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Shareable notes in Asana

In This Article

Available on Asana Starter, Advanced, Enterprise, and Enterprise+ tiers.

Shareable notes are part of an early-access program and are available only to selected customers.

Notes in Asana have evolved into flexible, standalone objects that go beyond simple project tabs. You can now create private notes for unstructured thinking, organize them in a central index, and share them seamlessly across tasks, projects, portfolios, and teams without duplicating information. This enhancement streamlines information management and improves collaboration across your organization.

This article covers how to create standalone notes, manage permissions through inheritance, and organize your documentation using the new notes index and project views.  

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What are shareable notes?

Shareable notes have evolved from simple project note tabs into independent objects in Asana. A note can live on its own or be attached to multiple work objects at once. When you update a note, the changes appear everywhere it's referenced.

You can use notes to capture brainstorming, follow ongoing discussions, or document decisions without copying the same text into multiple tasks and projects.

Creating a note

You can create a note from your global notes index or from the context where you are already working.

When you create a standalone note from the notes index, the note is private to you. You can draft ideas, outline plans, or collect links without sharing anything with your team until you are ready.

When you create a note from a project, team, or portfolio, people who can already access that place generally gain access to the note as well. This makes it easy to create documentation that automatically appears to the right collaborators.

Using the notes index

The notes index is a central place where you can see and manage the notes you have access to.

From the index, you can create new notes, browse recent notes, and search by title or recent activity to find what you need. Filters help you focus on notes you created, notes shared with you, or notes attached to specific work.

To create a note from the notes index:

  1. Click Notes on the sidebar
  2. Select Create note
  3. From here, you can add a title and start typing your notes

You can attach your notes to work by hovering over the Attached to column and clicking Attach.

Permissions and privacy

Notes you create from the index are private to you until you share them.

When you attach a note to a task, project, team, or portfolio, people with access to that place can see the note as well. A note can gain access from more than one source. For example, if you attach the same note to two different projects, members of both projects can see it.

You can adjust access to a note from its share settings. Notes support discrete access levels to control who can edit or view content:

  • Note Admin: The creator of the note. Admins have complete control over sharing and settings. Note: Note Admin status supersedes project access levels.
  • Viewer: Can read the note but cannot make changes.

When you attach a note to a project, team, or portfolio, the note inherits the members of that container. Permissions are additive, meaning a user cannot have less access to the note than they have to the container it is attached to.

  • Projects: When a note is attached to a Project, inheritance is ON by default. All project members gain access to the note.
  • Portfolios: When a note is attached to a Portfolio, inheritance is ON. All portfolio members gain access to the note.
  • Teams: When a note is attached to a Team, team members are granted default access. Note that Team Admins are not automatically made Note Admins.
Note iconNote

If a note is attached to multiple objects (e.g., attached to both Project A and Team B), members of all projects and teams will gain access to the note.

Notes in projects

You can manage collections of notes within your projects.

Notes attached to a project appear in the project's Files tab. This view acts as a repository where you can:

  • View a list or grid of all notes associated with the project (e.g., a running history of meeting agendas).
  • Filter attachments to view only notes.
  • Create new notes directly inside the project context without overwriting existing ones.

Note iconNote

If you previously used the Note tab in a project, your content is safe. These have been automatically converted to standalone notes attached to that project, ensuring you retain all functionality while also allowing you to share them elsewhere.

Attaching notes to tasks

You can connect documentation directly to actionable work.

  • Task attachments: In the task pane, click the Attach (paperclip) icon. You can select an existing Note or create a new one. These notes will also appear in the project's central Files view.
    • Note: Removing a Note as a tab within a project does not remove it as an attachment from the project. 
  • Work Graph linking: You can link to a note in any task description or comment using an @mention. This creates a "chip" or text pill that links directly to the note.
  • Backlinks: If a task, goal, or other object is mentioned inside a note, a backlink will appear in that object's activity feed, keeping your unstructured and structured work connected.

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Shareable Notes in Asana | Asana Help Center