As you may have already heard, the sidebar is getting a makeover to make it easier to navigate Asana . Some of you may have already signed up for the early access and tested it like myself, until this redesign rolls out to everyone soon!
There are numerous questions being raised in the forum and some anxiety about getting prepared for this redesign. Below is everything you need to know and what changes to expect so that you and your teams can get prepared and make the most of navigating Asana even easier
1.1 Where is Reporting, Portfolios & Goals gone?
They have been relocated to the new ‘Insights’ section.
Not liking this change? You can click and drag the ‘Insights’ section to the top of your sections so that Reporting, Portfolios & Goals are located just below Inbox, were they used to be.
2.1 Where are my Favorites?
The ‘Favorites’ section has been renamed to ‘Starred’ which can include Teams, Projects, Portfolios, Dashboards (from Global Reporting), People (users such as Members & Guests) and most recently, Forms! Perhaps it will be possible to more items in the future?
You can now star users’ profile pages as well as their tasks that are visible to you (their ‘original’ profile page) There is a icon on the latter to distinguish between these two starred items.
Starred Portfolios will have a
> button on the right which you can click to get a flyout list of all the Projects within that Portfolio.
2.2 Where are my Saved Searches? …and Messages I’ve sent & received?
The former ‘Saved searches’ section has been consolidated into the new ‘Starred’ section where you can save/add any search results to your Starred section by clicking on the at the top of a search results page.
You will now find that three out of the five default/predefined saved searches are available in the basic search dropdown (
K), such as: ‘Tasks I’ve created’, ‘Tasks I’ve assigned to others’ and ‘Recently completed tasks’. But the other two are missing from the sidebar:
- Messages I’ve sent tab can be found in the Inbox, on the right of ‘Archive’
- Messages I’ve received can only be replicated using search results
2.3 Where has ‘Deleted Items’ gone (from Favorites > Show more)?
Click here to find out!
2.4 How can I move tasks from one project to another?
You can click & drag a task from the List view and hover it over a project in the Starred section of the sidebar (not the new ‘Projects’ section). Currently, the target project does not seem to highlight correctly; instead a blue hairline appears below the project which you want to move the task to, so release your mouse button carefully!
3.1 Why are all my projects bundled like this? I don’t get it!!
This is a brand new section in the sidebar. It is clear that Asana have added this with the intention to automatically curate a list of projects that you personally interact with the most so they are easier to find. Think of this new ‘Projects’ section as a ‘Recent Projects’ section; it is basically your ‘Top 10 list of projects’ that is automatically updated based on your usage. If used correctly, it is actually super intuitive to use and you may find yourself using this section far more than the Teams section (where you can still find ALL the projects within your Teams that are visible to you).
From the Projects
... menu you can switch between ‘Top projects’ & ‘Recent projects’:
- Top projects are automatically listed by priority based on the projects you visit most often
- Recent projects are automatically listed by priority based on the last projects you have visited
from the Projects
+ button, you can create a new Project or Portfolio. Selecting ‘New project’, will take you to the project creation page but watch out that the pre-selected Team (to create the new project in) will be the first Team listed in your Teams section of the sidebar, so make sure you set the appropriate team!
3.2 Why can’t I sort my projects as I like?
The projects and portfolios listed in this new section are automatically populated for you based on your Asana usage. However, if you are not finding this ‘Projects’ section useful and you instead prefer to list your projects as you want, then simply collapse the Projects section, drag it to the bottom of your sidebar and forget about it there. Instead, create your own list of projects (and portfolios) by starring the ones you want to appear in the ‘Starred’ section where you can sort them in any order you want.
3.3 How can I move tasks from one project to another?
See 2.4 above.
