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Asana Inbox

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Inbox is your notification center for Asana. Your inbox displays updates on projects you're a member of, and tasks that you collaborate on or that are assigned to you within a given workspace or organization. You can control which projects you receive inbox notifications for through project notification settings.

Learn the basics of task management in our Getting started with Asana virtual training. Register now.

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If you visit Asana regularly and don’t want to receive email notifications, you can turn them off and check the updates in tasks and projects using Inbox.

To access Inbox:

Click Inbox from the sidebar. The notifications for your organization or workspace will appear in the main pane. The most recent will be in view first. Inbox activity will appear on the task details pane when you click on the notification.

Main pane actions:

When you click on your notification from the main pane, you have the option to: Create a follow-up task, Mark as unread, Add to bookmarks or Archive notification.

 
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If you want to read an inbox message later, you can mark it as unread. You can also mark messages as read without opening them. Click here to go straight to your Asana Inbox.

New notifications

An orange dot will appear next to Inbox in the sidebar when there are unread notifications.
New notifications

New notifications in your inbox will have a blue dot next to them. If there's new activity in a task within a project you will see a bubble.

New notification.png

You'll also notice a black dot next to the Asana logo in your browser's tab.
 
Notifications with new comments or attachments will have a bubble showing the number of new comments or attachments.
Comment bubble 
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Working in Inbox

There are three tabs in Inbox: Activity, Bookmarks and Archive.

Activity tab

You'll see an inbox notification when:

  • A task is assigned to you
  • A task is unassigned from you
  • A task assigned to you is approaching its due date
  • A task assigned to you has passed its due date
  • A task assigned to you has its due date changed
  • A task you are collaborating on has new attachments uploaded to it
  • A task you are collaborating on has new comments posted to it
  • A task you are collaborating on is marked complete
  • A task you created or are assigned to receives a like
  • A task you are collaborating on is merged with another task
  • You have been added as a collaborator to a task
  • Your comment receives a like
  • Your attachment receives a like
  • Your task completion receives a like
  • You are @mentioned in the task description
  • You are @mentioned in a comment on a task
  • A message is created in a team that you are a member of
  • A comment is posted on a team or project message you are a collaborator on
  • A project you are a member of has new tasks added to it, depending on your project notification settings
  • A message is started in a project you are a member of
  • The status of a project you're a member of has been updated
  • The status of a task you've been waiting on has been changed
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Inbox will only display notifications for actions and changes performed by others. You will not see inbox notifications about actions that you perform yourself.

Archive inbox notifications

After you've read or taken action on a notification in the Inbox tab, you can archive it. Hover over the inbox notification symbol and click Archive notification. Once a notification has been archived, it will be sent to the Archive tab.

If you want to clear your inbox, you can archive all of your notifications at once, however please note that notifications older than 4 weeks are not archived when selecting "Archive All". The archived inbox will clear itself after 4 weeks.

Archive all inbox notifications:

  1. Click on the three dot icon on the top bar
  2. Click Archive all
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You can also scroll to the end of your inbox and click Archive all notifications

Archive tab

This tab is where you can find any inbox notifications that you've archived in the past.

If there are any older notifications you want to preserve, you can send them back to the activity tab by clicking the same icon. Hover over the Inbox notification and click Move to Inbox. The notification will then reappear in the Activity tab.

 

What happens to archived notifications?:

If you archive a critical notification from your inbox within 30 sec, you won’t receive an email notification. For any other notification, you won’t receive an email notification if you archive them within 60 min.

Batch notifications:

If you’re receiving multiple notifications within an hour of each other, Asana will batch them for you and send in one single email.

Critical notifications like task assignments and tasks comments will always be sent individually, but updates around new tasks created or completed will be batched.

Task comments and task assignments are never batched.

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The 30 second threshold for receiving email notifications only applies for critical notifications. For less important notifications, the wait period is 60 minutes.

Bookmarks tab

You can bookmark any of your inbox notifications. Bookmarks can be used for something important that you would like to have quick access to, as well something you would like to save to check in or reference later.

Weekly overdue tasks

When you have tasks that are past their due date, you will receive a weekly overdue tasks reminder to your inbox. These reminders are sent on a weekly basis.

You can receive these reminders to your email too. To manage these notifications from your inbox:

  1. Navigate to your inbox and click Manage notifications
  2. Navigate to the Notifications tab
  3. Open the Email notifications drop-down
  4. Turn on or off the Overdue tasks summary toggle

Task details pane in Inbox

You can take action on tasks from either tab of your inbox.

The task details pane is always open so it is easy to see at a glance what has changed and the action required.

If you want to see the task in the context of a project it belongs to, click the project name and the project will load in the main pane.

Inbox filter and sort options

Using your inbox toolbar, you can filter and sort the type of notifications you receive.

You can filter notifications by:

  1. From person (choose a specific person)
  2. In project (choose a specific project)
  3. @Mentioned me
  4. Assigned to me
  5. Assigned by me
  6. Read status (Read or unread)
  7. For me (combination of tasks assigned to you and @mentions)

You can sort by:

  1. Newest (see most recent notifications first)
  2. Relevance (see timely, actionable notifications first)

You can choose a density type:

  1. Detailed
  2. Compact

The compact view that shows more notifications on screen for faster scanning. Use it when you want a denser and efficient way to review updates.

After applying filters and sorting your tasks, you can click Save view and this will be your default view.

Saved tabs

Saved tabs allows you to apply multiple filters simultaneously and save these custom views as tabs.

Apply your desired filters and click the drop-down arrow next to Save view and click Save as new tab. From here, you can rename your new tab. 

Right-click on your new tab to rename it, set it as default, make a copy or remove it.

Access your notification settings

You can easily access your notification settings from your inbox by clicking Manage notifications  at the top of your inbox.

From the Notifications tab in My Settings you can access browser, Slack, project, portfolio, and email notifications. You can input your preferred email for email notifications on activity updates and summaries with an option to turn on, off, or pause notifications.

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Asana Inbox: Your Central Notification Hub