Understanding Asana Project Actions Simplified: 10 Useful Actions

on Asana, Project Management Tool, Project Mapping • August 12th, 2021 • Write for Hevo

Organizations often face numerous challenges while handling incoming projects as IT services become more prevalent. Asana is one of the many accessible Project Management Solutions, and it manages the complete Project workflow in one spot. To achieve the requirements, you may Toggle Tasks, Schedule Projects, Arrange the Workflow, and Engage with Teams.

Apart from assigning tasks, team leaders can use Dashboards to track progress and generate reports to keep clients up to date on their projects’ status. Asana App’s Automation and Integration functionality improves the capacity to manage numerous Projects and data simultaneously. Asana is a Cloud-based application, therefore Data Security and Privacy are not a concern.

In this article, you will gain information about Asana Project Management. You will also gain a holistic understanding of the Asana Project Actions involved in the process. Read along to have in-depth knowledge about Asana Project Actions

Table of Contents

Introduction to Asana 

Asana Project - logo
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Asana is a well-known and popular Work Management and Productivity App for Teams. It helps teams and businesses communicate more effectively in the workplace and organize projects. Asana can organize and manage your Project Flow, whether it’s a small task or a major project. Your teams will gain greater confidence to complete and collaborate on tasks more quickly with Asana. In Asana, you can quickly manage Initiatives, create Projects and Tasks, assign work to your team, and collaborate with other teams. 

Asana eliminates the need for Emails and Meetings while also making job activity tracking easier and more straightforward. It gives a platform for teams from many professions to collaborate in a single location. It’s a versatile tool because organizations can use it as a checklist, a Kanban-style board, or a Gantt Chart.

Asana’s most revolutionary feature is that it’s an all-in-one application that replaces the myriad of Emails, Spreadsheets, and Sticky Notes that come with each Project with a much more manageable method. It is versatile and straightforward to use, making it suitable for a wide range of users.

Asana Project - dashboard
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Multiple Customisable Charts are available on Asana’s Dashboard, which auto-populate with Real-time Project Insights such as how many tasks have been done and who on the team is overworked. Without writing any code, you can track Project Progress and populate all important and necessary insights in seconds. You may also assign a Priority Score to your chores, ranging from low to high so that everyone knows what needs to be done. 

Unlike most Project Management Tools, Asana stands out by offering over a hundred popular SaaS Integrations, including Dropbox, Slack, GitHub, and Mailchimp. Asana also connects with other Project Management Tools like Trello and Jira, allowing your team to communicate and collaborate more efficiently. This is especially useful for large companies with multiple teams using different technologies.

Key Features of Asana Projects

The key features of the Asana Project Management system are: 

1) Third-Party Integrations

Slack, Dropbox, Google Drive, Tableau, Zoom, Salesforce, and other prominent SaaS applications are all integrated with Asana. It can even sync your Tasks with major calendar apps like Google Calendar, Outlook, or Apple Calendar. These Integrations are extremely useful and enhance Asana’s capabilities.

2) Prioritization & Segmentation of Projects

Users can split their Asana Projects into small portions. You may divide your Projects into Sections and Tasks, add Labels to them, and view them on a Timeline. To categorize and color-code your jobs, you can add Attachments, applicable Tag Names, and Priority Scores. Asana allows you to customize your Workflow Visualization Style using Kanban Boards, Lists, Calendars, Progress, and Forms, among other options.

3) Versatile Customizable Dashboards

Marketing teams, Sales teams, Product teams, Operations teams, HR departments, IT departments, and Finance teams, etc, can benefit from Asana. Customizable Dashboards can be used to track Project progress for each team member separately. You have the option of tracking only the most crucial indicators for your company.

4) Storage is Secure

Asana adheres to the best-in-class security requirements when it comes to storing your data. It manages user data using Amazon’s Relational Database Service (RDS). All of Asana’s servers are hosted in secure, SAS 70 verified facilities, and all network connections use Secure Sockets Layer (SSL) technology.

5) Agile Management

By adapting to changes and iterating quickly, organizations make efficient use of the Agile method to develop. The Asana App assists in the management of Agile Projects by using a Sprint (a specified period of time to finish a given task), Planning, Bug Tracking, and a Kanban Board to optimize work (a visual way to create workflow). The two most common Agile approaches are listed below:

  • Kanban Boards: It depicts the many stages of a project in detail. Using Cards, each phase of a project is represented by a column and a task. This board aids in the identification of bottlenecks to improve workflow.
  • Scrum Boards: This board is for Software Development teams that want to iterate quickly by counting the number of Sprints. The Product Backlog (list of work to be done), the Sprint Backlog (collection of work committed by a team), and the Product Increment are the three artifacts in Scrum (work delivered at the end of the sprint).

