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 CollaboratorsCollaboratorsRead more
Public Task All Organization Members
Task in a Private Project Task Collaborators and Project membersProject membersSomeone that has access to and receives notifications about a project.Read more
Task in a Public Project Task Collaborators, Project Members, and Team MembersTeam MembersSomeone that has access to all public projects and conversations in a Team.Read more
Subtask Those who have access to the Parent Task

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

Learn more with How to Asana

Follow along with our How to Asana web series to learn how to create Private Tasks, Projects, and Teams in Asana.

Private task

Private task

Verifying a task is private and not in a project:

  1. Above the task name, a bar will indicate that the task is private to you and any task Collaborators.
  2. The project field in the right paneright paneThe right pane holds the details of a task or Conversation.Read more indicates whether the task is in a project or not.

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

Who can see this task?

Access to a private task in no project:

Private tasks not in a project can only be accessed by Collaborators.

How can I give access to this task?

Sharing a private task in no project:

  1. Make the task public — Making the task public will make it public to all Organization MembersOrganization MembersPeople in your Organization that have a shared company email domain.Read more, but they will have to searchsearchSearch allows you to find any task, project, or Conversation in your Workspace or Organization.Read more for it in order to access it.
  2. Add the task to a project(s) — Adding the task to a project will give all members of the project (and possibly Team MembersTeam MembersSomeone that has access to all public projects and conversations in a Team.Read more as well) access to the task.
  3. Add someone as a Collaborator — Adding someone as a Collaborator will give them access to this one task.

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

How do I limit access to this task?

To limit access to a task in no project, you can:

  1. Make the task private to its Collaborators
  2. Remove all Collaborators to make a task private to you

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

Public task

Verifying a task is public and not in a project:

  1. Above the task title, a bar will indicate that the task is visible to everyone in [Organization Name]
  2. The project field in the right paneright paneThe right pane holds the details of a task or Conversation.Read more indicates whether the task is in a project or not

Who can see this task?

Who can see a public task in no project:

  1. Task CollaboratorsCollaboratorsRead more
  2. All Organization MembersOrganization MembersPeople in your Organization 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 Collaborator — Adding someone as a task CollaboratorCollaboratorRead more will provide them with access with just this one task. If they're an Organization MemberOrganization MemberPeople in your Organization that have a shared company email domain.Read more, then they already have access to the task via searchsearchSearch 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 MembersSomeone 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 Collaborators — By removing all Task CollaboratorsCollaboratorsRead 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 paneThe 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 CollaboratorsCollaboratorsRead 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 paneThe 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 headerheaderThe 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 CollaboratorsCollaboratorsRead more
  2. Project membersProject membersSomeone that has access to and receives notifications about a project.Read more
  3. Team MembersTeam MembersSomeone that has access to all public projects and conversations in a Team.Read more

How can I give access to this task?

public project access

Sharing tasks in a public project:

  1. Add someone as a task Collaborator — Adding someone as a task collaboratorcollaboratorRead more will provide them with updates on the task. If they're already a Project memberProject memberSomeone that has access to and receives notifications about a project.Read more or Team MemberTeam MemberSomeone 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 memberSomeone 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 MemberSomeone 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 CollaboratorsCollaboratorsRead more
  • Remove people as Project membersProject membersSomeone 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 Collaborators

Removing task collaboratorscollaboratorsRead more from a task in a public project means they will no longer receive task notifications. If they're a Project memberProject memberSomeone that has access to and receives notifications about a project.Read more or Team MemberTeam MemberSomeone 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 memberSomeone 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 memberSomeone that has access to and receives notifications about a project.Read more will no longer have access to the task, but task CollaboratorsCollaboratorsRead 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 membersSomeone that has access to and receives notifications about a project.Read more and task CollaboratorsCollaboratorsRead 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 paneThe 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 headerheaderThe 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 CollaboratorsCollaboratorsRead more
  2. Project membersProject membersSomeone 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 Collaborator — Adding someone as a task collaboratorcollaboratorRead more will provide them with access with just the one task. If they're already a Project memberProject memberSomeone 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 memberSomeone 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 collaboratorscollaboratorsRead more
  • Remove people as Project membersProject membersSomeone that has access to and receives notifications about a project.Read more
  • Remove the task from the project

Remove people as task Collaborators

By removing a task CollaboratorCollaboratorRead more, they will no longer have access to the task. However, if they are also a Project memberProject memberSomeone 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 memberSomeone 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 CollaboratorCollaboratorRead more on the task.

Remove the task from the project

By removing the task from the project, Project membersProject membersSomeone that has access to and receives notifications about a project.Read more will no longer have access to the task, but task CollaboratorsCollaboratorsRead more will still have access to the task.

Request access to a private task

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

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

  1. Click on the link to the private task you need access to. You will get to a screen that explains that you don't have access to that task.
  2. Click on the Request Access button to ask the Assignee of that task for access.
  3. The Assignee will get a task explaining that you have requested access and will have the option to add you as a Collaborator.

Accept or deny requests to add Collaborators to a private task

People that don’t have access to a private task have the possibility to request to be added as Collaborators. For them to access that task, it is necessary that their request is accepted first.

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

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.

Choose your language

Selecting a language changes the language and/or content on asana.com