Portfolios

Portfolios are available to all Business and Enterprise customers.

Portfolios provide a holistic view of all your important projects in one place. You can organize your most important projects, monitor their health in real-time, and drill in for more information, and keep your team updated on progress. You can also access Portfolios on Android & iOS devices.

Create a Portfolio

Dashboard 1

To create a Portfolio:

  1. Click on Portfolios on the top left of the sidebar
  2. Click on the New Portfolio tile
  3. Name the Portfolio
  4. Click Create Portfolio

Portfolio View

When you click on one of your Portfolios, you will be able to see a holistic view of all projects contained within.

Portfolio View

From the Portfolio view, you can:

  1. Add another project to the Portfolio
  2. View the latest status of each project
  3. View the progress % of each project
  4. View or edit a project’s due date or date range
  5. View or edit a project’s priority
  6. View the custom field values for each project
  7. View the project owner

You can remove a project from your Portfolio at any time.

Remove project from portfolio

To remove a project from a Portfolio:

  1. Click on the three dot icon that appears next to the project owner
  2. Click Remove from Portfolio

Project Overview

Click on any project in your Portfolio to view the project’s overview.

Portfolio 3

From the project overview, you can:

  1. Select a project owner
  2. Add or edit a due date or date range
  3. Access the project directly to view its tasks, resources and timeline
  4. Add or edit a project’s priority
  5. View the latest status of a project or update the project’s status yourself

Status Updates

If a project’s status has yet to be updated, you can click on the project in your Portfolio and request an update from the project owner or compose a status update yourself.

Portfolio 4

You can also comment on an existing status directly from the project overview.

Portfolio 5

Portfolio View Options

If there is a specific way you and your team prefer to sort Portfolios, you can save it as the default view for everyone.

Portfolio 5

To change your Portfolio view:

  1. Click on the slider icon on the upper right of your screen
  2. Select to view your Portfolio by Status, Due Date, Priority or Project Owner
  3. Select Save View for Everyone

You can also add custom fields directly from the drop down and then sort your Portfolio by your chosen field.

Export your Portfolio to Google Sheets

Once you’ve created a Portfolio, you can export it to Google Sheets at any time.

sheets export

To export a Portfolio to Google Sheets:

  1. Tap the three dot icon next to the Portfolio title
  2. Hover over Export and select Google Sheets

Export your Portfolio to CSV

You can also export your Portfolio to CSV. Custom fields are also included in the CSV export.

csv export

To export a Portfolio to CSV:

  1. Tap the three dot icon next to the Portfolio title
  2. Hover over Export and select CSV

Share your Portfolio

You can share Portfolios at any time with your teammates in Asana.

share portfolio

To share your Portfolio:

  1. Access a Portfolio and click Share
  2. Click Copy Link and then paste the link to a teammate

share portfolio 2

If you share a Portfolio containing some private projects, the person you’ve shared it with will see the following notification.

Portfolios FAQ

If you have any questions regarding Portfolios, please refer to our Portfolios FAQ page or contact support.

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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 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.