Task permissions

Access to a task in Asana is contextual and there are a variety of situations that affect who can access a task:

Task: Accessible by:
Private task Only task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more
Public task All Organization members
Task in a private project Task followers and project membersproject members Someone that has access to and receives notifications about a project. Read more
Task in a public project Task followers, project members, and team membersteam members Someone that has access to all public projects and conversations in a Team. Read more

In this article, we’ll explain:

  • How to identify the task’s permissions
  • Who can see your task
  • How to give access to your task
  • How to limit access to your task

Private task

Verifying a task is private and not in a project:

  1. The project field in the right paneright pane The right pane holds the details of a task or Conversation. Read more indicates the project is in No Project.
  2. Above the project field, a bar will indicate that the task is private to you and any task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more .

Tasks created in My Tasks default to private tasks in no project with no followers.

Who can see this task?

Access to a private task in no project:

Private tasks not in a project can only be accessed by task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more .

How can I give access to this task?

Sharing a private task in no project:

  1. Add someone as a task follower — Adding someone as a task followerfollower Add followers to any task and they will receive notifications about updates to the task. Read more will give them access to this one task.
  2. Add the task to a project — Adding the task to a project will give all members of the project (and possibly Team MembersTeam Members Someone that has access to all public projects and conversations in a Team. Read more as well) access to the task.
  3. Make the task public — Making the task public will make it public to all Organization MembersOrganization Members People in your Oragnization that have a shared company email domain. Read more , but they will have to searchsearch Search allows you to find any task, project, or Conversation in your Workspace or Organization. Read more for it in order to access it.

Before adding the task to a project, be sure to note the project’s permissions.  

How do I limit access to this task?

Limiting access to a private task in no project:

Remove all task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more to make it private again.

Do not remove yourself as a task follower or you’ll lose access to the task as well.

Public task

Verifying a task is public and not in a project:

  1. The project field in the right paneright pane The right pane holds the details of a task or Conversation. Read more indicates the project is in No Project.
  2. Above the project field, a bar will indicate that the task is visible to everyone in [Organization Name].

Who can see this task?

Who can see a public task in no project:

  1. Task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more
  2. All Organization MembersOrganization Members People in your Oragnization that have a shared company email domain. Read more

How can I give access to this task?

Sharing a public task in no project:

  1. Add someone as a task follower — Adding someone as a task followerfollower Add followers to any task and they will receive notifications about updates to the task. Read more will provide them with access with just this one task. If they’re an Organization MemberOrganization Member People in your Oragnization that have a shared company email domain. Read more , then they already have access to the task via searchsearch Search allows you to find any task, project, or Conversation in your Workspace or Organization. Read more .
  2. Add the task to a project — Adding the task to the project will give all members of the project (and possibly Team MembersTeam Members Someone that has access to all public projects and conversations in a Team. Read more as well) access to the task.

Before adding the task to a project, be sure to note the project’s permissions and who is a project member.  

How do I limit access to this task?

Limiting access to a public task in no project:

  1. Remove people as task followers — By removing all task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more (except yourself), Organization Members will no longer receive task notifications, but can still access the task by searching for it.
  2. Make the task private — Click on the task actions button from the right paneright pane The right pane holds the details of a task or Conversation. Read more , and select Make Private to Project Members. Since the task is not in any project, it will only be visible to you and any task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more , whom you can also remove.

Tasks in a public project

Verifying a task is in a public project:

  1. The project field in the right paneright pane The right pane holds the details of a task or Conversation. Read more indicates the project in which the task exists. Click the project’s name to load the project.
  2. After loading the project, 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 will indicate that the project is Shared with [Team Name].

Who can see this task?

Who can see tasks in a public project:

  1. Task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more
  2. Project membersProject members Someone that has access to and receives notifications about a project. Read more
  3. Team MembersTeam Members Someone that has access to all public projects and conversations in a Team. Read more

How can I give access to this task?

Sharing tasks in a public project:

  1. Add someone as a task follower — Adding someone as a task followerfollower Add followers to any task and they will receive notifications about updates to the task. Read more will provide them with updates on the task. If they’re already a project memberproject member Someone that has access to and receives notifications about a project. Read more or Team MemberTeam Member Someone that has access to all public projects and conversations in a Team. Read more , then they can already access the task.
  2. Add someone as a project member — Adding someone as a project memberproject member Someone that has access to and receives notifications about a project. Read more gives them access to all tasks in the project. If they’re a Team MemberTeam Member Someone that has access to all public projects and conversations in a Team. Read more , then they can already access the task.

How do I limit access to this task?

  • Remove people as task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more
  • Remove people as project membersproject members Someone that has access to and receives notifications about a project. Read more
  • Remove the task from the project
  • Make the project private

Remove people as task followers

Removing task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more from a task in a public project means they will no longer receive task notifications. If they’re a project memberproject member Someone that has access to and receives notifications about a project. Read more or Team MemberTeam Member Someone that has access to all public projects and conversations in a Team. Read more , then they can still access the task.

Remove people as project members

Removing a project memberproject member Someone that has access to and receives notifications about a project. Read more means they will no longer receive task and project notifications. However, if they are also a member of the Team in which the project exists, they can view the task and other tasks in the project {because it is public).

Remove the task from the project

Project memberProject member Someone that has access to and receives notifications about a project. Read more will no longer have access to the task. but task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more can still access the task.

Make the project private

Team members will no longer have access to the task or the overall project, but project membersproject members Someone that has access to and receives notifications about a project. Read more and task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more will still have access to the task.

Tasks in a private project

Verifying a task is in a private project:

  1. The project field in the right paneright pane The right pane holds the details of a task or Conversation. Read more indicates the project in which the task exists. Click the project’s name to load the project.
  2. After loading the project, 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 will indicate that the project is Private to members. Alternatively, the project header can also say Private to you if the project is only visible to you.

A yellow bar will appear above the project field in the right pane if the task’s access is limited to a group of people. This yellow bar will list out exactly who has access to this task.

Who can see this task?

Who can see tasks in a private project:

  1. Task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more
  2. Project membersProject members Someone that has access to and receives notifications about a project. Read more

How can I give access to this task?

Sharing tasks in a private project:

  1. Add someone as a task follower — Adding someone as a task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more will provide them with access with just the one task. If they’re already a project memberproject member Someone that has access to and receives notifications about a project. Read more , then they already have access to the task.
  2. Add someone as a project member — Adding someone as a project memberproject member Someone that has access to and receives notifications about a project. Read more will provide them with access to all tasks in the project.
  3. Make the project public — Making the project public will provide access to all members of the Team in which the project exists.

How do I limit access to this task?

  • Remove people as task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more
  • Remove people as project membersproject members Someone that has access to and receives notifications about a project. Read more
  • Remove the task from the project

Remove people as task followers

By removing a task followerfollower Add followers to any task and they will receive notifications about updates to the task. Read more , they will no longer have access to the task. However, if they are also a project memberproject member Someone that has access to and receives notifications about a project. Read more , they can access the task again from the project, but won’t receive notifications on the task anymore.

Remove people as project members

By removing a project memberproject member Someone that has access to and receives notifications about a project. Read more , they will no longer have access to the task, or any tasks in the project unless they are still a followerfollower Add followers to any task and they will receive notifications about updates to the task. Read more on the task.

Remove the task from the project

By removing the task from the project, project membersproject members Someone that has access to and receives notifications about a project. Read more will no longer have access to the task, but task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more will still have access to the task.

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