🎓 Academy training: Managing projects in Asana

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Hi everyone, :wave:

Welcome and thank you for attending the Managing Projects in Asana live training. We’re so glad you joined us! Continue your learning journey by signing up for Automating workflows in Asana to learn how to use forms and rules to automate your work.

This space is your go-to home to keep the momentum going. Revisit what you learned, ask follow-up questions, or connect with others who are building stronger project management skills in Asana.

:backhand_index_pointing_down: Watch the training recording below:

At minute 5 in the video, the facilitator encourages you to follow along by importing a project into Asana. Use the link below to do so. Try them in order until one works for your Asana instance:

  1. Option 1: Project import link for US Data Center users

  2. Option 2: Project import link for EU Data Center users

  3. Option 3: Project import link for AU Data Center users

:books: Check out these additional resources:


:speech_balloon: Join the conversation!

This is your space! Here are a few ways to get involved:

  • Got a question? No question is too small, drop it below and the community (or our team!) will jump in to help.
  • Picked up a handy tip? Share what’s working for you so others can learn from your experience.
  • New to the Forum? Review these Forum basics

Hit Reply below to jump in. We can’t wait to hear from you! :raising_hands:

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About the Post-training Hub category
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Hi there @1212296202912222 Abanda! :waving_hand: Welcome to the community! :asanacurated:

Use Tags sparingly for flexible labels or cross-project grouping, and use custom fields for consistent tracking like priority or status. Tags are shared at the workspace/org level (not personal-only), so it’s best to follow a clear naming convention.

Simple rule of thumb: use tags for flexible labeling, and custom fields for structured work, reporting, and automation. Learn more here: https://help.asana.com/s/article/tags?language=en_US

Hope that helps! :blush:

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Hello everyone, welcome to the Post Training Hub :waving_hand:
Below are the key questions raised during today’s session:

1. On my Home tab, can I add a milestone or is it only for specific projects?
In Asana, you can’t add milestones directly to the Home tab because Home is a personal task view, not a project workspace. Milestones are created within projects, and they will only appear in Home if they are assigned to you and have a due date, where they show up alongside your other tasks.

2. When I add a subtask to a project, why does it appear like a main task?
This happens because subtasks and project membership work independently. Subtasks don’t automatically inherit the project from their parent task. When you manually add a subtask to a project, it will still remain a subtask structurally, but it will also appear as an individual item in project views like List or Calendar. This is expected behavior and does not change its hierarchy.

3. Are “fields” different from “tags”?
Yes, in Asana, fields and tags serve different purposes.
Tags are flexible labels used for informal grouping (e.g., “Urgent,” “Design”). They are easy to apply but not structured for reporting.
Custom fields are structured data points (e.g., dropdowns, numbers, dates) used for consistent tracking such as priority, status, or region. They support reporting, filtering, and automation.
In short: use tags for flexible labeling and fields for structured tracking.

4. How do I add dependencies in Asana?
You can add dependencies by opening a task and using the Dependencies section in the task details pane. From there, you can set a task as “waiting on” another task or mark other tasks as “waiting on this task.”

5. What is the Timeline tab in an Asana project?
The Timeline tab shows your project as a visual schedule, laying out tasks across time. It helps you see task durations, overlaps, and sequencing. You can also create dependencies in Timeline view by dragging connectors between tasks to define the order of work.

Really appreciate all the engagement today! These were fantastic questions :raising_hands:
Feel free to drop more questions here anytime as you continue working in Asana :blush:

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Hey everyone! Thank you for joining the Managing Projects in Asana training! :raising_hands:

Quick check-in:

What feature would you like to learn more about in Asana? I want to know what you’re curious about, and we can talk about it here, or I can also include it in a future training. Let me know! :face_with_monocle:

Feel free to reply with just a few words! Looking forward to your thoughts! :nerd_face:

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Thank you, everyone, for attending today’s APAC session!:star_struck:

Wanted to share this question that is asked today:

Q: How do I export Portfolio
A: Click into the dropdown beside the Portfolio title, hover over export → Choose option PDF, CSV, PowerPoint, Google sheet. (Note that the PowerPoint and PDF summary option is available to Enterprise plan and above, while CSV and Google sheet are available to Advanced plan or higher.)

