Task actions
- Skip Ahead to
- Actions List
- Duplicate Tasks
- Merge Tasks
- Copy Task Link
- Convert to Project
- How to add a Task to a Project
- Print a Task
- Delete Tasks
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 paneWhen 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 paneThe 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 iOSiOSAsana’s mobile application available for iOS devices.Read more and AndroidAndroidAsana'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:
- Select any existing task in the main panemain paneWhen you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more
- Press
Enteron your keyboard - Begin typing the task name
A task will automatically delete itself if you do not name the task. If you would like to keep an empty task, simply add a space in the title field.
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:
- Click the + button in the top bartop barThe top bar appears at the very top of Asana above the header.Read more
- Select Task
From the Quick Add Task window, you can:
- Name the task
- assignassignThe person responsible for the task or subtask. Asana allows one assignee per task or subtask.Read more the task
- Associate the task to a projectprojectProjects are lists of tasks.Read more
- Add a task descriptiontask descriptionTask description is a text field that allows users to add details and context to their tasks.Read more
- Upload an attachmentattachmentA file that is attached to a task or conversation.Read more
- Set a due datedue dateThe date that a task or subtask is due.Read more
- Add Collaborators 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
To take action on a task:
- Click the three dot icon in the right pane and select from the task action menu
From here, you can:
- Enter full screen mode
- Add to projects
- Mark as Milestone
- Make dependent
- Add tags
- Duplicate task
- Create follow-up task
- Make task public
- Access advanced actions
Duplicate Tasks
To duplicate a task:
- Click the three dot icon from the right pane
- Select Duplicate Task
- Identify the components of the task you want to see in the duplicate
- Select Create New Task
You can only duplicate one task at a time.
Merge Duplicate Tasks
If a task closely resembles another, you can merge the two in the right paneright paneThe right pane holds the details of a task or Conversation.Read more.
To merge a duplicate task:
- Click the three dot icon from the right pane and select Merge Duplicate Tasks
- Begin typing the task's name you wish to merge with or select one in the dropdown
- Locate the duplicate task and click
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 paneWhen you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more.
The tagstagsUse tags to mark tasks or group together similar tasks.Read more, Collaborators, and heartsheartsAdding 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 InboxInboxMy Inbox displays activity on tasks, projects, or conversations a user follows.Read more:
- The CollaboratorsCollaboratorsRead more of the duplicate task
- The creator and task assigneeassigneeThe 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 Link
Copy the task URL to easily share it with your colleagues.
To copy a task link:
- Click the Copy Task Link icon at the top of the task pane
Convert Task to Project
To convert a task into a project:
- Click the three dot icon from the right paneright paneThe right pane holds the details of a task or Conversation.Read more
- Navigate to Advanced actions and from the drop-down menu choose Convert to a Project
- Enter the project's name
- Select the team you would like to add the project to
- Identify what fields you would like to convert
- 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 descriptionTask description is a text field that allows users to add details and context to their tasks.Read more | Project description |
| Task assigneeassigneeThe person responsible for the task or subtask. Asana allows one assignee per task or subtask.Read more | Project OwnerProject OwnerEvery project can have one Project Owner. They are able to set status updates for the project.Read more |
| Task CollaboratorsCollaboratorsRead more | Project membersProject membersSomeone that has access to and receives notifications about a project.Read more |
| subtaskssubtasksSubtasks 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 descriptionThe project description is a place to provide teammates with the goals and overview of a project.Read more.
Task attachmentsattachmentsA file that is attached to a task or conversation.Read more and task commentscommentsComment 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 TaskA public task is visible to all Members of the Workspace or Organization.Read more will convert to a Public ProjectPublic ProjectPublic Projects are visible to all Team and project members.Read more
- A Private TaskPrivate TaskA 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 ProjectPrivate 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
How to add a Task to a Project
To add a Task to a Project:
- Click the three dot icon from the right paneright paneThe right pane holds the details of a task or Conversation.Read more
- Hover over Add to another Project and click through
- You now have the option to Add to a Project
- Select the Project you would like to add the Task to
You can also use the shortcut Tab + P to add Task to another Project
From Task details:
- Click the + from the right paneright paneThe right pane holds the details of a task or Conversation.Read more under Projects
- Hover over Add this task to another project and click through
- A list of Project options will appear as before to choose from
Print a Task
You have the option to print out a specific task and its details.
To print a single task:
- Click the three dot icon from the right pane
- Select Print
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:
- Click the three dot icon from the right pane
- Select Full Screen
Delete Tasks
If you create a task in error or decide it's unnecessary, you can delete it.
There are two ways to delete a task:
- From the main panemain paneWhen 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+Backspaceon your keyboard - From the right paneright paneThe 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:
- Click the three dot icon from the right paneright paneThe right pane holds the details of a task or Conversation.Read more
- 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:
- Click Show more… in the sidebarsidebarUse the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed.Read more under Favorites and select Deleted Items
- To restore a deleted task, click the trash can icon
- To delete a task permanently, click on the task and then click Delete Permanently in the right pane
Items that you deleted or created will load in the main panemain paneWhen 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.
Deleted Items in Search Views
You can include or exclude deleted items from any Search ViewSearch ViewA 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:
- Click + Add Filter
- Select More > Deleted...
