The Scenario
A reorg went live last Thursday. Three teams merged into one. A project coordinator has an Excel table called "ProjectAccess" — column A has project GIDs, column B has comma-separated emails of everyone who now needs project membership. There are 25 projects in the table. He needs all the access changes done before the new team's first all-hands tomorrow morning.
He tried clicking through Asana's member settings last night and got through four projects before giving up.
The bad version:
- Open Asana project 1, go to the project settings, find the member management section.
- Type the first email, wait for the autocomplete to resolve, click the right person. Type the second email, repeat.
- For a project with 6 new members, that's six individual lookups per project.
- 25 projects, 6 members each — 150 individual add operations across a settings UI that doesn't have a multi-select or paste-list option.
A reorg is already disruptive. The administrative work that follows it should take minutes, not a full evening.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It reads the project GIDs and comma-separated email lists from your table and sends bulk membership additions to Asana — no settings UI, no individual lookups.
Read the Excel table 'ProjectAccess' — column A has project GIDs and column B has comma-separated user emails. For each row, add those users as members to the corresponding Asana project.
What You Get
- All 6 users added as members to each of the 25 projects in one operation
- A new column added to the table: "Done" for successful rows, or the specific error (user not in workspace, project not found) for failures
- Users who are already project members are handled gracefully — no duplicate errors
What If the Data Is Not Quite Ready
Users need follower access to specific tasks, not just project membership
For each task GID in column A of this workbook, add the users whose emails are listed in columns B through F as followers to that Asana task. Write "Done" in column G for successes, or the error for any failures.
Some emails in column B belong to people not yet in the Asana workspace
Read the 'ProjectAccess' table. For each row, split the emails in column B and add only those users who exist in the Asana workspace as project members. For emails that don't resolve to a workspace member, write them into a new column C as a comma-separated "Not added" list. Write "Done" in column D for each row processed.
You need to add members and also update the project's privacy setting to "Public to workspace" at the same time
For each project GID in column A of the 'ProjectAccess' table, add the users in column B as project members. Also update the project's privacy setting to "public_to_workspace". Write "Done" or the error into column C.
Validate project GIDs, add members, and write a summary in one pass
For each row in the 'ProjectAccess' table, verify the project GID in column A exists in Asana. If it doesn't, write "Project not found" in column C and skip. For valid projects, add the comma-separated emails in column B as members. Write "Done" in column C for successes. Write a summary to cell D1: total projects updated, total user additions made.
Validation and bulk access update in one prompt — no separate preflight pass before the reorg morning.
Try It
Get the 7-day free trial of SheetXAI and open your reorg access workbook — ask SheetXAI to push all the project membership changes to Asana before the all-hands. You can also see how to bulk-update task fields and assignees after a restructure, or return to the Asana hub for the full workflow list.