Rules integrations and widgets

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 completion.

Rules are available with Asana Premium, Business, and Enterprise, as are rule integrations.

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.

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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.

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Steps to configure rules integration

  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.

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Steps to configure rules integration

  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.

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Steps to configure rules integration

  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.

Google Calendar

With Asana Rules, teams can go from manually scheduling meetings to automatically creating a meeting with project collaborators when a task reaches a certain stage. For example, teams can use this rule to trigger creating an event in a team calendar when a task is moved to a "Scheduled" section. Teams can also use this for recurring task scenarios: you can have a recurring "Send agenda for meeting" task which sends out an event invite when the task is completed.

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Steps to configure rules integration

  1. Navigate to the specific Asana project where you’d like to add a rules integration
  2. Click Customize in the top-right corner, navigate to Rules, and select + Add rule
  3. Select Google Calendar from the left column
  4. Either select a preset rule or click Create custom rule
  5. If creating a custom rule, add a name, and choose a trigger and action to get started
  6. Authenticate by clicking Connect to Google Calendar Rules
  7. Sign in with your Google account and click Allow
  8. Fill out the fields for the Google Calendar event
  9. Optionally, invite task collaborators as event guests

Dropbox

With Asana Rules, teams can automatically upload task attachments to a specific Dropbox folder to streamline sharing, storage, and collaboration. Teams can go from manually transferring files to choosing triggers that automatically and securely upload task attachments to Dropbox for easy reference.

For example, teams can use Asana to work on asset approvals and, following approval, automatically upload the task attachment to a specific Dropbox folder to ensure final assets get uploaded to the correct location.

Considerations when using this integration:

  • Rules that trigger on tasks with more than 10 attachments will upload only the most recent 10 attachments.
  • File uploads where the file has the same name as an existing file in the associated Dropbox folder will be automatically renamed and successfully uploaded.

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Steps to configure rules integration

  1. Navigate to the specific Asana project where you’d like to add a rules integration
  2. Click Customize in the top-right corner, navigate to Rules, and select + Add rule
  3. Select Dropbox from the left column
  4. You can select a preset rule or click Create custom rule
  5. If creating a custom rule, add a name, and choose a trigger and action to get started
  6. Authenticate by clicking Connect to Dropbox Rules and following the steps
  7. Add the Dropbox folder URL found in the web app

Box

Use Asana Rules to automate the process of uploading content to Box when certain actions take place in Asana. Teams can save time by setting triggers that will automatically transfer attachments from your Asana tasks to Box.

For example, design teams working on assets can create a rule to upload the attachment to Box once the task moves to the “Final approved assets” section.

Considerations when using this integration:

  • Rules that trigger on tasks that have more than 10 attachments will upload only the most recent 10 attachments.
  • Attempted uploads of files with the same name as an existing file in the Box folder will result in an error to the rule. To fix this error, rename the existing file, edit and resave the rule, and trigger the upload action again.

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Steps to configure rules integration

  1. Navigate to the specific Asana project where you’d like to add a rules integration
  2. Click Customize in the top-right corner, navigate to Rules, and select + Add rule
  3. Select Box from the left column
  4. You can select a preset rule or click Create custom rule
  5. If creating a custom rule, add a name, and choose a trigger and action to get started
  6. Authenticate by clicking Connect to Box Rules and following the steps
  7. Add the Box folder URL found in the web app

Microsoft OneDrive

With Asana Rules, teams can automatically upload task attachments to a specified OneDrive folder to streamline sharing, storage, and collaboration, while reducing manual work.

For example, teams can use Asana to work on asset approvals and, following approval, automatically upload the task attachment to a specified OneDrive folder to ensure final assets get uploaded to the correct location.

Please note that this integration works with OneDrive, not Sharepoint.

Considerations when using this integration:

  • Rules that trigger on tasks that have more than 10 attachments will upload only the most recent 10 attachments.
  • Files uploaded where there is an existing file by the same name in the OneDrive folder will replace the existing file. If this is not intended, ensure files have different names.

screenshot_title

Steps to configure rules integration

  1. Navigate to the specific Asana project where you’d like to add the integration
  2. Click Customize in the top-right corner, navigate to Rules, and select + Add rule
  3. Select OneDrive from the left column
  4. You can select a preset rule or click Create custom rule
  5. If creating a custom rule, add a name, and choose a trigger and action to get started
  6. Authenticate by clicking Connect to OneDrive Rules and following the steps
  7. Add the OneDrive folder URL found in the web app, and the path. The path can be found in More details of the OneDrive folder. My files should be excluded from the path.

HubSpot

The HubSpot + Asana integration allows teams to keep track of important context from deals and marketing campaigns across apps. Track campaign performance and collaborate with teams in one location, without having to switch between tools.

Easily attach details from Hubspot deals directly into an Asana task, to track relevant information like the deal amount and deal owner.

Quickly add your chosen campaign from HubSpot by clicking the HubSpot field from your task view. Attach campaigns relevant to the tasks you're tracking in Asana, so you can view accurate HubSpot campaign statuses and metrics while working on Asana tasks

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Here’s how to attach a HubSpot deal or marketing campaign to an Asana task:

  1. Log into Asana, and find the project where you want to enable the Hubspot widget
  2. Click on Customize in the upper right-hand corner
  3. Scroll down to the Apps section, then select +Add app
  4. Select Hubspot
  5. Click Add to project and follow the steps to connect Hubspot to Asana
  6. Link a deal or a marketing campaign to a task by clicking the Add HubSpot deal or marketing email button under the HubSpot field at the top of the task details pane
  7. Insert the URL for your relevant HubSpot deal or email
  8. Attached HubSpot details will appear as a widget in the task pane

Note: This integration is already built into Asana, but you need to sign up for a HubSpot account to get started.

The HubSpot widget is available with an Asana Premium, Business, or Enterprise subscription.

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