Asana: Key Terminology

Communications & Information Technology

 

  • Workspace
    • UC's overall Asana environment.
      • This allows every user with a UC Asana License to collaborate in Asana.
      • Users are automatically added to UC's workspace when IT adds them to Asana and updates their UCLogin Apps Dashboard with the Asana tile.
  • Team
    • A group of users with a common department or function.  
      • In UC's environment, there are Department Teams and Department Division Teams, depending on the department.
      • Example:
        • Department Team = Information Technology
        • Department Division Team = IT Helpdesk, IT Enterprise Application & Development, etc.
      • Users will automatically be added to their appropriate Department Team.
        • The EVP, VP, or Director of the department is responsible for creating Department Division Teams (unless responsibility is delegated to another)
  • Project
    • A collection of related work with a defined goal and owner. 
    • A Project may also be referred to as a Project Board.
    • Example:
      • 2026 May Commencement Ceremony
  • Task
    • A single action item that must be completed to achieve the Project’s overall goal.
    • Tasks live inside Projects.
    • Example:
      • Print name cards for students walking in ceremony #2
  • Subtask
    • A smaller action required to complete a task.
    • Subtasks are nested under Tasks inside Projects.
    • Example:
      • Finalize the walking list for ceremony #2 with the Registrar’s Office.
  • Assignee
    • The one person responsible for completing the task.
  • Section
    • A way to organize tasks by group on a Project Board.
    • Example:
      • Ceremony - Main Gym, Staging – Volleyball Gym, Student Communications, Printed Materials
  • Fields
    • A way to organize tasks within each section of a Project based on specific criteria.
  • Bundles
    • A reusable “package” of sections, custom fields, and rules that allow teams to standardize workflows across multiple Project Boards by applying the same setup repeatedly.A 
      • This helps maintain consistency and saves time when creating new Projects.
  • Rules
    • Automation tools that trigger actions when certain conditions are met.
    • Rules help reduce manual work and ensure consistent processes.
  • Comment (@Mention)
    • A message attached to a task for collaboration. Using @[user’s name] will notify the user of the comment.
  • Portfolio
    • A collection of Projects grouped together in a dashboard for tracking and management purposes.
  • Task Collaborators
    • Individuals added to a task to stay informed and comment, even if they’re not the main person responsible for completing it.
    • These Individuals:
      • Get notifications: receive updates from comments, status changes, or activity on the task.
      • Can contribute: comment, attach files, and help move the task forward.
      • Are not the owner: are not primarily responsible for completing the task.



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