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Hello everyone, welcome to the Post Training Hub, and thank you for joining today’s session! :heart_eyes:

Sharing one of the great questions asked earlier:

Q: How do I change dependency settings in the Gantt view of a project?

A:

  1. In the project, click the drop-down next to the project name.
  2. Select “Edit Project settings - Dependencies”.
  3. Choose one of the three options: Maintain buffer, Consume buffer, or Ignore buffer (the default is None).

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Thanks again for attending! Feel free to drop any questions here. I’m happy to help answer them. :blush:

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Thank you for today’s training! I have not watched the Getting Started training and I think I need to go back and do that. Can I watch a recorded version? Also looking forward to my Otter badge!

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Hi @Suzanne_Feinstein
Welcome to the community! :blush: :tada: Absolutely! You can access the recording for the “Getting Started with Asana” training here: (🎓 Academy training: Getting started with Asana)

Your Otter badge is also on its way and should appear on your profile within the next 24 hours. :asanacurated:

Looking forward to seeing you in future sessions! :blush:

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Thank you! :slight_smile:

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Thank you, everyone, for attending today’s APAC session!
Here’s a question I want to share:

Q: Is there any way to customise the milestone or task to repeat, for example, every fortnight within the duration of the project?
A: Yes :+1:
How:

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Hi everyone! Thanks for joining the Managing Projects in Asana training :raising_hands:

One great question earlier that I’d like to highlight:

Q: What does baseline mean in a project?
A: A baseline is a snapshot of your project at a point in time (tasks, dates, durations, etc.) so you can visually compare the original plan vs the current plan and see how things have changed.

You can add it in Gantt view: Options →Dependency settings → set a date under “No baseline” (this also turns on “Show baseline”).

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A couple key details: each project can only have 1 baseline, and creating a new one replaces the previous snapshot.

People often use it to compare initial due dates to actual due dates as the project progresses.

Really appreciate you joining! If you have any questions, feel free to share them here. I’m here to help :blush:

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Hi Iren, it was a very insightful training, thank you. I have a question regarding rule creation. When you create a milestone in a certain project, is it possible to automatically insert the project name in that Milestone?

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Hi @Loes_Wetzer! I’m glad you found the training helpful and welcome to the community! :star_struck: :tada:

Yes, you can accomplish this with a rule using dynamic variables:

  • Trigger: When a task is added to this project
  • Condition: Task type is Milestone
  • Action: Set task name → click + → Project → Name

You can also combine the project name with custom text. For example, you could set the task name to:

[Project Name] - Kickoff Complete
or
Milestone: [Project Name]

When the milestone is created, Asana will automatically replace the variable with the actual project name. This can be especially helpful if you’re managing milestones across multiple projects and want the project name reflected in the milestone title for easier reporting and visibility. :blush:

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Title: APAC Training Session Follow-up: Questions Answered Live

Hi everyone! :waving_hand:

Thank you for attending today’s APAC session. It was great having you there!

Here are a few questions that came up during the training, along with the answers we discussed live:

Q: I can’t add an Estimated Time field. Why?

A: The Estimated Time and Time Tracking fields are available on Advanced plans and above. If you don’t see these options in your project, it’s worth checking which Asana plan your organization is currently using.

Q: If an entire project is delayed by a month, can I move all task dates at once?

A: Yes! The easiest way to do this is in Timeline view.

Simply:

  1. Multi-select the tasks you want to adjust.

  2. Drag them forward by one month.

Asana will maintain the relative spacing between tasks, making it a quick way to shift an entire project schedule while preserving dependencies and timelines.

Q: As a manager, can I see the tasks each employee is working on within a portfolio?

A: Absolutely. You can use Workload within a project or portfolio to get a consolidated view of work assigned to each team member.

