Create and use Asana templates

If your team has workflows they normally follow, you don’t need to recreate those tasks and projects in Asana every time. Whether you create your own custom template or use an Asana-created template, it’s easy to set up a workflow so you don’t have to start from scratch or miss any steps.

Create custom templates

Create custom templates for common workflows and projects to save time on future project setup and ensure that everyone is following the right processes. You can update these templates as you refine your processes and learn from past projects.

Create a new custom template:

  1. Create a new project to capture a sequence of tasks your team completes regularly.
  2. Add the appropriate sections, columns, or custom fields to organize and categorize your work clearly.
  3. You can assign tasks, include attachments, and task details to the template project in advance. You can also include more details in the project descriptionproject description The project description is a place to provide teammates with the goals and overview of a project. Read more about the workflow and how to use the project.
  4. Once you’ve made the project template, click the project header dropdown, and select Save as a Template. Make sure to not delete or archive the project.

Turn an existing project into a custom template:

  1. Once you’re done using the project for current work, remove information that isn’t needed, such as due dates, assignees, and attachments.
  2. After your project is cleaned up, click the project header dropdown and select Save as a Template.

Save any project as a template by clicking the project header dropdown and selecting Save as a Template

Use a custom template:

  1. To use your templates, create a new project by clicking the + button in the top bar.
  2. Click the Templates tab in the new project screen. Your custom templates will be organized by team.
  3. After you find the template you want to use, and select Use Template to create a project using this template.
  4. Once you’ve selected your template, you can name your new project and select which team it needs to be in. Click Create Project when you’re ready.

Create a new project from a custom template by heading to the templates tab then scrolling through available templates

Examples of templates to create

Here are a few examples of where you could try making a template project:

Check out the ways to use Asana section of the Guide for even more inspiration across a variety of team types and examples.

Use Asana-created templates

If you want to save even more time or need help getting started, check out our Asana-created templates. Our pre-made templates help you set up a variety of workflows that you can further customize to meet your team’s needs.

To use Asana-created templates:

  1. Create a new project by clicking the + button in the top bartop bar The top bar appears at the very top of Asana above the header. Read more .
  2. Click the Templates tab in the new project screen. There are two free templates, with additional templates available to Premium users.
  3. Select Use Template to create a project using this template, or Preview to see what’s in the template.
  4. Once you’ve selected your template, you can rename the template, and choose which team the project should go in. Click Create Project when you’re ready.

Asana-created templates are easy to use and can help your team get started on a project quickly

Create template tasks

You can also duplicate tasks that have repeatable workflows.

Duplicate a task and select the fields to copy over to your template task

Create a template task or duplicate an existing task:

  1. Create a new task. We suggest you use “template” or “duplicate me” in the task name, so it’s easy to find using search and so nobody accidentally modifies it.
  2. Add all of the steps as subtasks (to create the subtasks quickly, use the keyboard shortcut Tab+S).
  3. Be sure to make the template task public or add followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more , so that others can access it.
  4. Duplicate the task by clicking the … button in the top right corner of the task, then selecting Duplicate task….

Examples

Here are a few examples of where you could duplicate a task:

To make a template task library, create a “template” tagtag Use tags to mark tasks or group together similar tasks. Read more . Tag all of your template tasks, then starstar Users can star projects, people, tags, or custom search views to easily access them in the sidebar. Read more the tag, so the list is accessible from your sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more later.

With the flexibility of Asana, you can use templates to build out entire workflows and processes so your team can jump into work and not worry about missing a single step.

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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.