pop up will provide you with a tick box to opt-in for Status updates, Conversations and tasks notifications added in Asana for each Project member.

Public Projects

Identifying a public project:

A public project will show Shared with [Team Name] in the project headerheaderThe header is part of the user interface between the top bar and the main pane and lets users navigate projects.Read more.

Who can see a public project?

A public project can be accessed by:

  1. Project membersProject membersSomeone that has access to and receives notifications about a project.Read more
  2. All Team MembersTeam MembersSomeone that has access to all public projects and conversations in a Team.Read more

In Public Teams, Organization Members that are not part of the Team can also see public projects within the Team. Check your Team's permissions to see whether or not other Organization Members can see this public project.

How do I share a public project?

share public project

Sharing a public project:

  1. Add someone as a Project memberProject memberSomeone that has access to and receives notifications about a project.Read more - if this person already belongs to the Team in which that project exists, they already have access to that project. Adding a Team Member to a project will only start sending them project notifications.
  2. Add someone as a Team MemberTeam MemberSomeone that has access to all public projects and conversations in a Team.Read more - adding someone as a Team Member will give that person access to all other public projects within that Team.

How do I limit access to a public project?

To limit access to a public project:

  • Remove Project membersProject membersSomeone that has access to and receives notifications about a project.Read more - if someone is also a Member of the Team in which the project exists in they will still have access to the project.
  • Change to a private project - changing to a private project means only project members will be able to access that project. Team Members will no longer be able to access that project.

remove members from public project

Remove project members:

  1. Click the + sign then select Member Notification Settings.
  2. In the next window, hover over the person you want to remove and select Remove.

set project to private

Change to a private project:

Click the + sign then select Make private.

Request access to a private project

screen that displays the option to request access to a private project

You can reach out to the owner of a private project to request access. To do so:

  1. You will see a notice that explains that you need access to see private projects you are not a member of yet.
  2. Click on the Request Access button to send a task to the owner of that project to request access to it.
  3. The project owner will get a task explaining that you have requested access to that project.

It is not possible to request access to comment only projects.

Accept or deny requests to add members to a project

People that don’t have access to a private project have the possibility to request access to it. For them to access that project, it is necessary that their request is accepted first.

  • When someone requests access to a private project, the project owner will be assigned a task to notify them that a person has asked for access. The project owner can then add them to the project to provide them access.
  • If there is no owner assigned to that project, the task to provide or deny access will be assigned to the project creator if they still has edit access to it.
  • If there is no owner assigned to that project and the project creator hasn’t have edit access to it, the first member of the project with edit access will get the task to accept or deny access to the project.

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