Hey Guys, had a question during a Q&A whether it would be possible to share visibility of a Project that’s hosted in Asana to another member of the same organization that has yet to setup an Asana account.
Will I be able to share the link of the project and the user be able to view the projects through some kind of Guest account in the Asana interface?
or will my better options be to export either manual CSV/google sheets or have a linked google sheet for visibility?
Hello @Kai_Tay - There are a few ways to go about this! I will list a couple down below!
Read-only links - Asana Help Center (if your organization has enabled read-only links, this will allow you to create a link for external users to get a limited view of the project.
Guests - Asana Help Center
I don’t believe Guests would be a viable option for @Kai_Tay; that help page includes:
Customers using Asana’s service are not permitted to provide employees, or employees of its affiliates, with access to the Asana service as guests instead of acquiring end user subscriptions for such employees.
However, if an Enterprise account, View only licenses are for this exact purpose, and I think they’re free.
Thanks,
Larry
Correct, View-only licenses are free and unlimited, exclusive to Enterprise tiers.
Guests users are for non-employees that do NOT share the same email domain, or associated domains to your Asana space.
I haven’t used either of the following, so I can’t elaborate on whether they meet @Kai_Tay’s needs.
However, I remember hearing from an acquaintance that it is used among non-Asana members.
Yes, syncing to Google Sheets is also a great option but you won’t be able to see comments and you would have to create your own dashboards etc.
View-only licenses provide optional visibility to projects, portfolios, goals and reporting.
Thanks everyone!
I have a clear enough picture of what can / cannot be done for sharing access within same org. Will check with my organization’s Asana Admin on the view-only licenses, and ask for their suggestions as well.
Generally speaking the reason why I brought up this question is really to address the timeliness of sharing project visibility within the same organization. The process to setup a user in Asana would take at least 1 working day, so wanted to see if there’s a faster way, for other users to view projects without needing to setup an Asana account, especially if its only for one-off purposes!
My personal response:
For view-only access, Asana must be recognized within the organization and you must be able to smoothly support the other party. View-only access is also an Asana license (special), so access rights and notifications create a burden on the administrator.
If you want to share information on a one-off basis, I think Google Sync is better.
For a long time, there have been many requests to turn the status of Asana into a PDF and distribute it to related parties (like this & pdf ), but it’s difficult to realize.
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