Timeline

Timeline is a beautiful, living view of how your work fits together that helps you start projects on the right foot, and hit your deadlines. With Timeline, you can create a project plan that shows how all of the pieces of your project fit together, share plans to get buy in and give everyone confidence that your team will deliver on time, and adapt your plan as problems arise and work inevitably changes to keep your project on track.

Viewing your project on a Timeline

You can view any project that you have in Asana in Timeline view.

Use timeline to help you schedule a project before you begin

To access your project’s Timeline, click on the Timeline tab in your project view.

Subtasks do not automatically inherit the project or assignee from their parent tasks. You need to manually add a subtask to a project and add a due date/date range in order for it to appear in the project’s Timeline

Unscheduled tasks will show up at the bottom of your timeline, just drag and drop them to schedule

  • Any task in your project that has a due date or date range added will automatically show up on your Timeline.
  • Unscheduled tasks in your project that don’t have due dates will appear at the bottom of your Timeline in the Unscheduled Tasks section.
  • Hide Unscheduled Tasks by clicking the drop down arrow icon on the right of this section.

Scheduling tasks on your Timeline

To move tasks from Unscheduled Tasks and onto your Timeline, you can drag the task from the unscheduled bucket onto the correct dates on your Timeline, or click back into your list or board view and add a due date or date range to that task. Once the task has a due date, it will appear on your Timeline.

Use start dates to give your tasks date ranges, for easier scheduling in timeline

Add a due date range to the task:

Click the due date picker in your task and select Add start date at the bottom. First choose the day your task should start, then a due date.

Updating a task's due dates is automatically reflected in timeline view

This date or date range will appear on your Timeline.

Create a new task on your Timeline

To create a new task from your Timeline, you can click directly on your Timeline on the date that you’d like to schedule the task and type in the name of your task. You can then click into the task’s details to add additional information and assign to the appropriate person, and the task will appear directly on your Timeline as well as in your list or board view.

Setting colors on your Timeline

The best way to set colors on Timeline is to create custom fields and set colors for each field. Then, when you set a custom field value on tasks, that color can be viewed on your Timeline.

Setting color logic on your Timeline

To set colors on your Timeline, click on the Timeline menu icon in the top right corner of your Timeline, then click on the “Apply color” drop down to choose your color preferences.

You can choose “Asana Default”, which pulls from other colors you have set in Asana, or you can set your color logic based on custom fields. Once you’ve chosen which custom field you’d like to use, you can save that view for everyone, so your entire team will see the same color logic when they view the project in Timeline.

Dependencies on your Timeline

You can set dependencies directly on your Timeline by clicking the connector icon that appears when hovering over a task and then dragging to another task.

Drawing Dependencies Gif

To draw dependencies on your Timeline:

  • Click on the connector icon when hovering over a task.
  • Drag the connector over to the task you wish to mark as Dependent On.

If the tasks in your project are dependent on others, they will show as connected on your Timeline.

Dependencies in timeline are shown as lines connecting tasks

If there are no date conflicts, a task will be connected to the task it’s dependent on via a grey line on your Timeline.

If you have dependency errors, they will show as red lines between tasks to ensure you can readjust your schedule accordingly. Just drag and drop

If dependent tasks overlap on your Timeline, for example if one task has a start date that starts before a task it is dependent on is completed, a red dependency line will show up on your Timeline to indicate that there is a potential conflict.

Zooming on your Timeline

Zoom out on your Timeline to view six to nine months of your project plan

To zoom in or out, click on the + or - buttons in the top right corner of your Timeline.

Depending on the size of the monitor you are using, the maximum amount you will be able to zoom in on your Timeline is two to four weeks, and the maximum amount you will be able to zoom out on your Timeline is six to nine months. The larger your monitor, the more you will be able to zoom in and out.

Sharing your Timeline

When your project plan is ready, share your entire plan with stakeholders across your organization

Anyone with access to your project will have access to the project’s Timeline. If you’d like to share a Timeline with someone in your company, you can send them the link to your project’s Timeline if the project is public by copying the URL. Alternatively, add them as a follower to tasks in your project if the project is private.

Sections and sort on your Timeline

Sections add a new level of categorization to your project plan. You can now view your work your way, share a plan with more visual indicators of task types, and adapt your plan while knowing how tasks are grouped. We’ve added the ability to view your Timeline sections or sort by date.

To add, remove or reorder Sections in the Timeline, you need to do so from the project list view. Once you’ve made changes, your Timeline view will automatically update.

It’s currently not possible to view Sections on the Timeline of board projects.

Sections

You can also sort your tasks on Timeline by either start date or due date and then save that view for everyone.

Sort by

To sort your tasks on Timeline:

  1. Click the Sort by icon
  2. Select either Start Date or Due Date
  3. Click Save View for Everyone

Sort your Timeline by Assignee

Sort by assignee

To sort your tasks by Assignee:

  1. Click the Sort by icon
  2. Select Assignee

Once you sort your tasks on Timeline by start date or due date, the project Sections will disappear. To navigate back to your sections, sort by None.

If you spent time manually setting up your Timeline and need more time to adjust your project plan with the addition of Sections, you have the option to revert to no sections until October 24th, 2018. Select the Timeline menu icon in the top right corner of your Timeline, then click on the “Revert to no sections”.

Have feedback on Sections? Let us know.

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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.