Moving projects to another team, visible in both teams

[Omer_Buttt]

Hi!

I’m trying to move some projects from one team to another. But now all the projects I moved are visible in both teams. Shouldn’t they disappear from the team I moved them from?

Thanks

[Bryan_TeamKickstart]

@Omer_Buttt - first of all, I think you may have just entered the Twilight Zone or some other dimension because your post is the exact same wording as this post from 4 days ago.

No worries. Just funny.

Anyway, the issue you’re experiencing, though it may feel a little confusing at first, is intended behavior, not a bug. But, I also find it confusing and hope they update how it works.

The short answer is… when you move a project to another team, Asana treats it like you simply sharing the project. After the move, you can click on the Share button and remove permissions from the previous team.

For more detail, here’s where the issue and the confusion is discussed by other users:

About team sharing, project membership in team(s), and also free plans

Hi @Vanessa_N, Thank you for your response. I would still appreciate your perspective on this: It sounds odd that when you change the team in Project settings it woud add a team instead. Regardless of what plan people are on. What I’ve tested in my Phoenix instance results in another behaviour, is that it changes the location of which project the team lives, but it doesn’t change any access settings. So while I’ve changed the team, the new team doesn’t have access to the project as “shared …

And, here’s the feature request post where you can vote for an improved, more intuitive process:

Improve the moving of projects

With the introduction of Team sharing the default behaviour for changing the team in the project settings has changed. Instead of moving the project to another team (what is logical to suspect when you change a setting that can only contain one team) it doesn’t change the team, but rather adds another team. EDIT: I was wrong about this. Changing the team through project settings only changes where the team lives. It does not change who can access the team. This is leading to confusion: I’m …

I voted for it, and I hope you’ll go vote too.

[Richard_Sather]

Hi @Omer_Buttt, to add to @Bryan_TeamKickstart 's super-helpful advice, you and others may also want to have a look at some useful tips and notes on the new team sharing options, here:

5 tips and notes on the recent changes to sharing projects with teams

Since the recent launch of team sharing on projects there has been certain confusion raised by some of my customers that I consult as well several members in this forum! The changes have impacted several aspects of Asana, most notably the data model which previously allowed a project to belong to a single team, now it also allows a project to ‘appear’ in more than one team. This is similar as to how a task can be multi-homed into more than one project! This particular change is great because, p…

[Omer_Buttt]

@Bryan_TeamKickstart Thanks, it’s working, but I just noticed that removing permissions makes this project invisible to all members in the destination team (where I moved the project). It’s only visible to me (the one who moved it to this team).

Why are all my other projects visible to team members who aren’t part of the project but exist in the team, while this one isn’t?

Thanks

[Bryan_TeamKickstart]

@Omer_Buttt - Projects have 2 settings that control visibility and permissions:

1. Public vs Private: Public means a project is public to the whole org. Private means only the specific users and teams listed in project permissions will have visibility
2. Permissions controls: When clicking the Share button at the top right, you’ll see the users and teams who have been given specific permissions, which options include: Project Admin, Editor, Commentor, Viewer.

So, your project will be visible to others if either:

1. The project is set to public,
2. or, the team is listed in the users/team permissions of the project.

If you’d like, you can post a screenshot of what you see in the share button and I can answer your question more specifically.

[Omer_Buttt]

@Richard_Sather Thanks for sharing. It helps a lot and I voted that too as you mentioned but I have a couple of confusions.

First of all, my access settings are locked, and I’m unable to edit the options (see the screenshot). I tried with both my admin and basic accounts. How can I unlock this setting?

Secondly, my question is: Why are all my other projects visible to team members who aren’t part of the project but are in the team, while this one isn’t? The access settings are the same for all projects and are set to ‘Private to Members.’

Thanks

[Omer_Buttt]

@Bryan_TeamKickstart

This is another project, and as you can see, I’m not a member of it. Also, It’s set to ‘Private to Members,’ but it’s still visible to me in the specific team.

you can see, it is visible for me even in the projects listed under the teams.

