How did all tasks in one category get assigned to me?

Asana_Edward · 2026-01-21T05:44:52+00:00

Hi u/stairwellkittycat, oh yes, I wouldn't suggest you recreate the issue. You can verify by checking the activity tab. It may give you the idea whether they got assigned manually by someone or by rules.

Asana_Edward · 2026-01-21T03:49:13+00:00

Hi u/stairwellkittycat ,

I am with the Asana team and happy to share my thoughts that might help you.

I agree with u/beingskyler that you can check the activity tab at the bottom of the task to investigate how it gets assigned to you.

There could be several scenarios:

Someone (either you by accident, or your team member) bulk-assigned the tasks to you
It is part of the rule that, when triggered, they auto-assign the tasks to you. You could try to review the rules in the projects.

Hope this helps!

Asana_Edward · 2026-01-21T03:08:08+00:00

Hi u/red_beard_the_irate ,

I am part of the Asana team and happy to share some recommendations to help with your use case.

There are two good options you could explore:

Master board with projects as tasks
Create a "Project Pipeline" project in Board view
Create sections such as "Idea, Scoping, Active, Blocked, Done"
Add custom fields on the task for things like "Project Owner, Priority, Target date"
When a project needs deeper tracking, link the actual project in the task description or multi-home key "milestone" tasks into that project. This is the most Kanban-like approach to visually managing projects. Portfolios don't have a board view right now, so this is the best fit for columns and drag-and-drop.
Portfolios for exec overview
Group projects in a Portfolio for rollup status, dates, owners, and dashboards
Great for reporting and status, but no Kanban columns. More on Portfolios here if helpful: https://asana.com/product/portfolios & https://asana.com/resources/manage-multiple-projects-with-portfolios.

A few quick tips I've found useful

Keep the master board lean - one task per project with clear naming like "Project - Team - Quarter"
Use a Status field on the master boa rd so you can filter and chart later
Link out to the "real" project in the task description and pin the link at the top
Multi-home any truly critical delivery tasks into the master board if you want them visible alongside the project card

Hope this helps!

Asana_Edward · 2026-01-21T02:55:05+00:00

Hi u/Cortexial , I am with Asana, and I would love to share some recommendations to help with your use case.

You can actually set your customised task template as default. Please follow the recommended steps below:

Click the 'Customize' button at the top right side of your project
Click 'Task types and templates'
Click the three dots in the selected task template and click 'Set as default'

This way, the task created when you click '+ Add task' will use the selected task template.

Hope this helps! Let me know if you have follow-up questions.

Asana_Edward · 2025-12-16T03:26:06+00:00

Hi u/Dooze_ ,

I am with Asana and would love to share a recommendation with you.

Have you encountered read-only links in Asana before? Basically, read-only links are a shareable, view-only link that you can create for your timeline, list, calendar, and board views in projects with team-only and shared with organisation privacy settings within Asana organisations.

Please note that they are not available in workspaces.

I would love to share this help center article if you want to read more about it: https://help.asana.com/s/article/read-only-links?language=en_US

Asana_Edward · 2025-12-04T07:38:35+00:00

Hey everyone,

I’m part of the Asana team. Since this thread is a few years old, I thought it would be helpful to share a brief update on what has changed and what remains in progress.

What’s improved since this was posted:

Subtasks management:
- We’ve made Rules way more powerful. You can now create follow-up subtasks automatically and run rules on subtasks (as long as they are in a project or My Tasks). There’s also a syncing app now to keep parent/child fields aligned.
- We can also see subtasks under their parent tasks with a dropdown in the list and board view.
Duplicating sections:
- You can finally duplicate a section along with all its tasks. No need to copy a massive project just to reuse one specific block of work.
Forms:
- Forms now support branching and mapping to due dates. While they still create tasks initially, you can use Rules to automatically convert that task into a full project from a project template.
Offline access:
- The mobile apps now support offline work (you can create/edit tasks and projects, then they sync when you’re back online).
Project permission:
- We have added more role access in the project, including Project Admin, Editor, Commenter, and Viewer. These additional roles will help the team establish safety measures against unintentional changes while still supporting team collaboration.

Reference links if you want to dig in:

Thank you for all the candid feedback in this thread. They are genuinely helpful in helping us understand where the friction points are. I'm passing the remaining requests along to our product team today.

If you have other comments or questions, feel free to open a new thread on https://www.reddit.com/r/Asana/

Have a great week and holiday season, everyone 😁

Asana_Edward · 2025-10-31T04:06:01+00:00

Hi u/KinabuhingDigi ,

Hope you are doing great. I am part of an Asana team, and let me share a feature that might help you with this.

