There are members of my team who make the projects and tasks and assign the tasks. In my task list, I can see my task and, usually, the project it’s attached to. Recently, the task is shared with me, but the project does not show up in the task list. If I search for it in the Projects list side menu or search Asana for it, I also can’t find it. Another team member can see the whole list of tasks and says that the project does show up on my task, but she’s also not having issues with her task list. This is not happening consistently either. Most projects are showing up fine, but a few of the most recent ones needed to be shared again with me to give me access.
Does anyone know what could be going on or did Asana change something recently in how projects show up? I do not make the projects or tasks, so my knowledge here is very limited. Thank you.
It sounds like those specific tasks are part of private or limited-access projects that haven’t been fully shared with you yet. Even if a task is assigned to you, you won’t be able to see the full project unless you’ve been explicitly added as a project member or given access to it.
A few things you can try:
Ask the project creator to ensure the project itself is shared with you — not just the task.
If the task was recently moved from one project to another or created via a form/automation, double-check with your teammate whether the project permissions were updated accordingly.
Check if there are any guest/restricted permissions applied to your role in the workspace.
This doesn’t sound like a system-wide change, but more likely a permissions issue on newer projects. Hope this helps!
Thank you. Would the project still need to be shared with me if I’m part of the team that the project is shared with? If we have Team ABC with 5 members and I am one of those members, is the project automatically shared with all 5 members if it is assigned to Team ABC?
I have also discovered a completed task that was my task in a project that I did and still do have access to, but that task has suddenly disappeared, and if I try to access it, it’s saying it needs to be shared with me.
The people creating the projects say they are not doing anything differently from what they have always done. Another co-worker also had a couple of issues accessing projects, but like me, not all projects.
@D_Lynn_Braddy - when you say the project is “shared” with the team, do you mean that if you (or I guess, in this case, someone with project access) click the “share” button near the top right, you see the team on the share list with an access level? Or do you mean that the project is “in” that team (a concept that I believe should be going away soon)?
It’s confusing, but you can have a project “in” a team but still private (i.e., not accessible to members of that team). When creating a project, you can choose public (org-dependent), shared with team, or private. If you choose the second, the team will gain access (be on the share list), but if you choose the last one, it will not.
Thank you. I am not sure how they set projects up, but I think it’s a “share with team” vs. “private” issue. We’re trying something to see if it solves the issue.
If a project is assigned to a team in Asana, all team members should have access by default — unless the project’s privacy is set to “Private to project members.” In that case, even team members won’t see it unless they’re added individually.
As for the disappearing task, that usually happens when the task is moved into a project you don’t have access to, or its parent project’s permissions were changed. Even if nothing was intentionally changed, someone might have updated project privacy without realizing it.
I’d suggest checking the project’s sharing settings and asking the creator to confirm it’s set to “Team ABC” and not “Private.”