To get further information on Asana, visit the official website here.

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Understanding Asana Project Actions

There are many available actions you can take on your Asana Project. The actions shown below apply to Projects and Search Views, also My Tasks can have variations.

1) Fetching Project Details

Asana Project Details include the Name and Description of the Project which give information about what it is and what it aims to accomplish.

Steps for Fetching Project Details

Once you open an Asana Project, you will see a Dashboard that will contain a lot of details.

Asana Project - action 1
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Step A: The Project Name is prominently featured in the Header. You may easily fetch the Project Name or Description by clicking the “i” button next to the Project Header.

Step B: To change the Project Name and Description, navigate to the drop-down menu and select Edit Name and Description.  

2) Printing a Project 

You can have a physical copy of your Asana Project to understand the Project aspects. The current View of your Project or My Tasks is reflected in the printed version. Simply change the View and try printing again if you want the printed version to be sorted or filtered in any other way. The following items will be included in your printed copy:

  • Names and Description of tasks
  • Names and Description of subtasks
  • Sections or Column Names
  • Checkbox labeled “Incomplete” or “Complete
  • Fields that can be customized
  • Due Dates for Tasks

Steps for Printing a Project

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Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Then, select the Export/Print option and then click Print.

3) Duplicating a Project

To use a Project as a template for typical workflows, duplicate it. Duplicating a Project is also a crucial step in the application development process.

Steps for Duplicating a Project

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Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Now, Click on the Duplicate Project option.

Step C: You’ll get a list of Task Fields to put in your new Project after this. When you’re finished, check the fields you want and click on Create New Project.

Asana Project - action 3b
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4) Transferring Project

This activity is possible in organizations with both Public and Private initiatives. The catch is that you must be a member of both teams to relocate a Private Project. You’ll need to create a New Project in your selected Workspace and Organization and manually copy-paste task lists from the previous Project to this new Project if you want to move a Project to another organization.

Steps for Transferring Project

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Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Now, select the Move to Another Team option.

Step C: As the final step, you have to select the Destination Team.   

5) Copying a Project Link

To easily share the task URL with team members, copy it. It can be easily accessed according to the customized permissions given to the team members.

Steps for Copying a Project Link

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Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Now, select the Copy Project Link option.

6) Selecting Project Colors

Use the Color Function to make those Projects more visually distinguishable if you have a lot of Projects but only a handful are significant or urgent to you. You can also assign each Team member a different color so that members can be easily recognized.

Steps for Selecting Project Colors

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Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Now, select the Highlight Color option.

Step C: You can also set the Project color for everyone in your Workspace or Organization by checking the Set for Everyone box.

7) Importing a Project to Asana

CSV files can be used to import tasks into an Asana Project. The tasks can be easily assigned in Spreadsheets to carry out a smooth and fast process of Task allocation.

You can also duplicate the tasks you’d want to migrate to Asana as a list and paste that list into your desired Project to import Projects or Tasks into Asana. After each line break, Asana will create a new task for you.

Steps for Importing a Project to Asana

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Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Then, select the Import/Print option and then select CSV.

Step C: Choose the Project into which you’d like to add your CSV file and the Organization it lives in, then follow the instructions.

Asana Project - action 7b
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8) Exporting a Project

You can save your project as JSON or CSV, which are text-based file formats. 

Steps for Exporting a Project

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Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Then, select the Export/Print option.

Step C: You can choose your desired output file type. CSV or JSON are the supported file types.

9) Archiving a Project

You can focus on more active initiatives by archiving a Project. Anyone with a link to the Archived Project (for example, in an old email notification, an Inbox notification, or a task that belongs to another project or is assigned to them) can readily access it. You can also use the Search option to locate information.

Steps for Archiving a Project

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Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Then, select the Archive Project option.

Steps for Unarchiving a Project

Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Then, select the Unarchive Project option.

Step C: In the top right corner, click on the Restore Prompt.

Asana Project - action 9b
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10) Deleting a Project

When you delete a Project, it’s gone forever. Only delete Projects that you’re certain no one else wants to access any data from it. 

Steps for Deleting a Project

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Step A: Navigate to the drop-down menu which is situated along with Project Name.

Step B: Then, select the Delete Project option.

Conclusion

This article has given you an understanding of Asana, its key features, and how Asana Project Actions work. You are now ready to start working on your Asana Project. So go ahead and enter your information and enjoy the smooth workflow using Asana Project software. If you need help with your Databases, contact the Asana Project Support team. Asana is one of the best options for handling projects. In case you want to export Data from Asana into your desired Database/destination, then Hevo Data is the right choice for you! 

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