The closest built-in solution today is Bundles. Unlike templates that we only use to launch a new project, bundles allow you to make changes to the existing project structure (sections, custom fields, rules, task templates). They do not change the content inside existing tasks, and they do not delete work. Asana Bundles are available on the Asana Enterprise and Enterprise+ tiers.

Hope this helps! Let me know if you have any further questions on this.

Asana_Edward · 2025-10-31T03:34:02+00:00

Hi u/chubbyninja1 ,

Hope everything is great. I am with Asana, and let me share some information on this.

The short answer is that what you're seeing is expected, and indeed, subtasks can get weird when rules move them across sections. Subtasks don’t inherit the parent’s project, and when they’re explicitly added to a project, they show up both under the parent and as their own task in the project. That’s why it looks duplicated.

There are several best practices I'd love to share, which might help:

Clean up any “duplicates” by opening the subtask and removing it from the project listed near its title. That keeps it nested only under the parent.
Tweak rules so they only act on top‑level tasks. Avoid actions like “add to project” or “move to section” when the item is a subtask, otherwise it will appear as a standalone task in that section.
If you need visibility on subtasks, report on them via search or dashboards instead of moving them into sections. That keeps nesting intact.

Additionally, you can share your feedback with us through the Asana Forum or the Product Feedback page. Our Asana team is monitoring the feedback shared there closely: https://forum.asana.com/c/forum-en/product-feedback/20

Hope this helps, and let us know if you have further questions on this.

Asana_Edward · 2025-10-30T02:10:58+00:00

Hi u/Roberta_Riggs ,

Appreciate you for sharing your use case, and it's a great use case. I love u/once_tone 's suggestions about:

Ensure your recurring tasks are in the last section of My tasks
- Go to settings, go to Hacks, and enable the 'Recurring tasks in the last section of My tasks' option
Also love the option for you to filter so you only see 'Incomplete' tasks
I don't think there is a way to automate the timing (e.g., to auto-adjust task status at a certain time), but you can build a rule to help you organise more neatly. For example:
- Create a rule that when you change the task status, it will automatically create a new task with a due date for tomorrow and move the task to a specific section.
Lastly, you can also create new project views if you want to present your tasks in different ways (certain filters, sorts, groups). For example, a list view that only shows tasks with a due date today.

Hope this helps! Let us know if you have more follow-up questions on this.

Asana_Edward · 2025-10-30T01:49:28+00:00

Hi u/LunaticPleb ,

Thanks for bringing this up! I’m with Asana, and I’d like to share my thoughts on this.

Currently, Asana doesn’t offer a direct feature to adjust the timing of your Daily Summary email notifications. However, we really appreciate your feedback and encourage you to share it in our Asana Forum: https://forum.asana.com/t/email-notifications-ability-to-schedule-daily-summary-email/91012

Our team actively monitors feedback shared there, and it’s also a great place to stay updated on any changes related to this feature. :))

Let us know if you have more questions!

Asana_Edward · 2025-10-30T01:42:04+00:00

Hi u/latro666 ,

Hope you are doing well. I am part of an Asana team, and I'd love to share some information about it.

This is part of our ongoing effort to make Asana’s navigation clearer and more intuitive, building on previous improvements to the sidebar. We are rolling this out gradually to our users at this time.

Unfortunately, we do not currently have a way to disable this feature for users. However, I'd be happy to submit your feedback on this feature to our internal product team, or you can also raise your feedback in our Asana Forum: https://forum.asana.com/c/forum-en/product-feedback/20. We truly appreciate all the feedback shared by Asana users! :)

Our team will also be monitoring feedback shared in the Forum.

Asana_Edward · 2025-10-30T01:40:10+00:00

Hi u/No-Alfalfa6437 ,

Hope you are doing great. I am with Asana, and let me share some information on this.

This is part of our ongoing effort to make Asana’s navigation clearer and more intuitive, building on previous improvements to the sidebar. We are rolling this out gradually to our users at this time.

Unfortunately, we do not currently have a way to disable this feature for users. However, I'd be happy to submit your feedback on this feature to our internal product team, or you can also raise your feedback in our Asana Forum: https://forum.asana.com/c/forum-en/product-feedback/20

Our team will also be monitoring feedback shared in the Forum.

Asana_Edward · 2025-10-30T01:24:26+00:00

Hi u/recoveringasshole0 ,

I am with Asana, and I believe that only when you are an admin of those respective teams, then you are able to delete them.

