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Smart import

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Available on Asana Starter, Advanced, Enterprise, and Enterprise+ tiers, and legacy tiers Premium, Business and Legacy Enterprise.

Visit our pricing page for more information.

Smart import allows you to quickly convert documents into tasks and projects using Asana AI. Import files such as spreadsheets, presentations, and PDFs, and Asana AI will analyze the content to generate structured tasks or projects.

Smart import for projects

Smart import will automatically generate a project with tasks, sections, and custom fields based on your imported content. You can preview and modify the structure before finalizing the project creation.

Smart import for projects allows you to create a well-structured project from an imported file (CSV, PDF, DOCX, XLSX, PPTX, TXT, JPEG, and PNG), making it easier and faster for you to create projects in Asana.

Smart projects will automatically generate a project with tasks, sections, and custom fields based on your imported content. You can preview and modify the structure before finalizing the project creation.

Note iconNote

File attachments must be enabled in your domain to use smart import.

Create a project

To create a project using smart import, choose a Blank project or Import a file.

Create a new project

If you choose Blank project, add a project name, and the Set up a project with AI option will appear. Then click Set up.

From the next screen, add your project's name, the team and privacy settings. Then click Select file to import.

Once you've selected your file you can choose from Direct import or Import with AI. To use smart import, select Import with AI.

Then, you can provide smart import instructions for areas to focus on, format tasks, or use a specific tone. Once you’re done, click Continue.

Instructions can make the upload process more efficient. Here are a few examples of instructions you can provide:

  • Only import content from a specific part of the file. For example, “only import the ‘Overview’ worksheet” from a spreadsheet. This is particularly helpful if your file is very large.
  • Import tasks that meet a specific criteria. For example, “only tasks due in January” or “only tasks in the ‘Planning’ section.”
  • Format the project in a particular way. For example, “create a custom field for priority”, “Create a task for each X”. For example; “Create a task for each attendee / budgeted month.”

If you choose Import a file, select a file or drag and drop it into the window. Then you can provide more instructions to AI.

Note iconNote

Only CSV, PDF, DOCX, XLSX, PPTX, TXT, JPEG, and PNG files can be used.

Generating a preview

Once you’ve generated a preview, you can remove, add, rearrange, or rename sections. Asana AI will create tasks based on the sections. Once you’ve finished editing, click Create project. 

Note iconNote

The preview will show all of the sections created for the project but only some of the tasks to give you a sense of how the final result will look like. Custom fields won’t be shown in the preview, but will be added to the project.

Edit sections in smart import

Smart import for tasks

Smart import allows you to use Asana AI to import documents and convert them into tasks quickly. You can import your work from different files such as spreadsheets, briefs, presentations, or exported files from other tools you manage your work in, helping you save time and consolidate your to-dos in one place. 

Import a file

To import a file:

  1. Open the actions menu in your project
  2. Click Import
  3. Choose Any file

A pop-up window will appear. From here, you can select a file, drag and drop it, or click Paste text instead to paste raw text if your file isn’t supported. 

Pop up for give AI instructions

In the Give AI instructions box, you can provide smart import instructions for areas to focus on, format tasks, or use a specific tone.

For example:

  • Area of focus: Only create tasks from a specific section in the document provided.
  • Format: Use a specific format for naming tasks.
  • Tone: Use language appropriate for IT teams.
Note iconNote

Only CSV, PDF, DOCX, XLSX, PPTX, and TXT files can be used.

Once smart import has finished analyzing the information, a new window will appear, showing you the tasks it has created.

Select tasks

From here, you can edit the task titles, due dates, and assignees. You can also check the boxes for the tasks you want to add. 

Once you’ve finished editing, click Add and your tasks will be added to your projects.

Import tasks to My tasks

You can use smart import in My tasks.

Smart import in my tasks

To use smart import in My tasks:

  1. Click the actions drop-down in My tasks
  2. Click Add tasks via AI

Tips for uploading a good file

If you work with other tools, you can export files from these tools and import them to Asana. Follow these tips to ensure the files you upload to Asana provide you with optimal results.

Asana AI will analyze your document in two main ways:

  1. It synthesizes the information in the file to intelligently predict and create relevant tasks
  2. It looks for explicit tasks, such as items in a "Milestones" or "To-Do" section

For optimal results, we recommend the following:

  • Use clear, well-structured documents under 25MB in size for better task extraction. If you have a document where more than 50 tasks will be expected, consider splitting the document.
  • Include sections or tabs with clear headings like "Action Items" or "Next Steps" and specify them in the instructions for extraction 
  • Provide specific AI instructions for more tailored results. For example:
    • Area of focus: Only create tasks from a specific section in the document provided.
    • Format: Use a specific format for naming tasks.
    • Tone: Use language appropriate for IT teams.

 

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