How to use Asana tags

What are tags in Asana and how should you use them? Tags give you a way of adding context to a task and help you to group similar tasks together. I use tags for things like:
- Urgent - Tasks with this tag tell the assignee to stop what they're doing and work on this task instead.
- Meeting - For grouping together tasks we need to discuss.
- DNC - Stands for 'Did not complete' which I use when marking a task as complete that I didn't actually do.
- Showing the duration of task e.g. 5, 10, 15, 30, 60, 90, 120 (I colour code these so they stand out on the My Tasks page).
- Displaying the type of content in my content calendar e.g. Blog, Podcast, Video.
Tags can be used across the entire account. They're good when you're tagging random tasks that may not be needed on every task. Whereas custom fields are added on a project by project basis. They're better when you need the field to show up on all tasks.
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[@CarenHermy]

Thanks Paul. I learnt a few things in your video !

[@minor-co]

You're welcome 😀

[@toddraymond1045]

Excellent content mate

[@minor-co]

Thanks Todd!

[@blueskyhorsemanship3068]

Great Content, thank you 😍

[@minor-co]

Thanks!

[@walterjohnson8192]

This is a great explanation of tags and customized fields. I need to categorize projects themselves, not the tasks within. Does Asana have a way to categorize projects, for instance, if we complete projects that are for various departments, I would like to give each project a department, for whom we are doing the work? Thoughts?

[@minor-co]

Yes, if you are on the Business plan, you could create a Portfolio with a list of projects. In the Portfolio, you can create custom fields that are attached to the project (similar to custom fields on tasks). Hope that helps!

[@plantsbutbetter]

I absolutely love Asana, but I find it so weird that I can't see the tags in the board view. I just see the icon, without its name.

[@minor-co]

I think this is just a lack of space on the task to be honest. One of the reasons I prefer the List view.

[@mikaylasantiago1310]

Hey Paul, these are super helpful videos! (Way more helpful than the Asana user guide.) Here's a question: If tags are across all projects in the account, can everyone in the organization use them? I created several tags which I can see and use in all projects. However when employee #2 tries to add a tag, he can't find any of the existing ones. He can create his own which I can see and use, but when he searches It doesn't give any options. I can add an existing tag to the same task he is trying. After I personally have added it to the task, he can then use that tag for other tasks. Is that normal? Is there some weird permissions thing that limits his access or something? (note: I created the tags while in a project that he is not a part of.) But does that mean that I am the only one who can add them to a project as the creator of the tags? Please and thank you for any info.

[@minor-co]

Hi Mikayla, I expect this is a permission issue. If person #2 doesn't have access to the same projects where the tag was originally created, they may not see them.

[@syedahmad5655]

Hi Paul - as usual great video. I am trying to use Tags to identify software that is tied to a particular release. e.g: "Q3 Release". However my question is - is it possible to run a report or show all such items in the Dashboard - so that I can have a dynamic dashboard that shows for example what is the status of a particular software release. Any suggestions would be great. Thanks

[@minor-co]

Yes you can but I'd suggest using a custom field instead of a tag if you're going to do this. You can then create a report and choose the custom field as the x-axis.

[@user-xs2pt5ke6r]

Hey Paul, this was really useful. My question is if it is possible to pull down all the tags (with the multi-tag system) onto a screen and automatically count the number of these tags and export to Excel or like that? I am trying to work on customer support where I need to classify different types of complaints/supports needed etc on say monthly basis???

[@minor-co]

Thanks. So it sounds like you want to see all tags in your account? I'm afraid this isn't possible. But maybe you can create a task that has all your tags on it for future reference.

[@toddthetoolman]

Hi Paul, wondering what your view is on "GTD Context" are Tags or Categories or something else best for this? Thank you, Todd

[@minor-co]

Tags 👍

[@HealthandBeautyAP]

I have played around with tags for a few years now. I find them not very useful because when you click on a tag you don't have any customizable view options with tags. There is onl,y the By project view which most times isn't helpful and often looks very confusing. The only view I find tags useful in is inside of a project for reference in a meeting agenda and possibly inside my tasks for a task type reference to quickly scan all of my tags but there isn't a way to batch the tags so that it optimizes productivity. Tags are one of those features that could be so helpful but in the end...are not overly helpful nor do they add efficiency.

[@minor-co]

Thanks for sharing. I find tags useful for finding tasks later.

[@sRagnar]

If I have several workspaces - several different projects, then how can I create a single task list and schedule for the day?

[@minor-co]

You can't really. Each workspace is a separate Asana instance i.e. company. One option is to use a tool like Unito to sync your accounts together.

[@kariannegray5313]

How can I see all of our tags in Asana? I am trying to create a rule where changing a custom field adds a tag, by way of Flowsana. However, my tag doesn't show up in the list.

[@minor-co]

There isn't a way to see all tags really. You simply need to start typing the name of a tag in a task and Asana will suggest tags. If they're not showing up in Flowsana I'd suggest contacting their support to see what's going on.

[@clemensfrede1338]

oh man, asana is so incredibly frustrating... 🙈

[@minor-co]

How so?

[@HealthandBeautyAP]

@@minor-co For one thing, there is no way to filter a way to look at all of the one type of "tag" so if want to se all the phone call Tags I created I need to then see it only in that view in project view which is very visually cluttered and unnecessary.

[@user-do8zh4hz8u]

i dont have ability to add tags to my view column. i have tags can you run a report on tags?

[@minor-co]

Is this on your My Tasks page? Make sure you're sorting by custom sections first.

[@Kiloptero]

There is a way to put a tag in favorites?

[@minor-co]

Yes. Simply click on a tag or use the search to go to the tag page. Then click the star next to the tag name to add to favourites.

[@devarni]

Its seems there is no option to group by tag or use tags as the sections in the board view? Btw are you the younger brother of Crhis Pratt 😋

[@minor-co]

No, I'm afraid not. Haha, no but I'll take the compliment 😀

[@farheenkawchali1079]

I don't see tags option in my customize section ?

[@minor-co]

You mean on your My Tasks page?

[@fromnsk]

I'm gonna pop some tags, got only few bucks in my pocket ...

[@minor-co]

Ok...

[@Simply_Life620]

Can I create 300 tags?

[@minor-co]

There's no limit so I guess you could do. Although this may get overwhelming. Custom fields may be a better option.

[@Simply_Life620]

@@minor-co thanks. That's what I was thinking as well...