By tracking your projects, tasks, and conversations in Asana, you’re creating a searchable history of your work. Using Advanced Search Reports and My Dashboard, you can easily create reports about your tasks, projects, team, and more to get insights and visualizations.
Using Advanced Search
Use Advanced Search to create and save custom reports of completed work, upcoming work, priority work, and work across teams and projects (and more). Search across nearly any project and task detail—from completion date and assignee to custom fields and task creator. You’ll get a list of tasks and/or conversations that match your criteria.
Creating Advanced Search Reports
We’ve created a few pre-made Advanced Search Reports for you: Tasks I’ve Assigned to Others, Tasks and Conversations I’ve Created, and Tasks and Conversations I’m Following. Access these in the dropdown when you click on the search bar.
You can also customize your own reports by clicking inside the search bar, and selecting Advanced Search from the dropdown. From here, you have a multitude of ways to search for the criteria you’re looking for. Check out our Help article for detailed instructions on creating an Advanced Search.
You can create and save an Advanced Search Report with just a few clicks.
If you run the same search often or want to have quick access to them, save your Advanced Search Reports, and they will show up in your sidebar under Reports.
Advanced Search Report examples
You can use Advanced Search Reports to find out a wide array of information about your work in Asana, but here are a few examples:
- Recently completed tasks by project or teammate.
- Tasks that are due in the next week to check a teammate’s bandwidth.
- Incomplete tasks that are due tomorrow to make sure work is on track.
- All tasks marked with a high priority custom field value.
Project Progress Views
Progress Views provide summaries for each project, and automatically populate My Dashboard when you add the project to your Dashboard.
Using Progress View
You can access the Progress View by clicking on Progress in the header of any project. Updating the status regularly in Progress View makes My Dashboard even more powerful. Try out our suggestions below:
Assign a Project OwnerProject Owner Every project can have one Project Owner. They are able to set status updates for the project. Read more . This is the person responsible for moving the project forward, oversees the workflow, and triages tasks in the project. They can receive a reminder task once a week to update the project status.
Give the project a due date. This date will show up on the progress chart and is helpful for tracking progress towards your goal.
Update the project status regularly to notify your team of progress. Select a color (red, yellow, or green) to indicate if a project is “on track,” “at risk,” or “off track,” and add a written update to provide more details.
Project members will get an Inbox notification when someone posts a new status update, and your Dashboard will be updated in real time.
Start conversations from a status update. Status updates will appear in a project’s Conversations View and project members can reply when they have questions and feedback.
Look at the progress chart to see momentum and progress. Tasks remaining (incomplete tasks) over time are shown in blue, and completed tasks over time are shown in green. The project due date appears on the chart in grey. You can also filter the chart by sections by clicking the gear icon next to Progress in the chart.
Getting in the habit of regularly updating your Progress View means Project Owners can quickly convey key decisions and status updates to give clarity to their team about what’s happening on projects, and your Dashboard will provide you an accurate at-a-glance view of all of them at once.
Reporting and progress updates in My Dashboard
Advanced Search Reports and Progress Views are only the beginning of getting insights from the work you’ve added and completed in Asana. My Dashboard gives you a qualitative and quantitative overview of progress on projects, and are particularly useful when an executive or manager needs high-level updates.
How to use My Dashboard
When you access My Dashboard in Asana’s topbar, you will see a collection of project cards, which display the information in each project’s Progress View. My Dashboard is a high-level overview of multiple projects that you care about.
Project cards in your Dashboard show the Project Owner, a written status update, a progress chart that shows the number of remaining and completed tasks, and a “red, yellow, green” status at the top. It’s a like a smaller version of Progress ViewProgress View Progress View helps you track task completion in a project over time and get status updates from Project Owners. Read more in a project.
My Dashboard defaults to display every project you are the project owner of, but you can customize your Dashboard by adding or removing projects. You can add projects to your Dashboard in a few ways:
- Click Add Project Summary from your Dashboard.
- Head to the Progress View of a specific project you want to add, and click the Add to Dashboard button.
- Head to a specific project you want to add, click the project actions dropdown menu in the project header, and select Add to Dashboard
Here are a few other tips for navigating My Dashboard:
- You can sort projects in your Dashboard by status color, due date, or alphabetically. You can also drag and drop them into a custom order of your own.
- Clicking a progress chart will show you the full Progress View, and if you click on the project name, you can navigate directly to the project.
- Once you’ve customized your Dashboard, you can share the URL with your teammates. You can also recommend which projects your teammates add to their own Dashboard (since these are customizable at the individual level.)
Learn more: My Dashboard
For more detailed instructions on customizing your Dashboard, check out this Help article.
Dashboard reporting in Google Sheets
If you’re overseeing many projects that are similar, using Dashboard reporting in Google Sheets can give you a more granular view and allow you to do deeper comparisons across projects. You can create custom reports and visualizations from Asana project data to understand what’s on track and what might need attention.
Using Dashboard reporting in Google Sheets
Before you open a Google Sheet from your Dashboard, make sure the projects you want to have data for have been added to your Dashboard.
Reporting in Google Sheets is especially powerful when you have several projects in your Dashboard. With Asana Premium, you can add as many projects to your Dashboard as you like.
Once you have the projects you need on your Dashboard, click Open Report in Google Sheets in the header of My Dashboard. Your Google Sheet will open in a new tab. First time users will need to authorize Asana to connect with their Google account.
The possibilities of reports you can create from Dashboards in Google Sheets are almost limitless. For more in-depth instructions and examples, read our Help article. Here are some ideas of questions you can answer:
- Which projects are at risk and due soon?
- Which project owners are pushing work forward quickly?
- What portion of your projects are on track?
- Is work focused or spread across projects?
- Which teams have projects that are close to completion?
The power of tracking your work in Asana becomes clear when you can see all of your team’s work meaningful way to help you direct efforts and priorities, monitor progress, and ultimately celebrate victories.