How to Add Tags in Asana
Asana is one of the most used collaboration tools in the world. With millions of clients, it’s excellent for every productivity enthusiast. Furthermore, it has enough flexibility and tools to work well with small projects and tasks, as well as big company projects. The Asana team develops and releases new features every year to provide users with useful project management features like 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 dealt with in a timely manner.
How to Add Tags to Asana
Tags are a useful tool that gives an additional level of control to any project or task. You can use them to follow your project’s advancements or categorize them accordingly. Furthermore, you can see all the tags for every project, and when you click 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’re working on.
- Click on the three-dot icon in the upper right corner.
- Click on “Add Tags.”
If you’re in a hurry and looking for specific tasks, try pressing the “Tab + T” shortcut, and you’ll immediately see all tags associated with your project and find all the right information. Another great feature is that you can add color to your tags and recognize them even faster. You can use green for something approved or red if there’s a delay or unexpected problem.
How to View All Tags in Asana
Currently, it’s not possible to access all your tags in Asana. However, you can see the most used tags in the sidebar and search for the ones you need, or you’ve used recently. If your organization has more than one hundred tags, it would probably be better to use API or API Explorer to find them. It will take a bit of your time as this is not an effortless process, but you’ll eventually get to see all your tags.
Here are some things you can do:
- When you click on the tag, you’ll see all tasks marked with that tag.
- You can change the color of the tag and rename it whenever necessary.
- When you start typing the tag name, you’ll see many of them as a recommendation.
How to Add a Recurring Task in Asana
Every team has to have recurring tasks as they’re the best way to remind everyone what needs to be done. In Asana, recurring tasks duplicate themselves into a new task with a different due date every time you finish the previous one. Keep in mind that if you decide to set a big task to repeat, don’t do it with small subtasks attached, as they’ll start duplicating and you’ll have too many of them in your calendar.
Here’s how you can transform any task into a recurring one:
- Open the task in Asana.
- Tap on the “Due Date” section.
- Under the calendar, you’ll notice “Set to Repeat Option.”
- Click on it and click “Done.”
You can also adjust how often you want your recurring task to show up, whether it repeats weekly, monthly, or a specific interval. All these options are located on the “Due Date” section for you to specify the time and date for every recurring task.
When you want your task to repeat during the week, you’ll have to select a “Weekly” option and tick the days. If you need the task to repeat quarterly, set it to repeat “Monthly” and make it repeat every three months. If it’s a task that you’ll have to do twice a year, use the “Monthly” option, and select six months recurrence. When you want to remove 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 project or active task in Asana. They label the assignments while allowing everyone to keep track of their progress. Two main elements of every tag are the keyword and color.
A keyword can help you categorize all your tasks and give you search words you can type whenever you need to find specific tasks. When it comes to color, it can work 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 might get slightly more complicated, as you’ll have to create a complete system.
Here’s how to create a new tag:
- Open a task or project.
- Next to the existing tag, you’ll see a “+” sign.
- Type the name of the new tag.
- Tap on it, and on the bottom of the drop-down menu, you’ll see “Create Tag for (typed tag name)”
Whenever you start typing a new tag, you’ll notice that you’ll get all the similar tag names. This way you won’t have to spend a lot of time trying to pinpoint 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. Here’s how you can delete a tag:
- Open your task in Asana.
- Click on the tag you want to delete.
- At the top left of the screen, tap on the arrow icon next to the tag’s name.
- Tap on “Delete Tag.”
When you delete a tag, all tag followers will get an email to inform them about the deletion. If you deleted a tag by mistake 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, synchronize it to your calendar and add color to ensure everyone will notice it as soon as they open the task at hand.
How to Add Comments in Asana
One of the new features Asana has introduced are comments. They can provide additional information about the task while allowing collaborators to ask questions and see everyone’s reactions. Plus, this method of communication allows everyone to get instant answers.
If you want to add a comment, bring your cursor to the comment field and type it. Once you’re done, click on “Comment,” and everyone will be able to see it.
If you write your comment and forget to post it, it automatically becomes a draft so you can use it another time. You can also use the command “Tab + C” to quickly start typing your comment.
How to Rename a Tag in Asana
When you’re using many tags, all team members need to be on the same page when naming them. That’s why you might have to rename some of them a few times until you see what works best for your teams. If you need to rename a new tag for some reason, here’s what you need to do:
- Open Asana.
- Go to the task and click on the tag icon.
- Click on the arrow next to the project name.
- From the drop-down menu, select “Rename Tag.”
Try to avoid creating duplicate tags since every team has its unique way of using tags and naming them. Sometimes, you’ll notice that tags have similar names but use distinct colors, which is why you need to make sure not to rename a perfectly functional title.
What Is 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 organizing a work calendar. That way, you can use tags to keep track of every task for a week or a month. And by following colors, you can see what’s happening with the project. It’s a fantastic way to work with any type of content management, and it will prove its usefulness when it comes to projects that have a lot of small tasks.
Another great way to use tags in Asana is to identify your priorities and deliverables. Without a detailed classification, all tasks will seem equally important, and important ones will not have priority. Using tags, you can connect every task to its key deliverable so that the whole team knows what’s urgent and what’s not.
For every team dealing with the product backlog, it’s imperative to have a system where every report, request, or task has a specific colored tag. Without it, projects can quickly become messy and will take a lot of your time to sort things out.
Are Tags and Custom Fields the Same?
No, since they’re used for different purposes within a project or a task. Tags are for marking the functions and grouping them according to importance or part of the project.
Custom fields are used when data needs to be shared among people working on the same project or when you need to track individual info across a number of projects.
Tag, and That’s It!
Asana is a useful productivity management application that has developed several tools to enhance the way teams work. Using tags and comments, you can ensure everyone is doing their best to make your product successful while you’re still in control. That’s where the tags prove themselves most useful.
Now that you know more about how tags work and how to add them to your projects, you’ll be able to use Asana to its fullest. What are your experiences with using tags? Have you ever created a new one?
Tell us more in the comments below.