Connect your work

One of the major “a-ha!” moments in Asana is when customers realize they can connect their work across Asana and see it in different places—without duplicating anything or losing context. This saves time so teammates don’t have to search for what they need, or re-create work that is being tracked elsewhere.

@mentioning

How to use @mentioning

Use @mentioning to link to projects, conversations, teammates, or tasks from any description or comment field in Asana. Type @ and then start typing the name of the person or information in Asana you want to connect.

Use @mentioning to link to teammates, projects, conversations, and tasks

When to use @mentioning

  • Linking to background information—@mention another task, project, or conversation so their previous work history and context are immediately accessible. Your teammates won’t have to search for this information either.

  • Calling out related tasks—If one task is related to another, you can @mention the other task in a comment or task description so teammates are aware of other relevant work that is happening.

  • Address a comment to a specific teammate—@mention your teammate in a task or conversation to add them as a follower. They’ll get a notification and can direct their attention to your comment.

Add tasks to multiple projects

How to add tasks to multiple projects

Add a task to multiple projects without duplicating work

The task above 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. Type Tab + P and use the + button that appears to add the task to as many projects as needed. If a task is updated, the changes are reflected in both projects (since it’s the same task, but listed in two projects). You can see the same information in different contexts and projects, without duplicating work.

When to add tasks to multiple projects

  • You want to discuss a task in a meetingAdd the task to your meeting project and keep it in the original project. Then you won’t forget to discuss it and can see it in context with work occurring around it.

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

  • Your task relates to a high-level goal or milestoneTrack goals in a project with your team or company. When you have a project that tracks the steps you will then take to achieve that goal, you can keep the goal task in your goal project, as well as the project tracking your initiative.

Mark tasks as waiting on

How to mark tasks as waiting on

First navigate to the dependent task, then click task actions menu (three dots icon) from the Read more and select Mark as Waiting On…. You can search for and select the task that will need to be completed before you start on the current task.

Show dependencies in Asana by marking tasks as waiting on others

Once selected, the task will now be marked as waiting on another. You’ll see a yellow banner at the top of your task to let you know that it’s not ready to start yet. Once your task is ready to start, you’ll receive a notification in Read more that you’re ready to get started.

Asana dependencies show what task you’re waiting on, when it is due, and the task assignee.

If the due date gets changed on the first task, you’ll receive a notification so you can update the due date for your dependent task accordingly.

When to mark tasks as waiting on

Some projects aren’t as simple as working through a task list in order. When you have more complex projects, or multiple teams working on a project, dependencies help you keep track of all of the moving pieces and ensure work starts at the right time, with any changes communicated easily along the way.

Here are a few ways you could use dependencies:

  • Product launches: “Launch to all users” is waiting on “Incorporate feedback from beta testers”
  • Editorial calendar: “Finalize blog for staging” is waiting on “Incorporate copyedits”
  • Event planning: “Secure venue” is waiting on “Approve budget”
  • Bug tracking: “Prioritize fix” is waiting on “Reproduce bug”
  • Design reviews: “Begin designs” is waiting on “Select color palette”
  • New hire onboarding: “Elect benefits” is waiting on “Obtain login information from IT”

Custom fields

Adding custom fields to a project means you can track even more information in each task. Create drop-down, number, or text fields to capture information and track progress, status, and more. You can even use the same fields across different projects, see them in Calendar View and run advanced searches to report on them and make comparisons between tasks.

Track anything with custom fields in Asana

How to add custom fields

Add custom fields to any project by clicking the project actions drop-down menu and selecting Manage Custom Fields. From here you can create and manage your custom fields according to what information you need to track. Once added, the fields will appear in the List View of that project, as well as in the task description of any task in that project. Anyone with access to that project can edit the field values.

How to create custom fields in Asana How to manage custom fields in Asana

When to use custom fields

The ways to use custom fields are almost limitless (see our Help article for examples), but here are some general considerations to help you decide when to add them to a project.

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 search for or report on specific data fields (like priority, hours, stage, etc.)

Viewing custom fields in an Advanced Search in Asana

Learn more: Connecting your work

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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.