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
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

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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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 your projects forward with Asana.

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 recieving updates about them.

You ultimately have control over all 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.