CAPABILITIES
Company Type
Topics
- All Asana features
- You’ve been invited to Asana; now what?
- Navigating Asana
- Different types of tasks
- Set up your ideal workspace
- How to use Asana help resources
- New navigation in Asana
- Asana desktop app
- Create tasks in Asana
- Collaborating in Asana
- Quick-start guide to Asana
- Getting started with Asana’s mobile app
- How Asana works
- Create projects in Asana
- Top features to discover
- Structure your projects clearly
- Assign tasks to teammates
- Comments, messages, and status updates
- Powerful Asana features for work management
- Stay informed with your Asana Inbox
- Maximize productivity with My tasks
- Create projects quickly with templates
- Manage and prioritize your tasks
- Automate and scale your work with the Customize menu
- Find work fast with search
- Connect your tools with Asana
- How to invite team members to Asana
- Reporting with dashboards
- Monitor initiatives and track work with portfolios and dashboards
- Reporting with workload
- Tracking project progress
- Top Asana integrations
- Planning with Asana calendar
- Asana for team leads
- Setting and tracking progress towards goals
- How to choose the right project blueprint for your work
- Plan and execute projects with a deadline
- Customize your projects and portfolios
- Share project updates
- How to cancel your Asana trial
- How to add payment details to a trial
- Make the most of your Asana trial
- My trial has ended, what happens to my tasks, rules, and workflows?
- How to sign up for a free Asana trial
- Purchasing a subscription after a trial
- Set goals during your Asana trial
- Turn your trial into a paid plan
- Invite others during your trial
- Add movement to your workflow
- Multi-home tasks to avoid information silos
- What is a workflow?
- Automate how work moves through stages
- Build the foundation of your workflow
- Assign work automatically with custom fields
- Use dependencies to kick work off at the right time
- Request a task review with a simple automation
- Control how tasks are added to projects
- Building cross-functional workflows in Asana
- Moving your everyday workflows to Asana
- Schedule tasks based on priority
- Form customization
- Task Templates
- Custom fields
- Formula custom fields
- Bundles
- Time tracking in Asana
- Dependency types
- Forms
- Email communication with form submitters
- Filtering and sorting custom fields
- ID custom fields
- Field mapping in forms
- Manual rule triggers
- Rule permissions
- Applying bundles to projects
- Rules integrations for cloud storage and file sharing
- Rule actions
- Sharing a form
- Variables in rules
- Rules integrations for productivity and communication
- Setting dates in rules
- Management dashboard for project templates
- Rules integrations and widgets
- Rule execution history
- Rule triggers
- Rules integrations for operations and support
- Bundles FAQ
- Bundle management and permissions
- Management dashboard for global fields
- Rules integrations for sales and services
- Reference custom fields
- Auto-shifting dates for dependent tasks
- Custom field types and limitations
- How to export all time entry data from Asana as CSV via API
- Conditions and branching in rules
- Approvals
- Workflow builder
- Rules
- Project templates
- Task dependencies
- Microsoft Teams and Asana integration
- Asana for Outlook add-in
- Asana for Gmail add-on
- Zoom meetings in Asana
- Asana for Tableau integration
- Power BI integration
- Google Sheets & Asana
- Google and Asana
- Google Forms and Asana
- GitHub and Asana integration
- Calendars and Asana
- Google Calendar + Asana
- Asana for Adobe Creative Cloud
- Google Smart Chips
- Instagantt + Asana
- Zapier and Asana
- Vimeo and Asana
- Chrome Extension + Asana
- Asana for Jira Cloud FAQ
- Jira Data Center
- Zoom transcripts for automation and AI Studio
- How to create a Zoom call notes workflow with AI Studio
- Enabling permissions for Asana-built and Microsoft 365 integrations
- Outlook Calendar and Asana
- Tray.io + Asana
- ServiceNow & Asana
- Wufoo and Asana
- Web forms & Asana
- Zendesk integration
- Asana for Jira Cloud
- Jira Data Center FAQ
- Asana and Workplace from Meta
- Splunk + Asana
