Shared workspace mode is a setting useful if multiple PageProof teams will be using the same Asana workspace to create proofs and attach proofs to Asana tasks.
Asana advanced setting: shared workspace mode
How to access the Asana shared workspace mode setting
Reach out to the PageProof team via the in-app chat on your dashboard if you feel this setting is required by your organization.
Once enabled for your PageProof license, here are some simple steps to ensure a smooth connection between Asana and PageProof:
If your Asana integration has already been connected, simply turn on the shared workspace mode setting.
If another PageProof team is already connected to your Asana workspace, turn on the shared workspace mode setting first, then connect the Asana integration for your team.
Note
If the setting is turned off, the default Asana user, connected workspace, and all profile-level user connections in the PageProof team will be removed.
Recommended set up in PageProof
Creating a default Asana user
The default Asana user is an Asana user account that has access to the workspace and the projects that need to be seen by the PageProof team. We suggest creating a generically-named email address (service account) rather than one of an actual user.
Example default Asana user:
We recommend that a separate Asana user account is created for each PageProof team. This is so that any automations, actions etc set up in Asana are linked to the appropriate PageProof team.
This email address will be seen on updates to tasks that are triggered by PageProof users who do not have Asana connected under their PageProof profile.
PageProof users to connect the Asana app under their profile
PageProof users should log into PageProof and go to profile, then select apps, and select the Asana app. The user will be prompted to log into Asana to complete the connection. This is what we call a profile-level connection.
A PageProof user can only be connected to a single Asana user.
Once the Asana app is connected at the PageProof user’s profile-level:
Proofs created in PageProof can be referenced to the Asana task using the PageProof reference field.
When using the integration field to search for an Asana task, search results will be based on what the user has permission to see in Asana.
Ensure users who will be creating proofs from Asana are in the PageProof team
Any Asana user who will be creating proofs from Asana must be in the PageProof team. The team administrator can go to team, then team members to add users to the PageProof team.
Note
If an Asana user who is not a member of the PageProof team tries to create a proof in Asana, they will be presented with an error message.