Asana is one of the most used collaboration tools in the world. With millions of customers, it is great for all productivity enthusiasts. Additionally, it has enough flexibility and tools to work well with small projects and tasks as well as large enterprise projects. The Asana team develops and releases new features every year to provide users with useful project management features, such as Timeline and List View, to name a few.
In this article, we’ll cover everything you need to know about using tags in Asana. We’ll also describe how to add comments, manage recurring tasks, and view all tags to ensure your projects are addressed in a timely manner.
How to add tags to Asana
Tags are a useful tool that provides an additional level of control to any project or task. You can use them to track the progress of your project or categorize them accordingly. Additionally, you can see all the tags for each project, and when you click on a tag, you can see all the tasks associated with it.
Here’s how you can add a tag to any Asana task:
- Open Asana.
- Navigate to the project you are working on.
- Click the three dots icon in the upper right corner.
- Click “Add Tags.”
If you are in a hurry and looking for specific tasks, try pressing the “Tab + T” shortcut and you will immediately see all the tags associated with your project and find all the right information. Another great feature is that you can add color to your labels and recognize them even faster. You can use green for something approved or red if there is a delay or unexpected problem.
How to see all tags in Asana
Currently, it’s not possible to access all of your tags in Asana. However, you can see the most used tags in the sidebar and search for the ones you need or the ones you’ve used recently. If your organization has more than a hundred tags, it would probably be best to use API or API Explorer to find them. It will take a little time as it is not an easy process, but eventually you will be able to see all your tags.
Here are some things you can do:
- When you click on the label, you will see all the tasks marked with that label.
- You can change the color of the label and rename it when necessary.
- When you start typing the tag name, you will see many of them as a recommendation.
How to add a recurring task in Asana
Every team should have recurring tasks, as they are the best way to remind everyone what needs to be done. In Asana, recurring tasks are duplicated into a new task with a different due date each time you finish the previous one. Keep in mind that if you decide to repeat a large task, don’t do it with small subtasks attached to it, as they will start to duplicate each other and you will have too many on your calendar.
This is how you can transform any task into a recurring one:
- Open the task in Asana.
- Tap the “Expiration Date” section.
- Below the calendar, you’ll see the “Set to repeat” option.
- Click on it and click “Done.”
You can also adjust how often you want your recurring task to appear, whether weekly, monthly, or at a specific interval. All of these options are located in the “Due Date” section so you can specify the time and date for each recurring task.
When you want your task to repeat throughout the week, you will have to select the “Weekly” option and mark the days. If you need the task to repeat quarterly, set it to repeat “Monthly” and repeat every three months. If it is a task that you will have to perform twice a year, use the “Monthly” option and select the six-month periodicity. When you want to delete the task, choose “Never” in the repeat section and the task will stop repeating.
How to add a new tag in Asana
Tags are essential for every active project or task in Asana. They tag tasks and allow everyone to track their progress. Two main elements of each tag are the keyword and the color.
A keyword can help you categorize all of your tasks and give you search words that you can type in when you need to find specific tasks. As for color, it can function as a visual search element. Using tags is easy when your team has already created them. However, when you need to start from scratch, that’s when things can get a little complicated, since you will have to create an entire system.
Here’s how to create a new tag:
- Open a task or project.
- Next to the existing label, you will see a “+” sign.
- Type the name of the new label.
- Tap it and at the bottom of the drop-down menu you will see “Create tag for (typed tag name)”.
Every time you start typing a new tag, you will notice that you will get all similar tag names. This way you won’t have to waste a lot of time trying to identify a specific one. If you created a new tag and realized it has a typo, you can quickly delete it and create a corrected one. This is how you can remove a tag:
- Open your task in Asana.
- Click the tag you want to remove.
- At the top left of the screen, tap the arrow icon next to the tag name.
- Tap “Delete Tag.”
When you remove a tag, all of the tag’s followers will receive an email informing them of the removal. If you accidentally deleted a tag with a tag ID, you can restore it after contacting the Asana team. From a drop-down menu, you can also share a tag’s URL, sync it to your calendar, and add color to ensure everyone notices as soon as they open the task in question.
How to add comments in Asana
One of the new features that Asana has introduced is comments. They can provide additional information about the task while allowing collaborators to ask questions and see everyone’s reactions. Additionally, this method of communication allows everyone to get instant responses.
If you want to add a comment, place your cursor in the comment field and type it. Once you’re done, click “Comment” and everyone can see it.
If you write your comment and forget to post it, it automatically becomes a draft so you can use it later. You can also use the “Tab + C” command to quickly start typing your comment.
How to rename a tag in Asana
When you use a lot of labels, everyone on the team needs to be on the same page when naming them. That’s why you may have to rename some of them several times until you see which one works best for your teams. If you need to rename a new tag for some reason, here’s what you do:
- Open Asana.
- Go to the task and click the label icon.
- Click the arrow next to the project name.
- From the drop-down menu, select “Rename Tag.”
Try to avoid creating duplicate tags, as each team has their unique way of using tags and naming them. Sometimes you’ll notice that tags have similar names but use different colors, so make sure you don’t change the name of a perfectly functional title.
Additional FAQs
What’s the best way to use tags in Asana?
There are many ways to use tags in Asana. One of the best for many users is to organize a work calendar. That way, you can use tags to track each task for a week or a month. And by following the colors, you can see what’s going on with the project. It’s a fantastic way to work with any type of content management and will prove useful when dealing with projects that have many small tasks.
Another great way to use labels in Asana is to identify your priorities and results. Without detailed ranking, all tasks will appear equally important and important tasks will not be prioritized. Using tags, you can connect each task to its key deliverable so the entire team knows what is urgent and what is not.
For every team dealing with the product backlog, it is imperative to have a system where each report, request, or task has a specific color label. Without it, projects can quickly become complicated and it will take you a long time to get things sorted.
Are labels and custom fields the same?
No, since they are used for different purposes within a project or task. Tags are used to mark functions and group them according to importance or part of the project.
Custom fields are used when you need to share data between people working on the same project or when you need to track inpidual information across multiple projects.
Tag and go!
Asana is a useful productivity management app that has developed several tools to improve the way teams work. By using tags and comments, you can ensure that everyone is doing everything they can to make your product successful while you are still in control. This is where labels come in most useful.
Now that you know more about how tags work and how to add them to your projects, you’ll be able to make the most of Asana. What are your experiences with using labels? Have you ever created a new one?
Tell us more in the comments below.
