Zapier & Asana

Zapier allows you to connect a variety of web applications to Asana.

Connect your Asana account with Zapier

If you don’t already have a Zapier account, start by creating one here.  

If you already have a Zapier account, start by logging in here.  

Once logged into your account, your first step is to connect your Asana account with Zapier.

To connect your Asana account with Zapier:

  1. Click the drop down arrow near the top right corner of the screen
  2. In the drop down menu, select Connected Accounts

On the next page:

  1. Click into the search field and begin typing Asana
  2. In the typeahead field, select Asana

After you select Asana, a new Asana window will popup, click Allow to connect your Asana account with Zapier.

Once you’ve connected your Asana account with Zapier, you should see Asana under Connected Accounts in your Zapier account.

Create a Zap

A zap connects two apps together. There are two parts in every zap: a trigger and an action.

Once the trigger is activated in one app, the action is performed in the other.

There are two ways to use Asana with Zapier:

  • A trigger in Asana performs an action in another app
  • A trigger in another app performs an action in Asana

Create a Zap with Asana as the trigger app

In this type of zap, a trigger that happens in Asana will perform an action in another app.

Some possible triggers in Asana you can use so your zap perform an action in another app include: - A new comment is posted on a task - A new tasktask Tasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information. Read more is added to a project - A task is associated with a tagtag Use tags to mark tasks or group together similar tasks. Read more - A new subtasksubtask Subtasks break a task into smaller pieces. Subtasks, like tasks, have assignees, due dates, comments, and hearts. Read more is created - A new projectproject Projects are lists of tasks. Read more is created - A new TeamTeam A team is a group of people in an Organization who are working together on a collection of projects. Read more is created - A task is completedcompleted To mark a task with a checkmark to indicate that it is done. Read more

To create a zap, start by clicking Make a Zap! near the top of the screen.

In this example, we will be setting up a zap where if a tasktask Tasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information. Read more is added to a projectproject Projects are lists of tasks. Read more in Asana (the trigger), then something will be performed in another app (the action).

Start by selecting Asana as your trigger app.

On the next page:

  1. Select your desired trigger
  2. Then, click Save+Continue

On the next page:

  1. Select your Asana account that you connected to Zapier earlier
  2. Then, click Save+Continue

Since we set the trigger to be a new task added into a project, the next step is to select the trigger project for this zap:

  1. Begin typing the project’s name you wish to use for this zap
  2. Select your desired project in the typeahead field

Next, click Fetch & Continue to test if the trigger is working correctly.

If the test is successful, click Continue to complete the setup of the trigger.

Next, you will select an action app for your zap. Since there are hundreds of possibilities, we will leave it up to you to set up what kind of zap you want to create with Asana.

Create a Zap with Asana as the action app

In this type of zap, a trigger that happens in another app will perform an action in Asana.

Some possible actions you can have your zap perform in Asana include: - Create a new tasktask Tasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information. Read more - Create a new projectproject Projects are lists of tasks. Read more - Update a task’s activityactivity Updates to a task—including changes to its description, due date or project—are recorded below the description field. Read more - CommentComment Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more on a task - Upload an attachmentattachment A file that is attached to a task or conversation. Read more to a task

To create a zap, start by clicking Make a Zap! near the top of the screen.

In this example, we will be setting up a zap where if we receive an email in Gmail (the trigger), a task is created in Asana (the action).

Start by selecting Gmail as your trigger app.

On the next page:

  1. Select your desired trigger
  2. Then, click Save+Continue

On the next page:

  1. Select your Gmail account to connect with your Zap (if you haven’t created one, select + Connect a New Account
  2. Then, click Save+Continue

Since we set the trigger to be a new message in Gmail, the next step is to select the trigger Gmail folder for this zap:

Begin typing the Gmail folder’s name you wish to use for this zap and select it in the typeahead that appears

Next, click Fetch & Continue to test if the trigger is working correctly.

If the test is successful, click Continue to complete the setup of the trigger.

Next, select Asana as the action app for your zap:

Begin typing Asana in the field and select it in the typeahead results that appear.

In the following pages, you will set up your action in Asana much like you set up Asana as your trigger app in the previous example.

Need more help? Check out Zapier’s Support page here.

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in New Tasks.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type : at the end of any task title to make it a section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop receiving updates about them.

In the end, you have control over the updates you receive (or choose not to receive)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.