Rules integrations

Overview

Rules are an important part of many workflows, and so are integrations. Now, you can use a rule to integrate your team's favorite tools into your work in Asana, and let rules do the heavy lifting automatically. You can set specific triggers in your Asana projects, and trust rules to automate your workflow when your chosen criteria are met.

For example, the Slack + Asana rule integration allows you to send a message to a teammate or channel in Slack based on your chosen trigger, like task or project completion.

How to create a rule

Below is an example of how to create a rule in your Asana project by selecting a trigger, an action, and a rule name.

rule-integrations-create

To learn more about rules and how to use them to automate your daily work, head to our rules guide article.

Gmail

Leverage rules to send an email from your Gmail account to your chosen recipient when certain parameters are met—all decided by you in advance. Choose from many triggers such as when a task is no longer blocked or a due date is approaching, and let rules automatically send an email with a custom message.

rule-integrations-gmail

Configuring Gmail

  1. In your project, click Customize in the top-right corner and select Add rule from the list
  2. From Add rule, select a trigger such as Approval complete.
  3. From the Actions tab, select Send email.
  4. Enter the recipient’s email address in the To field
  5. Enter a Reply to email address
  6. Enter the email's subject line in the Subject field
  7. Write the body of the email in the Write a message field

In this example, when the task is approved the rule is triggered and the action is taken; an email will be sent from your email address and will automatically Bcc you on the email. The task link will also be included in the email.

Twilio

To communicate seamlessly with your clients or collaborators, rely on rules to send an SMS text via Twilio, based on triggers and combinations that you can set in advance.

rule-integrations-twilio

Configuring Twilio

  1. In your project, click Customize in the top-right corner and select Add rule from the list
  2. From Add rule, select a trigger such as the custom field value Urgency being changed to High
  3. From the Actions tab, select Send SMS text
  4. Select Connect to Twilio. You’ll be asked to provide your Twilio Account SID and Auth Token. You can find this by logging into your Twilio account and selecting Account and your token will be under Auth tokens.
  5. After connecting your account, enter your Twilio phone number
  6. Enter the recipient’s phone number in the Send to field
  7. Write the content of the message in the Write a message field

In this example, when the custom field value Urgency is set to High, the rule is triggered and the action is taken; an SMS message is sent to the chosen recipient.

Pagerduty

Trust rules to notify your incident response team via PagerDuty when a task needs attention. Your chosen triggers allow Asana to integrate with PagerDuty and create incidents with context from the task automatically, whatever time of day or night.

rule-integrations-pagerduty

Configuring Pagerduty

  1. In your project, click Customize in the top right corner and select Add rule from the list
  2. From Add rule, select a trigger such as the custom field value Urgency being changed to High
  3. From the Actions tab, select Create incident
  4. Enter a title for the incident in the Title field
  5. Choose a service from the Service field
  6. Select the urgency from the Urgency field
  7. Enter an Incedent description.

In this example, when the custom field value Urgency is set to High, the rule is triggered and the action is taken; a Pagerduty incident is created. The task creator’s email and task link will be automatically shared in the incident description.

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