🔢 List of technical and data limitations in Asana

[Bastien_Siebman]

It would limiting for consultants given a dedicated address by the client, but in most cases we are guests aren’t we?

[Richard_Sather]

True in most cases, but some clients provide me with a dedicated account to build their Asana system. I also tried to add a dummy profile from my Phoenix demo space so I can switch easier during demos and that’s when I hit the limit

[Richard_Sather]

Newly added:

• 2.8. Limit of 250 rule actions per month for ‘Starter’ plan (org-wide)
• 2.9. Limit of 25,000 rule actions per month for ‘Advanced’ plan (org-wide)
• 5.6. Limit of 100 Portfolios for Advanced Plan (org-wide)
• 5.7. & 8.11 Limit of 10 sorts & 10 filters in Portfolios’ List view
• 15.1. Limit of 15 users on the ‘Personal’ plan
• 15.2. Limit of 500 users on the ‘Starter’ and ‘Advanced’ plans
• 16.1. Limit of 150 AI actions per month for ‘Starter’ plan (org-wide)
• 16.2. Limit of 1,500 AI actions per month for ‘Advanced’ plan (org-wide)
• 17.1. Limited to Enterprise, Enterprise+, or Legacy Business plans in order to use Tableau, Power BI, and Salesforce integrations.

Thanks to @Kelsea_Lopez for reminding me to consolidate the limitations of users, portfolios, rule actions, AI actions and integrations from this post into here.

[lpb]

@Richard_Sather

• 17.1. Limit to integrate with Tableau, Power BI, and Salesforce on ‘Advanced’ plan

@Richard_Sather, these integrations are only available on the Enterprise plan, according to the pricing page. I think the wording of 17.1 doesn’t really express that (or is it just me?)

Amazing and useful post I reference all the time!

Thanks,

Larry

[Richard_Sather]

Thanks, @lpb
Done, as discussed

[Uli.Kisslinger]

Hi @Richard_Sather,
One goal can have a maximum of 4 parent goals. Maybe you can add this to your post. By the way: Thanks a lot for putting this together! I come back to this post all the time.

[Richard_Sather]

Ah thanks for bringing that up @Uli.Kisslinger - I’ll add it to my list for the next update to the post!
Glad you’ve found this a useful resource

[Kelsea_Lopez]

HI @Richard_Sather another update! Now the number of tasks that can be edited is 500 instead of 50

Additionally, do you know if there is a limit to the number of subtasks per parent task? I just investigated a little bit and exceeded 200 subtasks and could keep going… is it unlimited?

[Richard_Sather]

Good point , @Kelsea_Lopez , I’ll update 4.5 soon.

Re subtasks, I’m fairly certain it’s possibly unlimited subtasks within a task.

[Jan-Rienk]

@Richard_Sather It looks like @Jay_DeThomas1 has found a maximum of 20 project roles per project template.

Project Roles should be unlimited in Templates

Recently introduced the Enterprise version to our organization and am in the process of building out a template with our trainer. We’re a medium size org that has 30 consistent stakeholders on each project and expect that to grow as we expand our footprint. I’ve hit a maximum number (20) of project roles that can be added into the template, which leaves 10 stakeholders unable to be assigned to their task sections. Our trainer wasn’t aware of this. Our account executive never mentioned any maxi…

[Richard_Sather]

Thanks @Jan-Rienk , this newly discovered limit is on my list of latest additions to the list.
I’ll get around to it soon

[Richard_Sather]

This update has been long overdue; I mixed bag of already known limits plus a couple of fresh ones

Raised limits:

• 8.4. Limit of 50 tabs of saved views in projects
  Raised in Sep 2024 from 12 to 50.

Newly added:

• 7.4. Limit of 500 rows for syncing to a Google Sheet
• 8.12. Limit of 320k approx. characters in the Notes view
• 11.2. Limit of 20 project roles in a project template
• 11.3. Limit of 10 Teams that a Project can be shared with
• 12.5 Limit of 4 parent goals connected to a goal
• 14.2. Limit of pausing licenses of up to 10% of total members

Scroll up to original post to expand for details.

[Thaïssa_iDO]

Hi Richard,

I noticed a raised limit about 5.5. Limit of 12 milestones displayed in Portfolio List view

→ We can see 22 milestones displayed

[Bastien_Siebman]

Do we know if the limits with Project rules are the same for Portfolio rules?

[Richard_Sather]

Hello everyone! Here are some more updates, some fresh, some overdue
(scroll up to original post to expand for details)

Raised limits:

• 4.5. Limit of 500 tasks selected at once to perform multi-select actions
  Raised from 50 to 500 tasks. Thanks to @Kelsea_Lopez and @Skyler !

• 5.2. Limit of 1,500 projects or nested portfolios added to a Portfolio for Workload to function
  Raised from 500 to 1,500 projects or nested portfolios.

• 5.5. Limit of 22 milestones displayed in Portfolio List view
  Raised from 12 to 22 milestones. Thanks to @Thaïssa_iDO!

• 7.3. Limit of 5,000 rows for exporting a CSV file from a Search result
  Raised from 2,000 to 5,000 rows. Thanks to @Katie_Kendle!

No longer a limit:

• 8.10. Limit of 1,000 tasks for ‘Group by’ to work in Board view
  Thanks to @Bastien_Siebman for brining this to my attention

Newly added:

• 14.3. Limit of 100 pending invites
  Thanks to @Ashley_T !

• Discourse (this forum’s platform) only allows 10 people to be mentioned in a post (!) so apologies I can no longer give credits in the original post. Instead, I will mention people in these updates.

[Richard_Sather]

@Bastien_Siebman , sorry I missed this. At first glance, yes they are the same. I will add these soon, promise!

[Bastien_Siebman]

And thanks a lot for keeping this document up-to-date

[Richard_Sather]

Quick update, I’ve completely revised section 2. Rules, cleaning out any references to the Classic rule builder which (technically) no longer exists, apart from finding it in older legacy rules, I guess.

I also added references to the recently added rules in Portfolios, concluding that all limits are similar to rules in Projects. While I was checking the limits, I realised the following had also been increased:

Raised limits:

• 2.7. Limit of 20 conditions (Check if) per branch within a custom rule
  Raised from 12 to 20 conditions

[lpb]

Such a great service you’re providing with this comprehensive post; thank you, @Richard_Sather, Forum Leader Unlimited!

[Bastien_Siebman]

@Richard I have a new one for you. I didn’t check again (because that’s time consuming to test) but it was a known bug a few months ago and there is a chance no one fixed it: in addition to max 500 options for a field, there is also a 1000 limit on “all options the field can ever hold”.

To understand this limit, consider the following use case: you have a dropdown of options. You remove one option. This option is actually still in the system, it shows up as “enabled:false” in the API (see below) and appears strikethrough on the task. But it still takes “space” and you can have max 1000 entries, enabled or not.