Bundle management and permissions

Available on Asana Enterprise and Enterprise+ tiers, as well as legacy tier Legacy Enterprise.

Bundles are any combination of rules, fields, sections, and task templates that can be applied across multiple projects at once. 

This article will explain how to update your bundle and manage its permissions.

How to update an existing bundle

From the bundles gallery, you can click on any existing bundle and see a preview of it.

Editing an existing bundle

To edit a bundle:

1. Select the bundle you wish to update or edit
2. Click Edit to make updates to any or all of the workflow features (rules, fields, sections, task templates, etc.) within the bundle as needed
3. Click Continue
4. Click Apply changes to bulk update all projects using the bundle

All projects using the bundle will automatically reflect the changes, enabling you to update multiple projects at once.

To edit a bundle you must have the appropriate permissions.

If any of the elements of the bundle isn't working properly, for example, a rule is broken, then the bundle will fail to update. This will be visible under the Status section of the Dashboard tab.

Draft mode

A bundle admin or editor can draft changes in a bundle without having to publish these changes right away. Once they decide to publish these updates, the updates will apply to all projects using that bundle.

To draft changes:

1. Navigate to the Customize menu and click the bundle you want to update.
2. Click Edit to start making changes to the bundle.
3. After making changes, you can leave the bundle by clicking Back in the top left corner, or by clicking the x in the top right corner. Your draft will be saved, but the bundle won’t be updated until you click Apply changes.
4. When you’re done drafting changes, click Continue and Apply changes.
5. Once you click Apply changes, you will see how many projects using this bundle will be updated.

Projects added from the dashboard before Apply changes is clicked will receive the pre-updated version of the bundle.

Bundle permissions

You can add multiple members to a bundle. There are two types of permissions for members; Admin or Editor. Admins can add and remove bundle editors, modify everything editors do, and delete the bundle altogether, not only bundle content. Editors can add, edit, and delete content or customize the bundle.

Bundles can be updated by the bundle creator at any time.

To add members to a bundle:

1. Select the bundle
2. Click the avatar under Managed by
3. Add members by name or email
4. Choose if you want them to be an Admin or an Editor
5. You will see their avatar under the Managed by section
6. To remove a member, click the drop-down and select Remove from bundle

Sharing a bundle

You can easily share bundles using their shareable link. Sharing this link lets others quickly add bundles to their projects from the bundle's dashboard.

From the Preview tab, click Share and click Copy link.

Managing and limiting access to bundles

Bundle admins can determine who can access and use their bundles, allowing them to protect sensitive information. 

To manage permission settings, click the Share button on the bundle's preview page and navigate to Distribution. From here, you can choose between Limited distribution and Available to [Organization name]. 

With Limited distribution, only people added to the bundle can access and apply it. If you choose Available to [organization name], anyone in the organization can access and apply the bundle to their projects. You must have access to the bundle and appropriate project-level permissions to apply it to your projects or remove it from them. 

Note that bundles set to limited distribution will be viewable by project members with the appropriate project-level permissions.

Contact our Sales team if you’re interested in bundles and want to learn more.

Bundles in project templates

Users can add bundles to project templates via the Customize button when creating a project from a project template. Bundles in project templates allow users to standardize and manage their projects and workflows, even after a project has been created, meaning that:

• Net new projects created from the project template will have the bundle applied.
• Updates made to the bundle will automatically be synced to all other projects and project templates that are using that bundle. When the bundle itself is updated, those changes are reflected everywhere that the bundle is in use

To add a bundle to your project template

1. Begin creating a new project and choose Use a template to choose a project template from the library.
2. Click Edit to edit the project template.
3. Click Customize and choose + Add bundle from the customize menu.
4. You can choose between an existing bundle or create a new bundle from the Bundles gallery. 
5. After you create the bundle, make sure to apply the bundle to that project template by selecting it in the bundles management dashboard.

After you create or select an existing bundle from within the gallery, you need to add the bundle to the project template from the bundles management dashboard for the template to receive the bundle.

Applying bundles from the bundles management dashboard

A bundle can also be applied to a project template from directly within the bundles management dashboard as shown below.

1. Click the Customize button within your project and scroll down to Bundles.
2. Click the bundle you wish to use and navigate to the Dashboard tab.
3. Click the + Add to my work button to search for and select the relevant project template.

Viewing projects templates in the bundles management dashboard

1. Click the Customize button within your project and scroll down to Bundles.
2. Click the bundle you wish to view and navigate to the Dashboard tab. 
3. Under Work type you will see whether each item listed is a project or a project template.

Notes on bundles in project templates

• As the bundle is attached to the project template, changes made to the bundle are reflected in the project template automatically.
• Existing bundles from the bundle gallery can be added to a project template.
• Users can see a list of bundles that have been added to the project template (this is dependent on a user’s project permissions).
• Users need to have edit access to a project template in order to add a bundle to the template or to view previously added bundles.