I am looking to make my projects public to my organization so everyone can see my projects without having to add each member individually. I have made a test project using a form. The form then sends the task to a project and converts the task to a project using rules that I have set up. When I go into my test project, the access settings is permanently set to ‘Private to members’ with a notifications that reads “Projects are always private to members in your domain”. Is there a way to change this so that each time a project is created using my form that it automatically sets it to ‘Shared with organization’.
Notifications have been a big issue when making everything private. Each time I would make a project using my form, I would have to add my entire team as members within a template to allow them to see my project. In return they would receive lots of notifications in their email. Yes, I could have them turn off their notifications, or I can adjust notifcation settings for the projects. However, then my team members will not receive notifications for their own projects, and each project will have to be adjusted that is created. Making them public to my organization seems like a good work around.
I’m afraid altering the project’s access setting can’t be done automatically. The best you can do is include in the tasks a “setup” subtask to do so to help you remember that step that must be done manually.
Re notifications, it sounds like the above would be best. But note that you can add an entire team (not just an individual) as a project member, and in the Manage Notifications dialog a row for that team will appear. If you toggle off “Tasks added,” and if you don’t have team member as collaborators, there shouldn’t be notification issues.
@Ajkosmo34 , I have a feeling that you have a Division setup, rather than an Organization. That is why you are not able to set the project access settings for your entire Organization to access.
Try getting in touch with Asana Sales to have them convert your Division to an Organization and explain the differences.
You may also be able to do this yourself in the Admin Console under Settings, as long as you are sure of what you are doing.
@Richard_Sather’s reply makes me think I misread your request, so I’ll await your reply.
Just note that Divisions are complex, and the decision to switch from Division to Org has many repercussions. I don’t think Richard is recommending you go ahead and “have them convert your Division to an Org” or do so yourself without first studying in Help Guide and at What I learned about divisions 😅 and deciding if it’s right for you. (It might result in tons of extra charges, for example!)
Thank you for the suggestions! Our account is an Organization already, and I have been given access as an admin to take a look at our console. Looks like the setting is already set to ‘Team only’, which I think will work for the situation that I am in. However, my projects still show ‘Private to members’ with no way to change this on either end. This should be ‘Team only’, correct? Would this be an issue on Asana’s end?
@Ajkosmo34 , in a recent update, ‘Team only’ is no longer an option. Instead you need to invite Teams as members so that the project is shared with thst Team and also appears in that Team’s page. i.e. a project can now appear in more than one Team.
You can read more about this change here:
The setting you refer to within the Admin console is the default access settings for newly created project, which basically, upon creation, shares the project with the Team that the project is created in.