- Salesforce in Asana integration
- Asana in Salesforce AppExchange (being deprecated)
- API
- Asana app in Claude
- Asana app in ChatGPT
- Migrating time tracking data from Everhour to Asana
- Compliance management: API and integration support
- Slack and Asana
- Progress, status, and connecting work to goals
- Goal types and templates
- Goals strategy map
- Write great goals with Asana Goals
- Weighted goals
- Viewing and filtering your goals
- Asana Goals FAQ
- The goal tracking process with Asana Goals
- Lead the goals management process in your organization with Asana Goals
- Goals privacy and sharing
- Get started with Asana Goals
- Email tasks to Asana
- Task actions
- My Tasks
- Scheduling tasks using start dates, due dates, and times
- Text formatting in Asana
- Task fields
- Rules in My tasks
- Converting tasks into projects
- Views in My tasks
- Custom fields in My tasks
- Save time in Asana
- Understanding tasks
- Subtasks
- Task comments and attachments
- Tags
- Custom task types and statuses
- Proofing
- Preparing data for CSV import
- Sections
- Gantt view
- Import data from other tools to projects in Asana
- Understanding projects
- Timeline
- Notes view
- Calendar view
- List view
- Project overview tab
- Managing tasks and dependencies with timeline
- Project owner and members
- Files view
- Critical path on timeline
- Project customization and views
- Gantt view FAQ
- Embedded media project view
- Advanced CSV import options
- Board view
- Shareable notes in Asana
- Project importing and exporting
- Teamless projects
- Project permissions
- Permissions overview
- Read-only links
- Task permissions
- Project privacy settings
- Custom field access levels
- Team sharing
- Forms access permissions
- Edit restriction on custom field values
- Private custom fields
- Asana custom field permissions
- Project admin access level
- Viewer project access level
- Team content permissions for team admins
- Domain-wide admin controls
- Sharing and limiting access to teams
- Team permissions
- Editor access level
- Individual project permissions
- Asana for Agile and Scrum
- Asana for team meetings
- Pipelines
- Ideas and brainstorms
- End-of-month close processes for Finance teams
- Giving feedback and approvals
- How to apply a RACI Matrix in Asana
- Project intake
- Organizational strategic planning
- Resource planning
- Plan and manage company goals
- Using Asana to track customer feedback
- One-on-ones
- Using Asana for project management
- Using Asana for your product roadmap
- Asana for Sales and Account Management teams
- How to use Asana for account tracking
- Video production calendar
- Marketing strategic planning
- Event planning with Asana
- How to create a content calendar in Asana
- Campaign management
- Creative production
- Managing design feedback and critique meetings
- Sharing feedback on AI features
- Asana AI customization
- Asana AI features and admin controls
- Smart goals
- Smart import
- Smart fields
- Smart projects
- Smart editor
- Smart chat
- Create with AI
- Get started with Asana AI
- Smart summaries
- Amazon Q index
- Smart rule creator
- Asana AI FAQ
- Smart status
- AI Teammates
- AI add-on beta services
- Words to workflows in AI Studio
- Work smarter with Asana AI
- AI Studio FAQ
- AI Studio Plus
- Connect your Smart workflow with the right data sources
- AI Studio models
- Writing instructions in AI Studio
- How to structure a prompt in AI Studio
- Create Smart workflows with AI Studio
- AI Studio pre-built AI rules
- How the Use AI variable works
- Troubleshooting in AI Studio
- AI Studio - Human in the loop
- An admin's guide to AI Studio
- Introduction to Asana AI Studio
- AI Studio credit optimization
- AI Studio add-on and pricing
- eDiscovery Resource Center
- Multi-org deployment
- Mandatory two-factor authentication
- Enterprise Key Management (EKM)
- Asana EU Data Centre
- HIPAA Compliance
- Asana and Global Trade Compliance
- How to access the admin console
- Privacy and security
- Two-factor authentication
- Accounts
- Service accounts
- Setting SAML group mapping for licenses
- Multiple accounts and merging
- Data retention policy
- Asana account email policy
- Delete your Asana account
