Task actions

Tasks are the basic unit of action in Asana. You can create new tasks, duplicate an existing task, merge two tasks together, print a task, or delete a task.

Task names are listed in the main panemain pane When you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more . Click any task to load its details load in the right paneright pane The right pane holds the details of a task or Conversation. Read more .

Create Tasks

Create tasks quickly by typing them in a list in the main pane or by using our shortcut called Quick Add. You can also create tasks by sending a message from any email address associated with your account or via your iOSiOS Asana’s mobile application available for iOS devices. Read more and AndroidAndroid Asana's mobile application for Android devices. Read more devices.

Task names are often the calls to action for the task, while more specific information resides in the task description, an editable field in the right pane, and discussion in the comments.

Type Tasks in a List

Think of Asana’s main pane as a text editor. Create and edit tasks by typing text in the main pane.

To create a new task:

  1. Select any existing task in the main panemain pane When you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more
  2. Press Enter on your keyboard
  3. Begin typing the task name

Add Task button from List View

To add a new task from List View:

Click the Add Task button near the top of the main pane.

Use Quick Add

Use Quick Add to easily create a task from anywhere in Asana.

To create a task using the Quick Add menu:

  1. Click the + button in the top bartop bar The top bar appears at the very top of Asana above the header. Read more
  2. Select Task

Press TAB+Q on your keyboard to open up the quick add task dialog.

New Quick Add

From the Quick Add Task window, you can:

  1. Name the task
  2. AssignAssign The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more the task
  3. Associate the task to a projectproject Projects are lists of tasks. Read more
  4. Add a task descriptiontask description Task description is a text field that allows users to add details and context to their tasks. Read more
  5. Upload an attachmentattachment A file that is attached to a task or conversation. Read more
  6. Set a due datedue date The date that a task or subtask is due. Read more
  7. Add Followers to the task

Available custom fields will show in your Quick Add menu when you add the task to a project that uses them.

Task Permissions

Learn more about task permissions and how to adjust them in the Permissions section of the Guide.

If you forget to give the task an assignee or project, it will default as assigned to you so you can find it easily in your My Tasks list.

Task Actions

Take actions on a task by clicking the three dots in the right pane and selecting from the task action menu.

The option to Create a Follow-up Task is a Hack feature that must be enabled via your Profile Settings.

Copy Tasks

To copy a task:

  1. Click the three dot icon from the right pane
  2. Select Copy Task

From the Copy Task window:

  1. Identify the components of the task you want to see in the copy
  2. Select Create New Task

You can only duplicate one task at a time.

Merge Tasks

If a task closely resembles another, you can merge the two in the right paneright pane The right pane holds the details of a task or Conversation. Read more .

To merge a task:

  1. Click the three dot icon from the right pane and select Merge Duplicate Tasks
  2. Begin typing the task’s name you wish to merge with
  3. Locate the duplicate task in the results and select Merge Tasks

You will be navigated to the other task (its project will load in the main pane) and you’ll see an undo option at the top of the main panemain pane When you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more .

The tagstags Use tags to mark tasks or group together similar tasks. Read more , followers, and heartshearts Adding a heart is an easy way to express enthusiasm for a task, offer agreement to a comment, or express gratitude for a task completion. Read more of the duplicate task will be added to the master task. The duplicate task will be marked complete and you will see the word [Duplicate] affixed to its name.

We will notify the following people about the merge via email (if they have email notifications turned on) or InboxInbox My Inbox displays activity on tasks, projects, or conversations a user follows. Read more :  

  • The followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more of the duplicate task
  • The creator and task assigneeassignee The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more of the master task

Attachments from the duplicate task will not be added to the master task.

Copy Task URL

Copy the task URL to easily share it with your colleagues.

