What’s included in this guide

• Where AI settings live (Admin Console vs AI Studio)

• Plan availability and access

• How to enable/limit features and pick models

• Data residency & privacy notes

• Monitoring, auditing, and troubleshooting

Note: Screens and options vary by plan and region. Use the steps and check your tenant’s UI.

1) Where to manage Asana AI

A) Admin Console (org‑wide controls)

Path: Profile photo → Admin Console → Settings → AI / Intelligence / Security & Privacy (names may vary by plan).

Use this area to:

• Enable/disable AI features at an organisation or team level.

• Limit who can use AI writing, summarisation, and recommendations.

• Set privacy rules for file access and sharing.

• Control external sharing and guest access that affect AI visibility.

B) AI Studio (advanced AI controls)

Path: Profile photo → Admin Console → AI Studio.

Use this area to:

• Enable AI Studio and manage builder access (who can create smart workflows or AI Teammates).

• Set data & web policies (e.g., allow/deny web access for automations; restrict sources).

• Choose and configure model providers for smart workflows.

• Monitor credit usage and performance for AI workloads.

2) Plan availability

Asana offers Personal, Starter, Advanced, Enterprise, and Enterprise+ plans. Org‑level AI controls and AI Studio features are available on higher‑tier plans (Enterprise/Enterprise+), with some AI features available on Starter/Advanced. Confirm eligibility in your billing plan and Help Center.

3) Core admin tasks (step‑by‑step)

Task 1 — Enable or limit AI features

1. Go to Admin Console → Settings → AI/Intelligence.

2. Toggle AI features on/off (e.g., writing assistance, summaries, task recommendations).

3. Scope access: everyone, specific teams, or admins/builders only.

4. Save and notify affected teams.

Task 2 — Configure data & web policies

1. Go to Admin Console → AI Studio → Policies.

2. Choose data sources available to AI (projects, portfolios, goal data, attachments).

3. Decide whether AI workflows can access the open web (enable/disable) and define allowed domains if supported.

4. Confirm the permissioning model (AI only sees what the requesting user can see).

Task 3 — Choose model providers (where available)

1. Go to AI Studio → Models.

2. Select a default model and override per workflow if needed.

3. For regulated teams, pick models with the latency, cost and capability profile that fits your use case.

Task 4 — Manage AI builders & Teammates

1. Go to AI Studio → Access and assign builder or viewer roles.

2. Restrict who can create, modify, or collaborate with AI Teammates.

3. Use team content permissions and project roles to limit exposure.

Task 5 — Monitor usage & cost

1. Go to AI Studio → Usage to review credit consumption, run counts, and error rates.

2. Set budgets or alerts where available; rotate to higher‑efficiency models if costs spike.

3. Export reports for Finance/SecOps.

4) Privacy, security & data residency (what admins should know)

• Model partners: Asana works with leading LLM providers. Customer data used by AI features is not used to train partner models and is deleted after each interaction per partner agreements.

• Data residency: AI partner servers are generally located in the United States; check Help Center for current locations and residency options.

• Permissions inheritance: AI follows Asana’s existing permissions—it can only access what the requesting user can access.

• Auditing: Use Admin Console and AI Studio logs to trace who ran what, when, and with which workflow/Teammate.

Tip: Review guest access, public links, and file‑sharing controls; these directly affect AI visibility.

5) Governance patterns (recommended)

• Least privilege: Limit builders; keep sensitive teams on assist (human‑in‑the‑loop) rather than auto where appropriate.

• Eval sets: Maintain small, curated examples to test quality, groundedness and cost before scaling.

• Change control: Treat AI workflows like code: version, review, and run in sandboxes before prod.

• Incident readiness: Add playbooks for model errors, content policy breaches, or unexpected actions.

• Comms & training: Publish acceptable‑use guidelines and run short enablement sessions.

6) Troubleshooting

• Missing AI menu? Check plan tier and region; confirm you’re Org Admin or Super Admin.

• AI won’t see data? Verify project permissions, team privacy, and guest restrictions.

• High costs/latency? Switch models, reduce context size, batch heavy jobs, or add caching where supported.

• Compliance reviews: Export usage logs and confirm data residency expectations with stakeholders.

FAQs

How do I access Asana AI settings?
Go to Admin Console from your profile menu. Look under Settings → AI/Intelligence for org‑wide toggles, and AI Studio for advanced controls.

Can I customise AI features?
Yes. Admins can enable/disable features, pick model providers (where available), and scope access by team or role.

How does Asana AI improve productivity?
It accelerates writing, summarisation and routing, and powers AI Teammates that automate steps in workflows—all with your permissioning model.

Can I monitor AI usage?
Yes. Use AI Studio → Usage for credits, run counts and errors; combine with Admin reporting for audits.

What if I encounter issues?
Check plan/role prerequisites, review permissions, and consult the Help Center or Support for tenant‑specific guidance.

Next Steps

Need a governed rollout of Asana AI? Contact Generation Digital to design policies, enable AI Studio, and operationalise AI Teammates safely.