Workload helps you:

  • See who is assigned to what

  • Identify overallocated team members

  • Balance work across your team

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Thank you so much @Iren_Vilaniso! I tried it and it works perfectly when I create the milestone manually.
Would it be possible to also have this rule activate when the milestone gets created by using a project template?

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Glad to hear it’s working when the milestone is created manually, @Loes_Wetzer :star_struck::tada:

Yes, this should be possible, but you’ll need to use a trigger that occurs after the project has been created from the template.

When a project is created from a template, all of the template’s tasks and milestones are created at the same time. Because of this, triggers like “Task added to project” don’t run for those pre-existing items.

Instead, you could use a trigger based on an action that happens after project creation, such as:

  • A custom field being updated
  • A task being moved to a specific section
  • A task being assigned
  • Another workflow step that occurs once the project is up and running

Another option would be to build the automation directly into the template by having a rule create the milestone when a specific action occurs, rather than including the milestone in the template itself. This would allow you to use variables (such as the project name) in the milestone title when it is created.

The key is that the milestone must be created or updated after the project is created from the template so the rule can access the project information.

Hopefully that helps! Let me know if you have any more questions. Happy to help. :blush: :raising_hands:

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Hey everyone! Thank you for joining the Managing Projects in Asana training! :star_struck:

Wanted to share this question that is asked today:

Q: Can I add project roles to a project template so I don’t have to set them up every time I create a new project?

A: Yes. You can add project roles to a project template so you do not have to recreate them each time you start a new project from that template.

To set it up:

  1. Open the template and click Edit (top right).
  2. In the sidebar, click + Add role, name the role (for example, Project Manager), then Create.
  3. When you Use template, you’ll be prompted to assign each role to a teammate (recommended), and those roles will automatically assign tasks to the right person going forward.

Note: project roles are available on Advanced, Enterprise, and Enterprise+ (and legacy Business and Legacy Enterprise).

Here is the link to the full steps and details:
https://help.asana.com/s/article/project-templates?language=en_US#gl-roles

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Thanks again for attending! Feel free to drop any questions here. I’m happy to help answer them. :blush:

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Hey everyone :waving_hand:

Thanks for attending today’s APAC session!

I wanted to share one of the questions that came up during the training:

Q: Can the Gantt view be exported?

A: Asana does not currently provide a separate export option specifically for the Gantt view itself. However, you can export the underlying project data by selecting Export/Print and exporting the project as either a CSV or JSON file.

While this won’t generate an export of the visual Gantt chart, it does allow you to access and work with the project data outside of Asana.

Feel free to share any additional questions below!

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Hi everyone! Thanks for joining the Managing Projects in Asana training :raising_hands:

I wanted to share one of the questions that came up during the training:

Q: For ongoing process-based client work, would you recommend creating a portfolio to manage all client projects? I’d like a centralized view, but I also want the flexibility and visibility of a project view (List, Board, Calendar, etc.). What would be the best practice?

A: If your clients each have their own ongoing project and you want a single place to see everything, I would generally recommend:

Use a Portfolio + Individual Client Projects

  • Create one project per client (or per client engagement).
  • Add all of those projects to a portfolio.
  • Use portfolio custom fields to track things like:
    • Client Owner
    • Health Status
    • Priority
    • Contract/Renewal Status

This gives you a high-level view across all clients while keeping the detailed work inside each client project.

If You Want the Same View as a Project

A portfolio won’t look exactly like a project. Portfolios are designed for project-level reporting and don’t provide the same task-level views (Board, List, Calendar) that projects do.

In that case, consider creating a Master Client Operations Project:

  • Each task represents a client request, deliverable, or ongoing activity.
  • Use custom fields for Client Name, Status, Priority, Account Manager, etc.
  • Create saved views filtered by client, owner, or status.
  • Multi-home tasks into both the client’s dedicated project and the master project if needed.

For Most Service Teams

A common setup is:

  • Portfolio: All client projects (executive view)
  • Client Projects: Individual client workspaces
  • Master Operations Project (optional): All active client tasks in one place via multi-homing

This gives managers visibility across all clients while allowing team members to work from project views that feel familiar.

Feel free to share any additional questions below! :nerd_face: