Power user checklist

If you’ve completed the onboarding checklist and you’re ready to learn more, you’ve come to the right place!

These features were created to connect your work and teammates and help you save time. (They also lead to the most “a-ha” moments with existing teams using Asana). Once you’ve mastered them, you’ll be even more productive at work—and a true Asana expert.

1. Connect information with @mentions

Use @mentions to link to teammates, projects, tasks, and conversations from any description or comment field in Asana. Just use an @ and start typing the information you want to connect.

Linked projects and people in a task description

Use @mentions for:

  • Linking to background information: Link to another task, project, or conversation so that previous work history and relevant conversations are immediately accessible.

  • Calling out related tasks: If one task is closely related to another, include the link to the other task in the comments or task description.

  • Address a comment to a specific person: @mention your teammate in a task or conversation to direct your comment to them. They’ll get a notification and be added as a follower to the task or conversation.

2. Add tasks to multiple projects

Adding a task to another project

This task is in two projects, including “Website Launch” & “Weekly Team Meeting”

A key step to making Asana fit your workflow is adding a single task to multiple projects. To do so, type Tab + P and use the + button that appears to add the task to as many projects as needed.

This enables you to view the same information in many different contexts, without duplicating work. If a task is updated, the changes are reflected in both projects (since it’s the same task that is just listed in two projects).

Here are a few scenarios when adding tasks to multiple projects is particularly useful:

  • You want to discuss a task in a meeting: Add the task to your meeting project and keep it in the original project.

  • Your task relates to a high-level goal or milestone: Track goals in a project with your larger team or company, and track the action steps in a separate project with only your immediate team. Put the goal task in both the “Goals” project and “Action steps” project.

  • The task is relevant to more than one project: Add tasks that require a handoff or work from two teams to both teams’ projects, so everyone can track progress, without duplicating information or conversations about the task.

3. Use advanced search to run reports

Create Search Views to slice and dice, sort, and filter information in Asana, in any way you choose. Search Views allow you to create customized list of tasks based on projects, people, due dates, and other criteria. You can favorite Search Views for easy access later.

Creating a report with advanced search

Some useful Search Views: Here are a few suggestions of reports you can create using Search Views:

  • What your team has completed recently: Specify the Assignee(s), select Completed, and set the due date to within the last week or month.

  • ** What your team needs to get done soon**: Specify the Assignee(s), select Incomplete, and set the due date to within the next week.

  • Tasks you’ve assigned that are not yet complete: Select Tasks I’ve Assigned to Others from the search bar. Then click Refine Search in the upper left-hand corner, and change the completion status to Incomplete.

4. Use multi-select to update many tasks at once

Press shift and the arrow keys to highlight multiple tasks at once. Then drag them, assign them, set due dates, or make any other edits. Your changes will be reflected on all the tasks you select.

5. Use keyboard shortcuts to work even faster

We designed Asana to be quick! One of the keys to speed in Asana is learning keyboard shortcuts.

Here’s the complete list of keyboard shortcuts. You can see these in Asana by typing Cmd/ or Ctrl/ (a keyboard shortcut for keyboard shortcuts, so meta). Some of our favorites are below:

  • Tab+Q - Quick Add task

  • Tab+M - Assign to me

  • Tab+Y - Mark as Today

  • Shift+down arrow - Multiselect many tasks, this works with shift + any arrow key.

  • Tab+F - Add follower

  • Colon (:) to a task name - Turn a task into a Section heading

  • Tab+↵ - Jump to task list/main pane

  • H in Inbox - Hide read items

6. Assign copies of a task

Assign copies of a task to multiple teammates, or even to a whole team, with just a couple of clicks from the task assignee field.

When to assign copies of a task:

  • When you need feedback on a document, assign copies of a review task to all the relevant stakeholders for comments or approval.

  • When a routine process needs to get done, like open enrollment for benefits, assign tasks to everyone on your team to make sure they get it done by the deadline.

  • Assign copies for each team member to add agenda items to your team’s weekly meeting project prior to your next meeting.

Assign copies directly from the assignee field in the task details.

7. Set up integrations

Many of the tools you already use at work integrate with Asana. Set up a few integrations to streamline your workflow and track all your work in Asana.

Asana has integrations for a wide variety of workflows: * File storage: Dropbox, Google Drive, and Box * Communication: HipChat, Slack, OnBoardify * Development: Instabug, GitHub, Phabricator * Reporting: Instagantt, Hourstack, Weekdone

See a full the list of integrations here.

Hooray, you’re now an Asana power user!

By now, you are likely an expert at tracking your work and getting results. Feel free to revisit this checklist or the onboarding checklist [link] any time. Here are a few more resources you might find useful:

  • Help: Check out the Help section if you have a question about specific features.

  • Videos: A collection of videos that highlight features, workflows, and examples of ways you can use Asana. These are helpful when you need inspiration or ideas about what to do in Asana, or want to share what Asana does with teammates.

  • Asana blog: Stay up to date with new product launches, suggestions for working smarter with your team, and more, by visiting and subscribing to our blog.

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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 your projects forward with Asana.

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 recieving updates about them.

You ultimately have control over all 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.