Hi, Iâm Richard Sather, an Asana Solutions Partner providing professional training, consulting and support services for everything Asana, essentially helping new teams get their Asana up and running faster and strategically onboarding all their members, or helping existing teams tune up or optimize their Asana. Iâm also an Asana Forum leader so you may have seen me around, having helped thousands of members by answering questions, providing workarounds and solutions.
If youâve been keeping âtabsâ on Asana latest features, you will probably agree this has been an incredible year! From time-tracking to multi-filter and multi-sort, to Bundles and Formulas and of course all those exciting new AI features. But there was one feature that, for me personally, was a huuuuge game-changerâŠ
For a (very) long time, all projects had the same views available: List, Board, Timeline, Calendar, Workflow, Dashboard, Messages and Files⊠sure it was consistent, but⊠boring!
Over the years, Iâve had clients ask me:
âwell, we wonât be needing the Board view in this type of project, so can we remove it?â
âwe never use the Messages tab in Asana because we use Slack or MS Teams instead - can we remove it?â
âcan I change the name of the List view to something else?â
Unfortunately, to all these questions I used to say âno, sorry you canâtâ ⊠But this year, we finally got âSaved view tabsâ in Asana!
So what are saved view tabs? Well, in a nut-shell, we can finally customize the âlookâ of our project by renaming the tabs as we like, as they make more sense to us, including emojis(!) and removing the tabs that we donât use. But perhaps the coolest of all is the ability to create multiple views of the same type such as numerous List views but which show different tasks in different sorts. And this is where those recently added multi-filter and multi-sort features also come into play.
5 steps to understanding how saved tab views work
A. Master the Filter, Sort and Hide buttons
- Use the Filter button to show the tasks you want to see, and filter out the tasks that are irrelevant.
- Use the Sort button to sort your project by Due date instead of manually sorting your tasks.
- Use the Hide button to show/hide any important metadata such as Projects, Created by, Created on as well as relevant custom fields.
- Reposition your columns by resorting the list in the Hide button or by clicking & dragging the column headers in the List view.
B. Remember to Save!
This is super-important: any changes toâŠ
- Filter, Sort, Group by or Hide buttons
- repositioning columns
- adjusting column widths
- collapsing/expanding sections
- changing a columnâs function (SUM, AVG, MIN, MAX, COUNT) of a number-type field
âŠwill trigger the Save button on the far right corner.
Remember to choose âSave for everyoneâ so that your revised layout is saved, i.e. it will persist every time you revisit this projectâs tab. If you click away, without saving, all your changes within this tab view will be lost!
C. Make a copy, rather than creating new tabs from scratch
Make a copy of similar looking tabs, then adjust the layout accordingly and then âSave for everyoneâ.
D. Custom-name your tabs!
Rename your tabs and add an emoji at the start of a tabâs name to replace the native Asana icon!
E. Keep only the necessary tabs
Clean up by removing any tabs you will not be using such as Workflow, Messages or Files and any views such as Board or Timeline if not used in your particular project. You can always add them back using the icon on the far right.
Optimize your view tabs for your ongoing projects
The below use case is ideal for intake requests, tickets, content, posts, events etc.
Quickly switch between tabs to surface your most relevant data without fiddling around with the Filter, Sort and Hide buttons every time you need to review your tasks. Setup these view tabs once so that you and all project members can make the most use out of them.
1. Setup a â To-doâ tab to focus on just the tasks that need to get done.
- Use the Filter button to set to âIncomplete tasksâ
- Use the Sort button to sort by âDue dateâ & âAscendingâ so you have the most imminent tasks at the top of your list.
- Use the Hide button to enable important metadata such as âCreated byâ and âCollaboratorsâ.
- Rename the tab to â To-doâ and âSet as defaultâ view so that this is the tab that always appears when the project is opened by anyone.
- Save for everyone
2. Setup a â Completedâ tab to quickly see what has been completed and when.
- Make a copy of the â To-doâ tab
- Rename the tab to â Completedâ
- Use the Filter button to set to âCompleted tasksâ
- Use the Hide button to enable relevant metadata such as âCompleted onâ and disable any fields that are not necessary such as âCreated byâ and âCollaboratorsâ.
- Use the Sort button to sort by âCompleted onâ & âDescendingâ so you have the most recently completed tasks at the top of your list. Also, disable the âSort within sectionsâ switch, so you only see that tasks listed by completion date, without the projectâs sections.
- Save for everyone
3. Setup a â My tasksâ tab to quickly see just that tasks that you have to do.
- Make a copy of the â To-doâ tab
- Rename the tab to â My tasksâ
- Use the Filter button to set to âJust my tasksâ
- Use the Sort button to disable the âSort within sectionsâ switch, so you only see that tasks sorted by due date, without the projectâs sections.
- Save for everyone
4. Setup a â Newâ tab to quickly see what has been recently added
- Make a copy of the â To-doâ tab
- Rename the tab to â Newâ
- Use the Filter button to set to âIncomplete tasksâ & âCreated onâ set to âThis weekâ
- Use the Sort button to sort by âCreated onâ & âDescendingâ so you have the most recently created tasks at the top. Also, disable the âSort within sectionsâ switch, so you only see that tasks listed by created date, without the projectâs sections.
- Use the Hide button to enable relevant fields such as âCreated onâ.
- Save for everyone.
- Move this tab to the first one on the left, but no need to set is as the default tab.
5. Setup an â Upcomingâ tab to quickly see what needs to be done over the next 2 weeks.
- Make a copy of the â To-doâ tab
- Rename the tab to â Upcomingâ
- Use the Filter button to set to âIncomplete tasksâ & âDue dateâ set to âDue next 14 daysâ
- Use the Sort button to sort by âDue dateâ & âAscendingâ so you have the most imminent at the top. Also, disable the âSort within sectionsâ switch, so you only see that tasks listed by due date, without the projectâs sections.
- Save for everyone.
6. Setup an â Overdueâ tab to quickly see which tasks are overdue.
- Make a copy of the â Upcomingâ tab
- Rename the tab to â Overdueâ
- Use the Filter button to set to âIncomplete tasksâ & âDue dateâ set to âBefore todayâ
- Use the Sort button to sort by âDue dateâ & âAscendingâ so you have the most overdue tasks at the top. Also, disable the âSort within sectionsâ switch, so you only see that tasks listed by due date, without the projectâs sections.
- Save for everyone.
7. Clean up by removing any unnecessary tabs.
- Clean up your tabs by removing any other tabs you will not be using for this project.
Things to know about saved tab views
- Currently, you can have up to 12 view tabs in total and these could vary in type. eg. You could have 12 List views, or 12 Board views if you remove all other types.
- By default, you must have at least one List view.
- You can only make copies of the List, Board, Timeline, Calendar & Gantt views.
- Currently, you cannot rename or make a copy of the Overview, Workflow, Dashboard, Messages or Files tab.
- All tabs can be âSet as defaultâ (including Overview & Dashboard) except for the Workflow, Messages & Files tabs.
- Keep your saved view tab name short & sweet. Asana will truncate it after about the 20-25 characters (as itâs dependant on a certain fixed width).
- Right click on your tabs for the quick actions menu, such as âMake a copyâ or âRenameâ.
I would love to know how you have been using the saved view tabs within your projects - let me know in the comments!
Wishing you all a happy festive season
See all of my top tips & tricks on my website.