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 Members in the project headerheader The 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?

Only the project membersproject members Someone that has access to and receives notifications about a project. Read more can see a private project.

How do I share a private project?

You have two options to share a private project:

  • Add project membersproject members Someone that has access to and receives notifications about a project. Read more .
  • Change to a public project - changing a project to public will make the project accessible to all Members of the Team in which that project exists in.

Add project members:

Click the + sign to add more project membersproject members Someone that has access to and receives notifications about a project. Read more .

Change to a public project:

Click the + sign then select Make public to [Team Name].

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?

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.

Removing project members from a private project so that they’ll no longer be able to access that project’s tasks and Conversations.

Public Projects

Identifying a public project:

A public project will show Shared with [Team Name] in the project headerheader The 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 members Someone that has access to and receives notifications about a project. Read more
  2. All Team MembersTeam Members Someone 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 project?

share public project

Sharing a public project:

  1. Add someone as a project memberproject member Someone 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 Member Someone 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 members Someone 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.

Log in

or

Forgot password?

Sign up

Please use your work email address, so we can connect you with your team in Asana.

Sign up

Please use your work email address, so we can connect you with your team in Asana.

Start your free trial

Please use your work email address so we can connect you with your team in Asana.

Start your free trial

Please use your work email address so we can connect you with your team in Asana.

Buy Now

Please use your work email address, so we can connect you with your team in Asana.

Enter a work email address

This email looks like a personal email address. If you want to be connected with your team, please use your work email address.

Enter a work email address

Why are we asking? Continue with my email

Oops, we couldn’t sign you up!

We tried, but there was a problem creating your account. Please close this window and try again!

Hey there, we’ve already met!

Add link to

Error: Please select a workspace before adding link


Sorry, we don’t support this browser

Asana doesn’t work with the internet browser you are currently using. Please sign up using one of these supported browsers instead.


Please login or sign up for Asana to calculate your price

or

Forgot password?

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.