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
AI Studio is available on Starter, Advanced, Enterprise, and Enterprise+ plans. Visit asana.com/ai to learn more about the launch of Asana AI Studio.
This article answers frequently asked questions about AI Studio - from how to get started to how permissions, data access, and model selection work. If you’d like to go further, you can also earn the AI Studio Foundations skill badge in the Asana Academy. You’ll learn how to write effective prompts, plan smart workflows, and troubleshoot common issues.
Related articles
- Introduction to Asana AI Studio
- Create smart workflows with AI Studio
- Writing instructions in AI Studio
- AI Studio add-on and pricing
- Asana AI FAQ
- Troubleshooting in AI Studio
Getting started with AI Studio
How do I access AI Studio?
To access Asana AI Studio, follow the steps detailed in this article.
Is there an Asana Academy course available for AI Studio?
Yes. You can take the AI Studio Foundations skill badge in the Asana Academy to learn how to build smart workflows and write effective instructions.
How can I connect with other creators using AI Studio?
We have a dedicated AI Studio Forum section. This is a space designed for discussing AI Studio, sharing tips and use cases, and asking questions.
AI Studio features and functionality
How does @mentioning teams work?
You can @mention a team in Asana in the same way as you would mention a task or project. This allows the LLM to see the names of up to 200 members of the team and to see who the team admins are. This means it's possible to use AI to add members of a team as collaborators on a task, or assign a task to a team admin.
What’s the difference between instructions and conditions?
Instructions and conditions serve different purposes in a smart workflow:
-
Instructions are essential—they tell Asana AI how to perform a task by providing context, goals, and guidelines.
-
Conditions are optional—they determine whether an action should happen based on certain criteria.
What are instructions?
Instructions guide Asana AI’s behavior in a smart workflow. They provide necessary context, goals, and details on how Asana AI should complete a task. Every AI-powered workflow must have instructions.
What are conditions?
Conditions work like "if-then" statements. After a trigger event, the rule checks if a condition is met before proceeding with an action. If the condition isn’t met, the action won’t occur. However, not all workflows require conditions.
What is a conditional check by AI, and how is it different from regular conditions?
A conditional check by AI is similar to a regular condition, but instead of using fixed criteria, Asana AI evaluates the condition itself. This allows for greater flexibility, as Asana AI can assess more complex or nuanced situations.
AI Studio models
Which model should I choose for my smart workflow?
AI Studio currently offers a choice of six large language models for use in your smart workflow. The right model to use depends on the type of work to be done and the potential cost.
Claude Sonnet 4.5
High cost. Great at writing documents and most tasks.
Claude Opus 4.1
Very high cost. Best at writing documents and following complex guidance.
Claude Sonnet 4
High cost. Good at writing documents and most tasks.
GPT-5
Medium cost. Best for complex tasks and following detailed guidance.
GPT-5 mini
Very low cost. Best for most tasks.
Claude 3.5 Haiku
Medium cost. Good at summarizing and classifying information.
Recent changes to AI Studio models
We’ve recently made updates to the models available in AI Studio. To ensure better performance and a consistent experience, we have upgraded all rules using older models. The following models are no longer available for rules: Claude Sonnet 3.5, Claude Opus 4, o1, o3-mini, GPT-4o, GPT-4o mini. On October 20, 2025, rules using legacy models were automatically migrated as described below:
- Claude Sonnet 3.5 → Claude Sonnet 4.5
- Claude Opus 4 → Claude Opus 4.1
- o1 → GPT-5
- o3-mini → GPT-5
- GPT-4o → GPT-5
- GPT-4o mini → GPT-5 mini
Improved performance, same cost: The upgraded models are more intelligent and also consume the same or fewer credits, so your overall credit usage will not increase.
Automatic transition: You do not need to do anything to enable this transition. On October 20, 2025, rules using legacy models were automatically migrated for you as described above.
Permissions and user roles
Is there a limit on the number of builders?
No, there isn’t a limit.
How do the builder’s permissions affect the smart workflow’s access?
The smart workflow can only access projects and tasks that the builder has permission to see. If the builder doesn’t have access to a project, they can’t set up Asana AI to interact with it. Likewise, if the builder can't view certain tasks, Asana AI won’t be able to see or analyze them when the smart workflow runs.
Can guests be builders?
No, guests can’t be builders.
Data and security
Is AI Studio HIPAA compliant?
Yes, customers on Asana’s HIPAA offering can enable AI Studio. For more information on Asana AI and its data protections, please see Asana AI FAQ.
When a rule is run on a task, what data can the AI access?
When building a smart workflow in AI Studio, you can dictate the data that Asana AI has access to. This gives you control over exactly what data is handled by Asana AI. By default, an AI-powered rule can access two things:
- The data from the task that triggers it.
- Data from the project that the rule lives in and the tasks in that project.
If a task is multi-homed in several projects, the rule cannot identify the other projects unless they are explicitly mentioned in the instructions.
You can give Asana AI access to additional data in AI Studio by configuring instructions in the following ways:
- Specifically @mentioning tasks, projects, portfolios, goals, teams, workloads, or users to provide access to those objects.
- Attaching documents or third-party attachments to the instructions.
For more information, visit the article: Create smart workflows with AI Studio.
Task data to access from input tasks
An input task refers to the task that directly triggers a rule. You have two options under the Data to use from tasks section of the AI instructions:
- Task data, comments
- Task data, comments, activity, linked tasks
Task data is the default, non-configurable set of data that may be referenced along with any task. InThis data includes:
- Title
- Description
- Assignee
- Due date
- Start date
- Custom fields (only those with values)
- Type (e.g., approval, milestone)
- Approval or completion status
- Creation time
- Last modified time
- Projects
- Sections
- Creator
- Comments
- Custom fields
- Collaborators
- Project Section
- Health Score
- Attachments on the input task*
*For Asana AI to see attachments, you must check the Include attachments added to tasks checkbox.
If you choose to include activity and linked tasks in addition to the task data and comments, the following are sent to Asana AI:
- Task activity
- Task data for parent tasks
- Task data for dependent and blocking tasks
- Task data for all subtasks
AI Studio and web access
Web access is currently in early access and only available for Advanced (annual), Enterprise, and Enterprise+ customers.
What is web access in Asana AI Studio?
Web access is a feature that allows Asana AI to gather real-time information from public websites. This includes both conducting web searches and reading content from specific user-provided links.
What kind of links can AI Studio read?
Asana AI will read:
- URLs included in the guidance of a smart workflow rule
- URLs present in the task which triggers the workflow
Where do I enable web access?
Admins can enable web access from the Asana AI section in the admin console. Once enabled, users can customize access per workflow in AI Studio.
Does it support all AI models?
Yes, both Anthropic and OpenAI models support web access.
Is web access HIPAA-compliant?
No. This feature is not available in HIPAA-compliant workspaces due to limitations set by Asana's AI providers.