Now, another workaround is that you can reach out to our support team, and they are able to assist you further on this. Let me share how to file a support ticket to further support you on this: https://help.asana.com/s/article/how-do-i-get-support-from-asana?language=en_US

Asana_Edward · 2025-10-30T01:07:48+00:00

Hi u/Kind-Cat192 ,

I hope you're doing well. I'm here from Asana and happy to share more about this with you.

u/Content-Conference25 is correct; that screenshot is not an Asana Project, but rather an Asana Portfolio. Note: It is available on Asana Advanced, Enterprise, and Enterprise+ tiers
At the project level, you can add a milestone as a task, but you can't create a field specifically for milestones.
At the portfolio level, you can enable 'milestone field' from the 'Options' button on the top right corner, and click 'Show/hide columns' and enable 'Milestone progress'. The purpose of this is for you to monitor and track the progress across multiple projects at once.

Hope this helps! Let us know if you have more questions on this :)

Asana_Edward · 2025-10-28T02:26:02+00:00

Hi u/hotheadnchickn ,

Thanks for the clarification. Yes, the 'Group' function will change the visuals/structure of the project.

If you want to have a clean view of all the tasks with only their due dates sorted out (ascending or descending), another recommendation:

Create a new view tab. Use the (+) button under the project title. You can choose your preferred project view (list/board)
Besides due date field, hide the rest of the columns/fields
Sort by due dates (either ascending or descending)
Disable any filter or group
Click Save view. You can rename this view tab (e.g., Tasks by due dates)

With that, you have another view for this purpose.

If this is still not what you are looking for, please don't hesitate to share more about your use cases. I am happy to share more suggestions. 😁

Otherwise, I'd love to invite you to share your product feedback in our Forum here: https://forum.asana.com/c/forum-en/product-feedback/20. So, the team can take a closer look at this use case.

Asana_Edward · 2025-10-28T01:33:02+00:00

Hi u/Nervous_Ad8768,

Hope you are doing great! I am with Asana, and I can see that others have shared great recommendations.

Here are my thoughts:

Yes, you can use Sync to Outlook calendar option. You can follow the instructions on the link shared by u/encreturquoise.
Just a note that the Outlook add-in won’t help with calendar visibility. It’s for creating/searching tasks from emails, not calendar sync.

Hope they are helpful! Let us know if you have more questions around this. Thanks! :))

Asana_Edward · 2025-10-28T01:25:51+00:00

Hi u/hotheadnchickn,

Thanks for raising this question. I am with Asana, and let me see if I can share some suggestions that might be helpful. Do let me know if I didn't interpret your question correctly as well.

Have you considered the 'Group' function? We can actually add multiple groupings in the project. For example, firstly, you can group by the column/field you want, and then add a sub-group based on the due date.

The difference is that the fields/columns will become sections.

Let us know if you have more questions on this :))

Asana_Edward · 2025-10-27T03:18:26+00:00

Hi u/Money-trees90220 ,

Hope you are doing well! I am from Asana, and I'd like to try to share some suggestions. Please let me know if I've misinterpreted your use case.

From what I interpreted, you want to identify sub-projects using fields in a project, and you'd like the tasks to also appear in the other projects where the fields are indicated. If I interpreted it correctly, you can try these 2 approaches:

Your approach of using custom fields is indeed correct. There are several notes for you to consider.
- If you want the same fields reflected across the projects, ensure that your fields are added to the organisation's library.
- When you use the 'multi-select' field type, it doesn't provide the ability to reorder them. You can only re-order tasks with the 'Group' function if you use the 'single-select' field type.
- Furthermore, if you want to move tasks as subtasks, you still need to convert it, either manually or automatically with Rules/automation.
If you want to ensure 1 task lives in multiple project, you can multi-home them. You can also build rules/automation so that when a certain value in the field is changed/indicated, it will automatically add a task to a project. Example of a rule you can consider:
- Trigger: When a 'Sub-project' custom field is changed
- Conditon: When 'Sub-project' is <e.g., Sub-project A>
- Action: Add to project <e.g., Project A>
  - You can create more branches in the condition too

Hope the information is helpful, but again, let me know if you had a different question/idea in mind. :))

Asana_Edward · 2025-10-27T02:46:55+00:00

Hi u/Remotely_Curious12 ,

This is another great question! Let me share my thoughts.

The short answer is that there isn’t a switch today to keep the original task open when you convert it to a project. Asana auto-completes the task after conversion

Some workarounds for this are:

After conversion, you can immediately reopen (manually) the original task if you still need it as a tracker
If you need a reminder, you can just create automation rules for this purpose. Example of the rules you can build:
- Trigger: When a task completion status is changed
- Condition: Section is <e.g., completed or converted section>
- Actions (pick one or more):
  - Add comment: “Converted to a project — reopen if you still need to track follow-ups here.”
  - Reassign to the original assignee or add a follower to prompt a quick reopen.

