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Configuring External Sharing Policies

Learn how to manage external sharing in Asana, including guest access controls, read-only links, and best practices for secure collaboration.

Asana provides robust tools for collaborating with external partners, such as clients, contractors, and vendors. Properly configuring external sharing policies ensures that sensitive information remains secure while enabling effective collaboration.

Guest Access Controls

Who are Guests?
Guests are users who do not share your organization's email domain. They have limited access and can only see what is explicitly shared with them.

Managing Guest Access:

  • Task-Level Access: Assigning a task to a guest or adding them as a collaborator grants access only to that task.

  • Project-Level Access: Adding a guest to a project allows them to see all tasks within that project. Be cautious when sharing entire projects.

  • Team-Level Access: Inviting a guest to a team gives them access to all public projects within that team.

Best Practices:

  • Limit Access: Share only the necessary information with guests to minimize exposure.

  • Use Private Projects: For sensitive information, use private projects and add guests only to specific tasks or sections.

  • Regularly Review Access: Periodically audit guest access to ensure they only have access to relevant information.

Read-Only Links

What are Read-Only Links?
Asana allows you to create shareable, read-only links for projects. This feature enables external stakeholders to view project progress without requiring an Asana account.

Creating a Read-Only Link:

  1. Open the project you wish to share.

  2. Click on the three-dot menu in the top-right corner.

  3. Select "Create link" or "Share project."

  4. Enable the "Anyone with the link can view" option.

Considerations:

  • Limited Availability: This feature may not be available in all Asana plans.

  • No Task-Level Sharing: Currently, read-only links are available at the project level, not for individual tasks.

Admin Console Settings

Managing External Sharing Policies:
As an admin, you can configure external sharing settings in the Admin Console:

  • Approved Domains: Create a list of approved external domains from which users can invite guests.

  • Guest Invite Permissions: Control who can invite guests to your organization.

  • Read-Only Link Sharing Permissions: Enable or disable the ability to create read-only links for projects.

Accessing the Admin Console:

  1. Click on your profile photo in the top-right corner.

  2. Select "Admin Console."

  3. Navigate to the "Security" tab to manage external sharing settings.

Best Practices for Secure Collaboration

  • Use Multi-Homing: For sharing specific tasks with external users, consider multi-homing tasks into separate projects designated for external collaboration.

  • Educate Team Members: Ensure that all team members understand the implications of sharing projects and tasks with external users.

  • Monitor Activity: Regularly monitor guest activity and access to maintain security and compliance.