Find and report on work

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.

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.

  1. 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.
  2. Track your work in ways that make it easiest to search. We’ll give you some tips in the next section.
  3. Learn how to use Advanced Search. We’ll teach you.
  4. 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.

Use search in the top bar to find any work you’ve tracked 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.

Use Advanced Search to select your search criteria

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. Star any searches to save them to your sidebar for easy access

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.
  • 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.

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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.