Tasks are the basic unit of action in Asana. You can: create new tasks, duplicate an existing task, merge two tasks together, print a task or delete a task.
Task names are listed in the main pane. Click any task to load its details in the task details pane.
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Create tasks
Create tasks quickly by typing them in a list in the main pane or by using our quick add shortcut. You can also create tasks by sending a message from any email address associated with your account or via your iOS and Android devices.
Task names are often the calls to action for the task, while more specific information resides in the task description, an editable field in the task details pane, and in the comments.
Type tasks in a list
Think of Asana's main pane as a text editor. Create and edit tasks by typing text in the main pane.
To create a new task:
- Select any existing task in the main pane
- Press
Enteron your keyboard - Begin typing the task name
A task will automatically delete itself if you do not name the task. If you would like to keep an empty task, simply add a space in the title field.
Add task from list view
To add a new task from list view:
Click the + Add new button near the top right of the main pane.
Use quick add
Use quick add to easily create a task from anywhere in Asana.
Press
Tab + Qon your keyboard to open up the quick add task dialog.
From the quick add task window, you can:
- Name the task
- Assign the task
- Associate the task to a project
- Add a task description
- Upload a file
- Set a due date
- Add collaborators to the task
Available custom fields will show in your quick add menu when you add the task to a project that uses them.
Task permissions
Learn more about task permissions and how to adjust them in the permissions section of the Guide.
Task actions
To take action on a task:
- Click the three dot icon in the task details pane and select from the task action menu
From here, you can:
- Enter full screen mode
- Add to projects
- Mark as milestone
- Make dependent
- Add tags
- Duplicate task
- Create follow-up task
- Make task public
- Access advanced actions
Milestones
Milestones are available for all Premium, Business, and Enterprise customers.
Milestones mark specific points in time along a project timeline to track major progress points that must be reached to achieve success. In Asana, milestones are a task type. This means any task in a project can be made into a milestone.
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Create a milestone
To create a milestone from a project:
- Click the drop-down arrow next to the Add new button
- Select Add milestone
You can also convert existing tasks into milestones.
To convert a task into a milestone:
- Click on the three dot icon
- Select Mark as milestone
Duplicate tasks
To duplicate a task:
- Click the three dot icon from the task details pane
- Select Duplicate Task
- Identify the components of the task you want to see in the duplicate
- Select Create New Task
You can only duplicate one task at a time.
Merge duplicate tasks
If a task closely resembles another, you can merge the two in the task details pane.
To merge a duplicate task:
- Click the three dot icon from the task details pane and select Merge duplicate tasks
- Begin typing the task's name you wish to merge with or select one in the dropdown
- Locate and click on the duplicate task
You will be navigated to the other task (its project will load in the main pane) and you'll see an undo option at the top of the main pane.
The tags, collaborators, and likes of the duplicate task will be added to the master task. The duplicate task will be marked complete and you will see the word [Duplicate] affixed to its name.
We will notify the following people about the merge via email (if they have email notifications turned on) or inbox:
- The collaborators of the duplicate task
- The creator and task assignee of the master task
Attachments from the duplicate task will not be added to the master task.
Copy task link
Copy the task URL to easily share it with your colleagues.
To copy a task link:
- Click the Copy task link icon at the top of the task details pane
Convert task to project
To convert a task into a project:
- Click the three dot icon from the task details pane
- Navigate to Convert to and from the drop-down menu choose Project
- Enter the project's name
- Select the team you would like to add the project to
- Select Blank project or Use a template
- Select Convert
In organizations, you also select what team the project should be created in. By default, the project will be created in the same team as the original task.
Your new project
After a task is converted into a project, many of its details will convert over to the new project:
| Original field: | New field: |
|---|---|
| Task name | Project name |
| Task assignee | Project owner |
| Task collaborators | Project members |
| Subtasks | Parent tasks |
Additionally, a link to the original task will be included in the project description.
Task files and task comments do not convert over and will remain in the original task.
The original task
A link to the new project will be included in the original task's right pane.
Permissions
After a task is converted into a project, the new project will inherit the original task's permissions.
- A public task will convert to a public project
- A private task will convert into a private project
A task private to a group of members will convert:
- To a public project in a free workspace, team, or organization
- To a project private to a group of members in a Premium workspace, team, or organization
How to add a task to a project
To add a task to a project:
- Click on the three dot icon from the task details pane and select Add to another project
- Search for and select the project you would like to add the task to
You can also use the shortcut
Tab + Pto add a task to another project
From task details:
- Click the + from the task details pane under Projects
- Hover over Add this task to another project and click through
- Search for and select the project you would like to add the task to
Print a task
You have the option to print out a specific task and its details.
To print a single task:
- Click the three dot icon from the right pane
- Select Print
Full screen mode
Enter full screen mode if you'd like to focus on a single task or if presenting in a meeting.
To enter full screen mode:
- Click on the Full screen icon from the top of the task details pane
You can also use the keyboard shortcut
Tab + Xto enter full screen mode
Multi-select
Multi-select is an easy and efficient way to take action on multiple tasks at once.
To select multiple tasks from a list view in the main pane, use any of the following methods:
Available in list view only:
Click + Shift + Click
- Click the first task in your desired selection
- Hold the
Shiftkey on your keyboard - Click the last task in your desired selection
Click + Shift + Arrows
- Click the first task in your desired selection
- Hold the
Shiftkey on your keyboard - Use the up or down arrows to select adjacent tasks
Available in list and board view only:
Click + Drag
- Click the first task in your desired selection
- Drag the mouse to the last task in your desired selection
Ctrl/Cmd + Click (for non-adjacent tasks)
- Hold the
CTRLor⌘key on your keyboard - Click each desired task
Once you've multi-selected your tasks and the toolbar appears, you can:
- Add them to a project or move them to another section in a project
- Copy the task links
- Delete the tasks
- Access additional task options
Once tasks are multi-selected, you can mass change the assignee, due date or custom fields.
When you click the three dot icon, you can:
- Mark all selected tasks incomplete
- Add collaborators to all selected tasks
- Mark all tasks as milestones
- Mark all tasks as approvals
- Make all tasks dependent on another
- Merge duplicate tasks
Remember you can use keyboard shortcuts to take most of the actions listed above.
You can also drag and drop your selected tasks in the main pane to move them to another section of your project.
Delete tasks
If you create a task in error or decide it's unnecessary, you can delete it.
There are two ways to delete a task:
- From the main pane: click into the desired task and press
Tab+Backspaceon your keyboard - From the task details pane: click the three dot icon and select Delete task from the drop-down menu
To delete a task from the task details pane:
- Click the three dot icon from the task details pane
- Select Delete task
Deleted items view
You will need to create a Deleted items search view and then add this view to your sidebar. The deleted items view allows the person who created or deleted a task, goal, subtask, or message to restore it. This is the equivalent of a trash can or recycle bin on your computer.
Premium, Business, and Enterprise users can create a Deleted items view by starting an advanced search and following the steps below:
To search for deleted items, or create a deleted items search view:
- Click into the search bar at the top of your Asana instance.
- Click on Advanced search at the bottom of the list.
- Click Add filter.
- Select More > Deleted... and click Search.
- Click the star icon next to Search results and name your saved search Deleted items or something similar. This search will then be added to your favorites in the sidebar.
Please note that you will need to favorite that search in order for it to appear in your sidebar.
Deleted tasks will stay in Deleted items for 30 days, after which point they will be permanently deleted.
You'll also find deleted messages in the Deleted items view.
Users on a Basic plan will need to reach out to our Support team in order to have a deleted item recovered.