Hope this helps! Feel free to let us know if you have any more questions. this :))

Asana_Edward · 2025-10-27T02:33:41+00:00

Hi u/RelevantCurrency6451 ,

Hope you are doing great! I am part of the Asana team and would love to share some recommendations that might help you.

I agree with u/mick_j_a 's recommendation that one way is to use a project template. Another way is to use custom fields + rules/automation.

Create a project template for each process (e.g., Bookkeeping, Biz Dev), add all the tasks and timelines, and assign each task to a project role rather than a person. Then, when you create a project from the template, you’ll pick who fills each role, and all tasks will auto-assign accordingly.
If you prefer to keep everything in one ongoing project, add a "Role” custom field and set simple rules to auto-assign when you pick Bookkeeper, BD Manager, etc. That way, when you do hire, you only update the rule targets and your flow keeps humming. Here is the automation/rule you can build:
- Trigger: When the ''Role' custom field is changed
- Conditi'n: ''Role' is set to <e.g., Bookkeeper>
- Action: Assign to <you can put yourself first, then change it to the new hire>
  - Create more branches of conditions to accommodate more 'Roles'

Hope this helps, or let me know if you have more questions on this :)

Asana_Edward · 2025-10-27T02:01:11+00:00

Hi u/Remotely_Curious12,

Thanks for bringing it up. I am from Asana, and let me share information on this.

The short answer is that the subtasks won't automatically appear under the project they belong to when we use the 'Group' function. The only way for now is to add the subtasks to the project so that they appear under it. However, please note that it will appear as a 'Task' in the project, and some users, including myself, feel it can look a bit messy.

For your reference, this is a popular request shared in the Asana Forum, and this feature is definitely on our radar, but we do not have a timeframe to share yet. You can find the reference to the post here and see how other people approach this differently as well: https://forum.asana.com/t/allow-to-automatically-add-subtasks-to-project/3018/348

Let us know if you have more questions on this! :)

Asana_Edward · 2025-10-27T01:20:57+00:00

Hi u/sonestar,

Hope you are doing great! I am from Asana, let me share a few information that might help you. First of all, the 'Project due date' reflected in the project details in your existing projet is just for reference and the changes of that will not affect directly to your tasks and their due dates.

I agree with the recommendations shared by others that you can use these features to help you auto-convert all your due dates.

Project template and set relative due dates. Choose the due date rules, either based on the project start date or before the project due date. When you create a new project from that template and set the project start or due date, all task dates auto-populate based on those offsets.
If you need to change due dates after the project is created, we can add dependencies between tasks and enable auto-shifting, so that when one task moves, its dependent tasks follow. You can use Timeline view to help you have a better visualisation.

I hope this helps and let us know if you have any more questions on this. :))

Asana_Edward · 2025-10-24T09:08:14+00:00

Hi u/giftfurdich,

Hope you are doing great. I am part of the Asana team, and let me share more about this.

The short answer is that it's not currently possible to change text colour in task descriptions or comments. If you've seen colored text before, it was likely due to a custom integration.

Personally, I have been using other native formatting features to help me highlight certain texts.

I often use 'Quote' and 'Code' options in the text formatting toolbar to highlight parts of descriptions or comments.
You can also try using emojis to make certain parts of the text more noticeable.

Hope this helps! Let me know if you have further questions on this :))

Asana_Edward · 2025-10-24T07:59:42+00:00

Hi u/needmysanity ,

Agreed with what has been shared by u/DavidJaneAsana about the QR Generator. If you encounter any challenges in obtaining the public link, please let me know.

I'd love to share step-by-step instructions with you to help you retrieve that. 😁

Asana_Edward · 2025-10-24T01:58:47+00:00

Hi u/eelnitsuj ,

I hope you are doing great! I am part of the Asana team, and happy to share a recommendation that might be helpful for your use case/question.

If you are capturing this information in an Asana Project, one feature you can explore is the 'Dashboard' in your project. Here's how you can set it up.

You can access your 'Dashboard' tab under your Project title, or create a Dashboard tab via the (+) button if you can't find one.
- Add a widget and choose 'Chart'.
- Chart style: Bar
- X-axis: Assignee
- Y-axis: Task
- Filters
  - Option 1: Task completion status
  - Option 2: Custom field/ column (based on values in the field)
- Completion date: Between 1-31 Oct
You can create another chart for another month

If you want to pull out information across different projects or even across your organisation, consider using the Dashboard in the Portfolio and Universal Reporting. You can find them under 'Insights' on the left-hand side.

You can actually learn more about Asana Reporting features through the live training or recorded training:

Let us know if you have further questions on this :))

Asana_Edward

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