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Team sharing

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Team sharing lets you share projects and portfolios with entire teams, and makes it simpler to manage access and notifications at scale.

Team sharing for projects

Paid users in organizations can share projects with up to 10 teams in Asana.

To share a project with a team:

  1. Click the Share button at the top of a project
  2. Search for and select the team(s) to share the project with
  3. Choose the access level for each team
  4. Click Invite to share the project

Team members will be indirect members of the project through their team's access. An indirect member is a user who is granted access to a project through a team.

Notifications for team sharing

When inviting a team to a project, you have the option to customize their notification settings. Project admins and team members can customize notification settings for a team by navigating to the Manage notification settings link in the share modal.

Manage notification settings

Users can always manage notifications themselves by navigating to a project's Notification settings. Here they can toggle notifications on or off for things like status updates, messages, and new tasks.

Who can share a project with a team?

Project admins and editors can share a project with a team in Asana.

Paid users in organizations can share projects with up to 10 teams, while free users are limited to only sharing projects with the project's containing team.

Team sharing for portfolios

Available for Advanced, Enterprise, and Enterprise+ customers.

Team sharing for portfolios makes it possible to share a portfolio with entire teams, as well as with individuals.

To share a portfolio with a team:

  1. Click the Share button at the top of a portfolio
  2. Search for a select the team(s) to share the portfolio with
  3. Choose the access level for each team
  4. Click Invite to share the portfolio

 

Team sharing for portfolios

Use the options in the portfolio share modal to choose notification settings and access levels for the team(s) you share the portfolio with.

Team sharing for custom fields

Team sharing for custom fields allows you to easily grant access to a custom field to all members of a specific team. This is especially useful when your team needs to use and report on the same field across multiple projects. When a field is shared with a team, all current and future members of that team will automatically receive access to the field, based on the role you assign.

How team sharing works for custom fields

When editing a custom field, you can share it with a team to make the field available to all team members in any project they can access. Each team can be assigned one of the following roles:

  • User: Can view and use the field.
  • Editor: Includes User permissions, plus the ability to edit field settings (like dropdown options).
  • Field admin: Includes Editor permissions, plus the ability to rename the field and manage who it’s shared with.

You can also continue to share the field with individuals directly. A person's highest level of access—across team and individual roles—will apply. New members added to the team will inherit the team’s assigned access level automatically.

How to share a custom field with a team

To share a field with a team:

  1. Click the dropdown arrow next to the field name and select Edit field settings.
  2. Next, click Field access settings, then click Add people, emails, or teams.
  3. Search for and select the team you want to share the field with.
  4. Choose the appropriate access level: User, Editor, or Field admin.

Things to note about custom field sharing

  • Guests are limited to User access, if they’re added directly or through a team.
  • You can share a field with multiple teams and individuals.
  • If someone leaves a team, they’ll lose the access granted through that team.
  • People must have access to the project in order to see the field, even if they're part of a team it’s shared with.
  • You can update or remove access for teams and individuals anytime from the field’s settings.

 

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How to share projects | Asana Help Center