Smart Workflow Gallery: A blueprint for effective human + AI coordination

May 6th, 2025

If you're like most organizations today, you're trying to figure out how to make AI work for your teams and business. You've probably experimented with AI tools and maybe even found some quick wins with tasks like content creation. But getting AI to deliver real, scalable value for everyone? It’s not easy.

That’s why we're excited to announce our new Smart Workflow Gallery - a suite of prebuilt, AI-powered workflows designed to help your teams get started using AI, successfully. Think of the gallery like a blueprint for how humans + AI should coordinate work.

Scaling effective use of AI

Companies are eager to scale the use of AI, but most are only using it for isolated tasks like writing emails or generating content. Research shows only 29% of organizations have successfully scaled AI across their operations.

The problem isn't the technology itself—it's the lack of structure and clear blueprint for success. When AI tools become just another tool in the tech stack without thoughtful workflows, predictable guardrails, or appropriate oversight, employees are left to figure out adoption on their own, making AI feel like a burden rather than a productivity booster.

Introducing Smart Workflow Gallery

Think of these as blueprints for how humans and AI should coordinate work for important business processes like product launches or new hire onboarding. Each workflow embeds AI in the most useful stages of these workflows, handling tedious tasks while keeping humans in control of the important decisions.

For example, a creative team could deploy a workflow from the gallery in minutes that uses AI to review new work requests, evaluate briefs for completeness and gather more information, flag blockers and overlapping work, prioritize tasks, and more. This elevates humans out of tedious work, yet they maintain oversight and control of the AI and can configure the workflow anytime.

The Work Graph Difference

Unlike generalized AI tools that operate without context, our Smart workflows are powered by something fundamentally different: Asana's Work Graph data model.

The Work Graph captures the complete history of all work across your organization—who is doing what by when, how, and why. This isn't just abstract data—it's the actual structure of your team's work.

This means the AI in our workflows operates with:

Complete context: The AI understands the full picture of your team's work, not just isolated tasks
Clear boundaries: The AI has precise permissions on what data to access and what actions it can take—no overstepping
Configurability: You maintain oversight and can adjust how the AI behaves at any time
Cross-system coordination: The AI can reference data and trigger actions in external systems through our integrations, connecting your entire tech stack

Ready-to-deploy workflows for every team

Starting this May and rolling out through July, we're launching workflows for key teams across your organization:

For IT Teams

New Hire Onboarding: Simplify onboarding with a standardized task list and smart due dates that adjust automatically for each new hire
Ticketing: From submission to resolution, stay on top of every request with a centralized ticketing workflow that keeps teams aligned and work on track
Agile Planning: Organize and prioritize projects by sprint and simplify your workflow with statuses that align to each stage of work

For Operations & PMO

Strategic Planning: Establish repeatable workflows with team-specific templates and use custom fields to keep work organized through every handoff
Work Intake: Organize incoming projects by priority and monitor progress as work moves through stages and across quarters
Goal Management: See how your work ladders up into company objectives with effective goals templates, and monitor progress to resolve blockers and maximize team impact

For Marketing Teams

Campaign Management: Stay ahead of every deadline by planning, tracking, and managing campaign deliverables with a clear campaign timeline
Creative Requests: Easily route creative requests based on team availability, and keep work moving with a seamless approvals process for final assets
Editorial Calendar: Keep your content pipeline on schedule with an editorial calendar that auto-updates deadlines and accounts for blocking tasks

Build or borrow: The perfect complement to AI Studio

The Smart Workflow Gallery is a strategic complement to our AI Studio, a no-code builder where teams can build and deploy custom AI workflows to coordinate work cross-functionally. This powerful combination gives you flexibility in how you implement AI:

Have a common use case or need to get started with AI right away? Adopt a battle-tested workflow based on best practices from hundreds of organizations
Prefer to tailor a prebuilt workflow or build from scratch to suit you perfectly? Use AI Studio to build a custom workflow from scratch that meets your specific requirements.

Real results from human + AI coordination

When AI is embedded into workflows with appropriate human oversight, organizations see remarkable benefits. New research from the Asana Work Innovation Lab shows that companies that integrate AI into workflows and encourage widespread employee adoption are:

43% more likely to report increased revenues
40% more likely to see increased employee productivity
47% more likely to boost operational efficiency

Viessmann Group, a €4 billion leader in heating and renewable energy systems with 13,000 employees across 74 countries, uses Asana to coordinate complex global projects while transforming its digital operations:

"Asana's new AI solutions transform teams by seamlessly integrating AI into daily work. This embedded approach enhances productivity, streamlines coordination, and helps us prioritize effectively, significantly accelerating our impact across the organization,” shared Alexander Pöllmann, Director IT & Digital, Viessmann.