- Managing password settings in the admin console
- SAML group mapping and SCIM interaction
- Access and permissions
- IP allowlisting in Asana
- Compliance management add-on
- FedRAMP Compliance
- Permissions management add-on
- Global authentication settings
- Automatic guest removal
- Mobile apps security permissions
- Understanding user role permissions
- App management and integrations
- Asana Japan Data Center
- SecureAuth for Enterprise Organizations
- Profile field editability controls
- Claiming admin permissions on work items
- Provisioning and deprovisioning users with SCIM
- Asana IP address ranges and hostnames
- Admin security controls
- Admin and super admin roles in Asana
- Role-based access control (RBAC) with custom roles
- How to separate Asana accounts
- Data Residency for Asana
- Setting up Asana roles in Microsoft Entra ID with SCIM
- Authentication and access management options for paid plans
- Setting up Asana roles in Okta with SCIM
- Your Asana account
- Managing an organization
- University organizations
- Managing people in organizations
- Managing teams through the admin console
- Managing organization settings
- A guide to divisions in Asana
- Asana Sandboxes
- Workspaces and organizations FAQ
- Advanced division management
- Division access and management FAQ
- Manage approved workspaces
- Membership and collaboration in workspaces
- Managing members in an organization
- Understanding workspaces
- Managing workspaces
- Introducing Asana Gov
- Managing members and teams in a division
- License assignment in divisions
- Payments in CAD and KRW currency
- Payments in MXN and BRL currency
- Norway VAT
- New Zealand GST
- Indonesia VAT
- Iceland VAT
- EU VAT
- Changes to automatic payments in India due to RBI regulations
- Australia GST
- Adding payment methods for manually invoiced customers
- Upgrading or changing your Asana plan
- United Kingdom VAT
- United States sales tax
- Switzerland VAT
- South Korea VAT
- South Africa VAT
- Singapore GST
- VAT/GST & Sales Tax
- Accessing your billing page
- Payment methods and invoices
- Billing settings in the admin console
- Billing
- Subscription management and upgrades
- Philippines VAT
- Canada GST/HST, QST, and provincial sales tax
- Security and billing for divisions
- How to cancel your Asana plan
- Learn about Asana Premium features
- Learn about Asana Legacy Enterprise features
- Divisions
- Learn about Asana Starter features
- Learn about Asana Advanced features
- Modify your Asana plan
- Manage your growing Asana subscription
- Learn about Asana Business features
- Asana Personal Plan details
- Pricing and purchases
- View only
- Asana for nonprofits
- Asana subscriptions and pricing
- Troubleshooting browser and connectivity issues
- Accidental deletion
- Tasks and subtasks
- Security and permissions
- Navigation and display
- Upcoming discontinuation of personal projects spaces
- Asana Forum basics
- Salesforce AppExchange Integration Deprecation FAQ
- Asana Certification FAQ
- How do I get support from Asana?
- Recover deleted tasks, projects, and more
Available on Asana Starter, Advanced, Enterprise, and Enterprise+ tiers, as well as legacy tiers Premium, Business, and Legacy Enterprise.
Visit our pricing page for more information.
What is a variable?
A variable is a way to reference key task data within a rule. Variables allow you to create dynamic, flexible rules to fit your workflow.
Important notes about variables
- Many variables will not appear until you have selected a trigger. This is because certain variables are specifically associated with the rule's triggering task. For example, custom field variables won't be available to view or use until the rule has a trigger.
- Rules may fail silently if there are issues with variable values. Currently, there are no alerts when this happens. Common scenarios include:
- When a "set date" action using a variable attempts to set a task's start date to after its due date.
- When an app action provides data that doesn't match the rule's expected type (e.g., attempting to set a number custom field to a non-number value).
- App actions have their own distinct variable behavior patterns.
Which variables can be used?