But when I go to this project—the one we moved out and removed the permissions from the previous team—it’s not visible under the team I moved it to, unless I manually invite myself. It doesn’t show up under the team like the other project, even though we have the same access settings, 'Private to Members.

Hope you get it my point

[Richard_Sather]

@Omer_Buttt

Secondly, my question is: Why are all my other projects visible to team members who aren’t part of the project but are in the team, while this one isn’t? The access settings are the same for all projects and are set to ‘Private to Members.’

Hi @Omer_Buttt , that is likely because this project does not have your team listed as a member. If you invite the team, then the project will be visible to all.

Regarding your access settings being locked, that is usually when you are not the Project Admin or Editor, but I see that you are. If you hover your mouse over the ‘i’ in the circle, what does it say?

Can you also check the Project permission settings from the icon in the top right, next to the ‘X’:

Are these enabled? They will be, if you are on the Enterprise tier.

[Richard_Sather]

This project is visible to the entire ‘BizaStudio’ team (as Editors) because the team is added as a member as we can see in your 1st screenshot (my markup in green):

The access settings are locked because you are not a project member.

[Omer_Buttt]

“i” circle

project permission settings

[Omer_Buttt]

@Richard_Sather

You mentioned access settings are locked because I’m not the project member.

Even though I’m the project member in the other projects, I still see the access settings are locked. (you can see the above screenshots)

Also, Does this apply to admin accounts of the organization? If they are not added to the teams or projects, can they not see the projects created within those teams? If yes, isn’t that a bit strange?

Thanks

[Richard_Sather]

Hi @QA_Hazel , I just noticed that the user (Omer Butt) in the 1st screenshot below is not a member of the project (I should have noticed this earlier, sorry!).

And perhaps in this 2nd screenshot, it was taken from the user Omer Butt again, who in this case was an Editor.

In order to unlock the access settings, to be able to change it from ‘Private to members’ you need to fulfill the below:

• be a member of the project
• be a Project Admin of the project

Whether the user is a member or a guest, it’s irrelevant, the same applies to both.

[Adèle]

Hi @Bryan_TeamKickstart ! Thanks for the explanation, that helped a lot. But now I have a new issue When I click on Share button and remove the previous team, the team is removed for 2 seconds and pops back in. Any clues why?

Thanks!!

[Bryan_TeamKickstart]

@Adèle - hmmm strange. Any chance you could do a screen recording? That would help us (or the support team) to diagnose what’s going on.

If you don’t have a screen recording app, you can…
• Download Loom and use for free for vids up to 5 mins, or…
• Use https://www.screencapture.com/ for free

[Adèle]

@Bryan_TeamKickstart

I can’t upload the video directly in my reply.
You can download it here (wetransfer) : Unique Download Link | WeTransfer

Thanks!

[Bryan_TeamKickstart]

@Adèle - I watched the video. It’s not a bug. It’s happening because you have the project privacy set to “Everyone at the [organization]”, and the project lives on the Production team, so since it’s public, not private, and lives on the production team, the production team has guaranteed access… but just at whatever level of permissions you give them.

If you do NOT want the whole production team to see it, you need to either…

• Set the privacy settings to “Private to members”
• or, move the project to another team and set to private.

Does that make sense?

[Meredith_Pelt]

Hello, we created a new team for a category of projects. We moved the projects to the new team (and can see them there), but the projects are still showing up in the old team. Is there any reason why they are showing up in 2 teams, when they should only show up in the new one i created?

[Richard_Sather]

Hi @Meredith_Pelt , welcome to the forum

This is now the expected behaviour. Have a look at point 3 in my post here:

5 tips and notes on the recent changes to sharing projects with teams

Since the recent launch of team sharing on projects there has been certain confusion raised by some of my customers that I consult as well several members in this forum! The changes have impacted several aspects of Asana, most notably the data model which previously allowed a project to belong to a single team, now it also allows a project to ‘appear’ in more than one team. This is similar as to how a task can be multi-homed into more than one project! This particular change is great because, p…

[Omer_Buttt]

@Richard_Sather

this screenshot was taken from the project admin account and you can see that access settings are still locked.

Thanks