Task fields & Tags
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- Mark tasks complete & incomplete
- Due dates,times, & recurring tasks
- A task's associated projects
- Task Description
All task fields can be found and modified from the right pane. Click any task to reveal its details in the right paneright pane The right pane holds the details of a task or Conversation. Read more .
From the right pane, you can:
- AssignAssign The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more the task
- Set a due datedue date The date that a task or subtask is due. Read more & due time
- Like the task
- Build a list of subtaskssubtasks Subtasks break a task into smaller pieces. Subtasks, like tasks, have assignees, due dates, comments, and hearts. Read more
- Upload attachmentsattachments A file that is attached to a task or conversation. Read more
- Identify what project(s) the task is in
- Mark the task completecomplete To mark a task with a checkmark to indicate that it is done. Read more or incomplete
- Add a description to give the task more context
- Post a commentcomment Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more
- FollowFollow Add followers to any task and they will receive notifications about updates to the task. Read more or unfollow the task
Task names are often the calls to action for the task.
You can change the name of a task either:
Mark tasks complete or incomplete
Mark a task complete to indicate that it is done.
You can mark a task complete by either:
- Clicking the check icon from the main pane
- Clicking the check icon from the right pane
Conversely, you can mark a task incomplete again if there is still work to be done.
To mark a task incomplete again:
Click the check icon from the right pane
By default, only incomplete tasks will appear in your My Tasks and projects. You can change the View to also show completed tasks. With completed tasks shown, you can also mark a task incomplete from the main pane.
Task Due Date & Due Time
Set a due date or due time to let your teammates know when a task should be completed by.
To set a due date:
Click the Due Date field and either type a date or select it from the Calendar.
Tab+Dto focus on the due date field.
To remove a due date:
Hover over the due date field and click the X icon that appears.
Along with due dates, you can set a due time for each task.
To set a due time:
- Click into the Due Date field
- Select Add due time
To remove a due time:
- Click into the Due Date field
- Click the X icon next to the due time
If you only set a task due time with no due date, the due date will default to today’s date.
Recurring or repeating tasks
If you have a task that you need to complete on a regular basis, you can set it up as a recurring task.
Your Calendar will only display the next occurrence of a recurring task.
When a recurring task is marked complete, it will duplicate all the information into a new task with a new due date. The interval you’ve set for your task’s recurrence will determine the new due date.
All fields (except task comments) are copied over when a recurring task copies itself, including subtasks.
To set a task as a recurring task:
- Click into the Due Date field
- Select Set to repeat
If you set a parent task to repeat, do not set any of its subtasks to repeat as well. Doing so will result in the recurring subtask to duplicate exponentially.
From here, you can:
- Repeat - set how often you want the task to repeat (daily, weekly, monthly, yearly, periodically)
- Interval - recurring tasks repeated weekly, monthly, or periodically also have an option to set an interval
Due dates for periodically recurring tasks are determined by the date the task was last completed.
Recurring Task Quick Tips
- If you want a task to repeat on weekdays, set the task to repeat Weekly then check the MTWTF boxes
- If you want a task to repeat quarterly, set the task to repeat Monthly and select to repeat every 3 months
- If you want a task to repeat bi-annually, set the task to repeat Monthly and select to repeat every 6 months
You can also stop a recurring task from repeating ever again.
To stop a recurring task from repeating:
- Click into the Due Date field
- Click the Repeat field
- Select Never
Alternatively, removing the entire due date from the task will stop the task from repeating again.
Shift multiple due dates in a list
If a whole project’s deadlines change, you can adjust the due dates of all its tasks with this shortcut:
- Click the View menu 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
- Select Tasks by Due Date
- Multi-selectMulti-select Multi-select allows you to take action on multiple tasks at once. Read more your desired tasks
- Press and hold the
⌘( on Mac) or
Ctrl(on PC) key on your keyboard, then use the up/down arrows to adjust all of the due dates a day at a time
A task’s associated projects
A task can belong to up to 20 different projects at any given time. You can see all projects a task belongs to in the projects field in the right pane.
