Find and report on work
- Skip Ahead to
- Your Asana reporting game plan
- Tips to make work easily searchable
- How to search in Asana
- Create Advanced Search reports
- Examples of search reports
Whether you’re a project manager trying to identify obstacles or an individual preparing for reviews by gathering a record of your work, Asana keeps all of your work together and helps you make sense of it quickly with search.
Looking for ways to report on project progress and portfolios? Check out our status updates and project progress article.
Why use Asana for searching and reporting on work?
- Cobbling together information from documents, email, chat, or meetings is difficult and time consuming. Even when you have all the information you need, you still need a way to slice and dice it to get meaningful insights.
- When work isn’t accessible, you have to go on wild goose chases to track it down. What happens when new employees join the company or current employees leave?
- Asana gives you a searchable history of work that’s quickly accessible and easily sortable.
Your Asana reporting game plan
To find work and create reports in Asana, follow the steps below. Then continue reading for tips on how to use search and examples of search reports.
- Use Asana as your team’s source of truth. If projects and communications aren’t in Asana, you can’t search for them meaningfully. Get your team in the habit of tracking all work and the conversations that go along with them in Asana.
- Check out our pointers to get your team on board.
- Track your work in ways that make it easiest to search. We’ll give you some tips in the next section.
- Learn how to use Advanced Search. We’ll teach you.
- Save searches for easy access to reports you run often.
Tips to make work easily searchable
How you track your work in Asana is up to you, but there are ways to make it more easily searchable so anyone can get complete, organized results.
- Give all tasks clear, actionable names. Naming a task “draft customer blog” versus “blog” can help refine your search results—especially if the task is copied from a template.
- Give all tasks due dates, assignees, and put them in projects. This makes it much easier to narrow down your search.
- Use custom fields to categorize tasks in projects by certain criteria.
How to search in Asana
Search in Asana is as simple as typing into the search bar in the top bar. You’ll get a list of corresponding tasks, projects, and conversations that contain your search term. Search is sufficient if you’re just trying to quickly find something in Asana.
To refine your search criteria and start creating reports, however, you’ll need Advanced Search. You can search anything from completion date and assignee to custom fields and task creator (and more.) You’ll get a list of tasks, projects, and conversations that match your criteria.
Advanced Search reports are especially helpful for project managers, team leads, and managers trying to get a quick, clear picture of bandwidth, progress, or work that’s at risk.
Create Advanced Search reports
To create a report, click inside the search bar, and select Advanced Search from the dropdown. From here, you can specify your search criteria and/or terms (keep in mind you don’t always need a search term). You can use as few or as many search filters as you’d like. Check out our Help article for detailed instructions on creating an Advanced Search.
Once you’re done searching, you can save your search by clicking the star in the header. That way, you’ll be able to access your report anytime from the sidebar. The search results are always automatically up to date.
Examples of advanced searches you can run in Asana
Here are some examples of reports to create:
- Checking bandwidth—Search for tasks assigned to a teammate due in the next week to quickly check their bandwidth.
- Work you need to follow up on—Search for tasks you’ve created for others that are incomplete.
- Tasks at risk—Search for tasks with a “high priority” custom field due today or tomorrow. Great for project managers to keep up a project’s momentum.
- Blocked approvals—Search for tasks with a “ready for review’ custom field and provide feedback for assignees to unblock work waiting on their approval.
- Work I’ve completed this quarter—Search for tasks assigned to you that were completed in a specific date range. Great for anyone to see and prove their contributions.
- Project progress—Search for tasks completed in a certain project to see what’s been accomplished so far.
By tracking your work in Asana, you can get meaningful insights about you and your team’s contributions fast.