When rules run, you can reference variables from the following categories in your tasks: Task, People, Dates, Custom fields
Note
People variables are further refined into Task creator, Assignee, and Rule triggerer
You can specify the exact value that the variable displays when the dynamic value is used.
For example, you may wish to refer to the name of a task in a block of text, without @mentioning it, or there may be cases where referring to the task ID number is preferable.
See all variables and the different ways you can display them below.
Task variables
| Task variable | How the dynamic value is displayed |
|---|---|
Default | @mention or URL of task which triggered rule |
Name | Plain text name of task which triggered rule |
Description | Content of description field of task which triggered rule |
ID | ID number (e.g. 1205100117625723) of task which triggered rule |
People variables
People variables are divided into 3 subcategories:
| Task creator | Assignee | Rule triggerer | How the dynamic value is displayed |
|---|---|---|---|
Default | Default | Default | @mention or URL |
Name | Name | Name | Plain text name |
Email | Email | Email | Email address |
ID | ID | ID | ID number (e.g. 1205100117625723) |
Date variables
| Date variable | How the dynamic value is displayed |
|---|---|
Trigger time | Date and time the rule was triggered |
Start date | Start date of task which triggered the rule |
Due date | Due date of task which triggered the rule |
Creation time | Creation time and date of task which triggered the rule |
Custom field variables
| Custom field variable | How the dynamic value is displayed |
|---|---|
Text custom field | Current value in the text field of the task which triggers the rule |
Number custom field | Current value in the number field of the task which triggers the rule |
Single-select custom field | Current value in the single-select field of the task which triggers the rule |
Multi-select custom field | Current value in the multi-select field of the task which triggers the rule |
Formula custom field | Current value in the formula field of the task which triggers the rule |
Date custom field | Current value in the date custom field of the task which triggers the rule |
People custom field | Current value in the people custom field of the task which triggers the rule |
Project variables
| Project variable | How the dynamic value is displayed |
| Default | Display as URL or @mention |
| Name | Display as text |
Section variable
| Section variable | How the dynamic value is displayed |
| Name | Display as text |
Examples of variables in action
This example shows what variables look like when building a rule.
According to the rule, when a task is moved to the Triage section, the rule is triggered and a subtask is created. The subtask contains many variables, each referring to a piece of data from the task which triggered the rule.
Building a rule with variables
-
Task variables can be used in task titles when the rule creates a task, subtask, or approval. In this example only the task name and task ID variables are used.
-
Task variables can also be used within the task description. In this example, all 4 task variables are used in the subtask’s description for illustration purposes.
- Note that the Assignee and Due date fields also support variables. See date variables and people variables.
Output of a rule action using variables
On the left, see the task which triggers the rule when moved into the Triage section of the project. The variables used in the rule will pull the task’s name, description, and task ID into the subtask which is created.
On the right, see the subtask created when the rule is run. The subtask contains the Task, Task name, Task description, and Task ID information which has been pulled from the task which triggered the rule.
Rule actions which support variables
See the various rule actions which support different variables.
Add comment
The Add comment rule action supports all variables and their values, meaning you can reference any Task, People, Date, or Custom field variable, and choose exactly which value (Default, Name, Email, ID) you wish to display when the rule runs.
Set assignee
The Set assignee rule action supports all People variables, meaning you can select Task creator, Assignee, or Rule triggerer. As the action only related to changing the assignee field, the specific values of the variables (Default, Name, Email, ID) are not relevant or supported with this action.
Create task, Create subtask, Create approval
When using the Create task, Create subtask, and Create approval actions, there are four areas within these tasks where variable can be employed; Task name, Task description, Due date field, and the Assignee field.
The Task name field supports all variables and their values
The Task description supports all variables and their values
The Due date field supports all Date variables
The Assignee field supports all People variables
Set text field
The Set text field action, which is used to update a text custom field, can support variables.
Using variables with Asana's Gmail rule integration
Asana's Gmail rule integration allows you to send an email from your Gmail account to your chosen recipient based on triggers you choose. The Send email action can now support variables.
Variables are supported in the To, Reply to, Subject, and Body fields.