Connect your work across Asana

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.

Use @mentioning

How to use @mentioning

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

@mentioning creates a link to projects, conversations, teammates, or tasks from any description or comment field in Asana. Use @mentioning to:

  • Ping a teammate (they'll see Type @ and then start typing the name of the person or information in Asana you want to connect.

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

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.

Create dependencies

How to create task dependencies

First navigate to the dependent task, then click task actions menu (three dots icon) from the Read more and select Mark as Dependent 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

You can also easily set dependencies directly on your Timeline by clicking the connector icon that appears when hovering over a task and then dragging to another task.

GIF of creating dependencies on a Timeline in Asana

Once selected, the task will now be marked as dependent 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.

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. You can easily drag and drop tasks within Timeline to easily resolve any dependency overlaps and keep your project on track.

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 use dependencies

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.

Plan your project with Timeline to easily see and map out dependencies before your team gets to work for an even smoother workflow.

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”

Use 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, or sort your projects by them.

Track anything with custom fields in Asana. Use Asana for your editorial calendar and sort by custom fields to see all your work by stage, for example

When to use custom fields

GIF of accessing and creating custom fields by clicking the blue link at the top of a project in Asana

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

Capture project briefs and request details to action them faster with forms

Your team might be used to making requests and outlining project requirements in docs and email. But this information is often disorganized and incomplete, causing confusion and slowdowns, if not just falling through the cracks. Instead you can create forms to standardize the request process. When submitted, forms connect to a specific project to capture the information you need up front, and track it easily in one place.

Screenshot of a form created with Asana to submit a creative brief

Forms can be submitted by anyone—even if they don’t use Asana—by sending them the form link. Once submitted, the form details turn into a task in your project so it can get prioritized.

Set up a form by following the steps outlined here.

Connect your work across tools and email with integrations

Asana helps you manage and coordinate your work, but you probably use a variety of tools to get things done across G Suite apps, Microsoft, Slack, Adobe Creative Cloud, and more.

That’s why Asana integrates with top tools and apps to keep everything connected, reduce duplicate work, and make collaboration more seamless. Integrations are especially powerful with email and messaging tools to keep conversations actionable. With the Gmail Add-on, Outlook app, or Slack integrations, you can turn conversations into a task without having to switch tools. And for creative, the Adobe Creative Cloud integration enables them to see and action Asana tasks right in Illustrator, Photoshop, or InDesign.

SCREENSHOT of Adobe Creative Cloud integration with Asana task visible in Adobe program

See all Asana integrations on the apps page.

Monitor all of your projects towards an initiative together with Portfolios

Regardless of role, work entails following a lot of moving projects. Many employees have responsibilities that entail reporting updates to others in the organization. Portfolios help you monitor, report, and see the real-time status of all your projects for a specific initiative (like tracking all the major projects that ladder up to your company goals/OKRs.)

Portfolios pull information from each project’s Progress tab and include custom fields options to quickly show you the most important information at a glance, all in one view. You can use Google Sheets reporting to further visualize and analyze progress and what’s at risk.

Portfolios are the best way to keep track of all projects for a specific initiative or team in one place

How to use Portfolios

You can access Portfolios from the sidebar and create one for any group of projects you’d like to track together.

  1. Click into the sidebar and choose Portfolios.
  2. Click New Portfolio, name your Portfolio, then create it. We recommend creating portfolios for each major initiative, company goals/OKRs, or highest priority projects by team, etc.
  3. Once created, click the Add Project button and type the name of any and all projects you want to keep track of in the portfolio.
  4. Now you will see a list of projects with columns that show each project’s status, progress, dates, priority, and Project Owner.
  5. From here, you can add more custom fields to track in your portfolio, or filter and sort by any field.

Tips for when to create a portfolio

  • If you’re responsible for managing multiple projects at once (for example, leading marketing campaigns or product launches.)
  • If you report on progress for major initiatives to leadership or executives (like OKR tracking, or department-level status updates.)
  • If you manage client projects or accounts (so you can see all projects for that client together and get a quick pulse on progress)
  • If you’re a manager that has multiple 1-1’s (to keep all of them in one place and make them easy to find.)
  • If you’re a heavy user of our favoriting feature, Portfolios can help you better organize projects that matter most to you.

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