A task’s associated projects will appear:
You will see the task in every project that it is associated with. This is useful when a task might be relevant to concurrent goals and when its due date and completion is relevant to multiple projects.
The task will exist simultaneously in all of those projects. This will not duplicate the task - if you complete the task in one project, it will be completed in all projects it is associated with.
To add the task to another project:
Hover over the project name in your task pane, and click the pencil or + icon. The pencil icon will only appear for tasks that are associated with one project.
Tab+Pon your keyboard to quickly focus on the projects field.
To remove the task from a project:
Hover over the project name in your task pane. Click the X icon next to the project, or click the + icon to add it to a another project.
Task descriptions allow you to describe, give directions, or add any other context for a task.
The descriptions field is in the right pane of each task. Click into the field to begin editing it.
Use a Like to quickly confirm, approve, or praise your teammate’s work.
Tab+Hon your keyboard to quickly like a task.
To like a task:
Click the thumbs up icon from the right pane.
You can also like tasks via Inbox notifications.
Once the task is liked, it will appear:
To un-like the task, simply click the Heart icon again.
You will see a like option for:
- Task commentscomments Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more
- Task attachmentsattachments A file that is attached to a task or conversation. Read more
- Task completion
Tags allow you to give tasks additional context or to group similar tasks for easy viewing.
You might use a tag to track the state of a task or to categorize them.
Tags on a given task will appear to the right of the task name or in the tags field in the right pane.
Click the tag’s name to view a full list of tasks associated to that tag.
To add a tag to a task, either:
- Click the three dot icon from the top of the right pane and select Tags in the dropdown
- Click the + icon next to the tag field in the right pane
Tab+Tto focus on the tag field.
To remove a tag from a task:
Hover over the tag’s name and click the X icon that appears.
To create a tag after clicking the + icon:
- Enter the name of your tag
- Select New Tag from the autocomplete results
When typing the tag name, you will see a drop down menu of existing tags with similar names. Select a tag from the drop down if you are looking to add the task to an existing tag.
Rename or Delete Tags
To rename or delete a tag:
- Click the tag’s name from the right pane (or main pane). Notice that a list of tasks associated to the tag appear in the main pane
- Click the drop down arrow from 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
- Select Rename Tag or Delete Tag
Once a tag is deleted, all tag followers will get an email notification about the deletion with the tag ID. If the deletion was in error, anyone can contact us with the ID to have the tag restored.
Use tag colors to make your tags more visually distinct.
To edit a tag’s color:
- Click the tag’s name from the right pane (or main pane). Notice that a list of tasks associated to the tag appear in the main pane.
- Click the drop down arrow from the header
- Select Set Highlight Color This will give the tag name a color in the main pane and the right pane
Tags inherit the permissions of the tasks they are associated with:
- Tags associated with 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 be private to the assignee and followers of that task
- Tags associated with tasks within a private projectprivate project Private Projects are visible to the Project Members only. Read more will be private to the Members of that project
Learn more in the permissions section of the Guide.
If someone attempts to use a tag that exists within a project or task they do not have permissions to, a duplicate tag will be created.
Using tags vs. custom fields
Tags and custom fields allow you to categorize, filter, and denote information in Asana. We strongly advocate for custom fields for standard use across an Organization because they are more visible and robust, while tags are more informal. Here some scenarios to help you decide:
Use custom fields if you:
- Want to add certain data to all the tasks in a project
- Have standard information you need to track on tasks across projects (e.g., priority level, time costing, work stage)
- Want to make sure your teammates fill out certain information for each task in a project
- Need to sort or search by specific data fields
Use tags if you:
- Need ad-hoc tagging, you have unlimited options, or aren’t quite sure what needs to be tagged at the time of creation
- Need to see the tag from My Tasks
- Only need to mark a few tasks within a project
- Want to mark template tasks