4.1 How can I see the Projects within a Team in the sidebar?
If you used to have all your Teams expanded (rather than collapsed) then this may have the biggest impact on you since this may be the most significant change to the way you navigate Asana. Personally, I think this change is great because it reduces clutter whilst increasing clarity… but it needs a little getting used to…
Hover your mouse over the Team’s name to make the flyout panel appear which lists all the projects within the team (that are visible to you). You can use the scroll wheel too
Click on the Team’s name to take you to the Team’s Overview page where you can reorder projects and also view archived ones. See 4.4 and 4.5 below.
4.2 How can I quickly create a new Project within a Team? Where is the old
From a Team’s flyout panel (hover your mouse over the Team’s name) you can quickly Create a new Project (as well as add teammates to the Team) without having to go to the Team’s overview page.
even quicker is to right-click on a Team and select ‘Create project’. Check out more right-click actions below…
4.3 Where has ‘Browse Teams’ gone (that used to be at the bottom of the Teams list)?
Click here to find out!
4.4 Where has ‘Show archived projects’ gone?
In the old sidebar, this link used to be at the bottom of a Team’s list of projects. However, in the new redesign it is not visible in the Teams’
> flyout list of projects. The only way you can currently see archived projects is via the Team’s overview page using the Filter button.
4.5 How do I rearrange the order of projects within a Team?
In the Team’s flyout menus of the new sidebar it is not possible to rearrange the order of your projects. To do so, you need to click on the Team’s name to take you to the Team’s Overview page were you can click & drag the projects to rearrange them as you like. Any changes will also be reflected in the flyout menu of the sidebar.
this sorting is not a personal preference - it will affect everyone who views the projects within that team.
4.6 How do I move a project from one Team to another Team?
In the new sidebar it is not possible to drag & drop a project into another team. Instead go to your project and from the Project Action menu ( on the right of the project’s title) select ‘Move to another team’.
to perform this action, you need to be a member of both teams.
A much wanted feature, you can now resize the width of the side bar by hovering your mouse over the right edge and click and drag to change the width as one would expect!
You can click and drag the sidebar’s sections (Starred, Projects, Teams & Insights) up and down to reorder them as you like.
you can also reorder items within the Starred section, as well as Teams within the Teams section, as expected.
The sidebar is now available in a Light theme instead of just Dark.
From your avatar/profile > My Settings > Display > Theme set to ‘Light’ > Sidebar & topbar color
you cannot set the sidebar to Light if your ‘Theme’ is set to Dark.
Right-click context menus are new to the sidebar!
You can now right-click on items in your sidebar to:
- open any item in a new browser tab (or app window)
- add or remove an item to/from the Starred section
- change the colour of a Project, Portfolio or Dashboard
- change the icon of a Project or Dashboard
- rename a Project, Portfolio, Saved Search or Dashboard
- copy link of a Project, Portfolio, Dashboard, Saved Search, Person or Form
- share a Project or Portfolio
- archive a Project
- assign a task to a Person (by right-clicking on a Starred person)
- send a message to a Person (by right-clicking on a Starred person)
- invite teammates (by right-clicking on a team)
- create a new project (by right-clicking on a team)
Well you can’t have it all, but below are some features I could no longer find in the new sidebar design:
- Ability to duplicate a project from the sidebar (previously from the
...menu of a project)
- Ability to view Archived projects within the sidebar (see 4.4 above)
- Ability to change the order of projects of a team (see 4.5 above)
- Ability to drag & drop projects from one team to another team (see 4.6 above)
- Predefined saved searches such as ‘Messages I’ve sent / received’ (see 2.2 above)
- ‘All items’ from Favorites (did anyone ever use this?)
- ‘Edit Team Settings’ (previously from the
...menu of a team)
- ‘Send a Message via Email…’ (previously from the
...menu of a team)
- ‘Remove me from this Team’ (previously from the
...menu of a team)
- Anything else for the history books or that you would like to bring back?
- New Asana Guide article
- Quick walkthrough video by Asana
- Follow up on when this new sidebar design will be released
Hope you found this guide helpful so that you and your teams can make the most out of the new sidebar design! I’m sure I missed something so please let me know