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Asana project access review
Report

Find outsiders with edit rights on your Asana projects

For IT teams and admins who need to know who can see and change a sensitive Asana project, by asking their AI assistant.

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Asana project access review
Who has access to the Contoso Acquisition project in Asana? Our domain is northwindtraders.com, so flag anyone outside it.
The project has 14 members, and 4 flags are worth a review. - External: 2 members use outside domains - Guest editor: a guest at contoso.com has editor access - Off team: Jordan Lee is not on the project's team - Recent grants: Sam Patel added 3 people in the last 90 days I recommend changing the guest to comment-only. Nothing has been changed; you decide.
Asana
Sample figures. Your results come from your own account.
asana-get-project
asana-get-project-memberships
asana-get-user
asana-get-team-memberships
asana-get-audit-log-events

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Asana

Asana
Run it on your own Asana data.

Connect Asana, pick your AI tool and paste the prompt.

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The problem

Outsiders with edit rights on sensitive projects

Over time an Asana project collects guests, contractors and people who changed teams, some with edit rights. Working out who can see and change a sensitive project means cross checking members and roles by hand.

Without PopdockAI

  • List the project's members
  • Check each email domain by hand
  • Compare members with the team roster
  • Miss the guest who can edit

With PopdockAI

  • Every member listed with access and team role
  • Outside domains and guest editors flagged
  • Recent grants found in the audit log where available
  • Recommended changes only, nothing changed

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Audit access to the Asana project `{project-name}` and list anyone whose access looks wrong. Treat email domains other than `{internal-domain}` as external (if no domain is given, take the project owner's email domain).

**Step 1: Identify the project**

Call `asana-get-project` with `name` set to `{project-name}`. If none or more than one project matches, list what you found and stop. Record the `project-id`, owner, team and privacy setting.

**Step 2: Read the members**

Call `asana-get-project-memberships` with `project-id` set to the project id. For each member record the member, `member-id`, user, `user-id`, `access-level` and `write-access`.

**Step 3: Enrich**

* Call `asana-get-user` for each distinct `user-id` to get the email address.
* Call `asana-get-team-memberships` with `team` set to the project's team, to learn which members are team admins, guests or limited-access.
* Call `asana-get-audit-log-events` with `resource-id` set to the project id and `created-at.from` set to 90 days ago, to find recent membership and permission changes. If the audit log returns an error or nothing, note that it is unavailable and carry on.

**Step 4: Report**

A table of every member: name, email, access level, write access, team role (admin, member, guest, not on team). Then list the flags:

* external email domains with any access, and especially with write access
* guests with editor or admin access
* members who are not on the project's team, for a project whose privacy setting limits it to the team
* access granted in the last 90 days, with who granted it, from the audit log

End with recommended changes, each naming the member and the access level you suggest.

**Rules & Guidelines:**

* Read-only. Do not call `asana-update-membership`, `asana-create-membership`, `asana-add-members-for-project` or `asana-add-user-for-team`, or any other create, update or add tool. Recommend; the user decides.
* A flag is a question to review, not proof of a problem. Say so once at the top.

**Validation:**

* If the project has no memberships listed, say so and note the privacy setting, since a public project may be open to everyone in the workspace.

Who it's for

One answer, three teams that use it

IT administrators

Review access to sensitive projects

See every member with access level and edit rights.

Review access to the Fabrikam Merger project in Asana. Our domain is contoso.com.

Security officers

Catch external editors

People outside your domain with edit rights are flagged.

Who outside contoso.com can edit the Board Pack project in Asana?

Project managers

Clean up after team changes

Members not on the project's team are flagged for removal.

Which members of the Q4 Launch project in Asana are not on the project's team?

How it works

What PopdockAI does when you ask

You name the project and your email domain, and your AI assistant reviews who has access. It recommends changes and leaves the decision to you.

01

Ask

You name the project and your company's email domain.

Your AI tool

02

Read

It lists every member with their email, access level and team role.

asana-get-project
asana-get-project-memberships
asana-get-user
asana-get-team-memberships

03

Check

It looks in the audit log for access granted in the last 90 days, where available.

asana-get-audit-log-events

04

Report

You get flags and recommended changes, and nothing is changed.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Asana and one secure connection to your AI tool. No code, no exports.

get-data

asana-get-project

Returns Asana projects with their owner, team, dates, completion and current status.
get-data

asana-get-project-memberships

Returns which users and teams belong to which Asana projects, and their access level. Useful for access reviews.
get-data

asana-get-user

Returns Asana users with their email and the workspaces they belong to.
get-data

asana-get-team-memberships

Returns which users belong to which Asana teams, and whether they are admins or guests.
get-data

asana-get-audit-log-events

Returns Asana audit log events: who did what to which resource, and when. Requires an Asana Enterprise workspace with audit log access.
Read only.Nothing in Asana Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Access reviewed in minutes

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

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