To copy a task URL:

  1. Click the three dot icon from the right pane
  2. Select Copy Task URL

Convert Task to Project

To convert a task into a project:

  1. Click the three dot icon from the right paneright pane The right pane holds the details of a task or Conversation. Read more
  2. Select Convert to a Project

In the Convert to Project window:

  1. Enter the project’s name, identify what TeamTeam A team is a group of people in an Organization who are working together on a collection of projects. Read more to create the project in, and indicate what fields you would like to convert
  2. Select Convert

In Organizations, you also select what Team the project should be created in. By default, the project will be created in the same Team as the original task.

Your new project

After a task is converted into a project, many of its details will convert over to the new project:

Original field: New field:
Task name Project name
Task descriptionTask description Task description is a text field that allows users to add details and context to their tasks. Read more Project description
Task assigneeassignee The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more Project ownerProject owner Every project can have one Project Owner. They are able to set status updates for the project. Read more
Task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more Project membersProject members Someone that has access to and receives notifications about a project. Read more
SubtasksSubtasks Subtasks break a task into smaller pieces. Subtasks, like tasks, have assignees, due dates, comments, and hearts. Read more parent tasks

Additionally, a link to the original task will be included in the project descriptionproject description The project description is a place to provide teammates with the goals and overview of a project. Read more .

Task attachmentsattachments A file that is attached to a task or conversation. Read more and task commentscomments Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more do not convert over and will remain in the original task.

The original task

A link to the new project will be included in the original task’s right pane.

Permissions

After a task is converted into a project, the new project will inherit the original task’s permissions.

  • A public taskpublic task A public task is visible to all Members of the Workspace or Organization. Read more will convert to a public projectpublic project Public Projects are visible to all Team and project members. Read more
  • A private taskprivate task A private task is only visible to task followers. Tasks created in My Tasks are private by default. Read more will convert into a private projectprivate project Private Projects are visible to the Project Members only. Read more

A task private to a group of Members will convert:

  • To a public project in a free Workspace, Team, or Organization
  • To a project private to a group of Members in a premium Workspace, Team, or Organization

Print a Task

You have the option to print out a specific task and its details.

To print a single task:

  1. Click the three dot icon from the right pane
  2. Select Print

Learn how to print an entire list of tasks here..  

Full Screen Mode

Enter full screen mode if you’d like to focus on a single task or presenting in a meeting.

To enter full screen mode:

  1. Click the three dot icon from the right pane
  2. Select Full Screen

Delete Tasks

If you create a task in error or decide it’s unnecessary, you can delete it.

There are three ways to delete a task:

  • From the main panemain pane When you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more : click into/select the desired task and press Tab+Backspace on your keyboard
  • From the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more - drag the task onto the Deleted Tasks icon
  • From the right paneright pane The right pane holds the details of a task or Conversation. Read more : Click the three dots icon and select Delete Task from the drop down menu

To delete a task from the right pane:

  1. Click the three dot icon from the right paneright pane The right pane holds the details of a task or Conversation. Read more
  2. Select Delete Task

Deleted Items View

Deleted Items view allows the person whom created or deleted the task, subtask, or Conversation to restore it. This is the equivalent of a trash can or recycle bin on your computer.

To view and restore deleted items that you created or deleted:

  1. Click Show Recents and more… in the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more , near your starsstars Users can star projects, people, tags, or custom search views to easily access them in the sidebar. Read more
  2. Click Deleted Items

Items that you deleted or created will load in the main panemain pane When you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more .

You’ll also find deleted Conversations in the Deleted Items view.

Undelete

To undelete an item:

  1. Select Deleted Items from the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more (you may have to select Show More… to find this option)
  2. Locate the item you wish to undelete and click the trash can icon

Delete Permanently

To permanently delete an item:

  1. Select Deleted Items from the sidebar (you may have to select Show More… to find this option)
  2. Locate the item and click the item’s name in the main panemain pane When you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more
  3. Click the Delete Permanently button from the right paneright pane The right pane holds the details of a task or Conversation. Read more

Deleted Items in Search Views

You can include or exclude deleted items from any Search ViewSearch View A Search View is a list of tasks or conversations that meet the criteria a user specifies in search. Read more .

To search for delete items, start by creating a Search View, then:

  1. Click + Add Filter
  2. Select More > Deleted…

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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.