The ultimate Asana automation and integration guide

Last Updated on 
May 22, 2024
  by:
Devansh Kamdar
Devansh Kamdar
Content Writer
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Asana is an intuitive project management platform focused on simplicity. But if you use Asana daily, you still need to do some manual tasks, like creating recurring tasks and changing due dates.

Fortunately, there are three great ways to automate Asana: the native automations feature, no-code automation tools like Bardeen.ai, and the Asana API.

In this article, we’ll learn about all three of these, so you’re armed with the know-how to automate Asana to free up your time and take your productivity to the next level! Let’s get started.

Explore effortless Asana integrations with Bardeen – optimize your workflow with ease!

Asana automations and integrations

Like most project management platforms, Asana offers built-in automations. It allows you to automate repetitive actions like assigning tasks, shifting due dates, and changing priority levels when a task is moved to a certain section.

Here are the three main automation features available in Asana.

  • Rules: These are optimal for automating routine tasks, consisting of a trigger and an action.
  • Templates: These allow you to add new workflows to Asana. Pre-built templates are available for event planning, creative requests, and more.
  • Integrations: Asana has integrations with many popular file-sharing, communication, and creativity apps to consolidate your workflow.

In addition, there are also some other handy features like dependency date shifting, work request forms, and approvals. These features are only available in a Premium account.

With a Business account, you unlock advanced workflows, which include dynamic and custom rules. If you want to test the waters before committing, you can request a demo.

No-code automations and integrations

If you find native Asana automations and integrations too complex to set up or don’t want to upgrade your account, try third-party automations platforms instead. The best ones are Bardeen.ai, Zapier, and Make. Here, we’ll discuss Bardeen.ai, an AI powered workflow automation and integration extension in Chrome.

Bardeen.ai integrates with Asana and over fifty well-known apps like ClickUp, Notion, and Coda. It focuses on leveraging AI to improve productivity. Its integration with OpenAI and has AI-powered features like Magic Box for creating automations with natural language. Plus, it’s free to get started.

Since Asana is designed to be scalable, it’s used by teams of all types and sizes, like marketing, sales, HR, and more. So, let’s discuss automations for each one.

Marketing and sales automations

Sales and marketing teams use Asana to plan and execute their campaigns. When looking for brand influencers on social media, you can use these automations to save social media profile details (like name, link, and bio) to Asana as tasks.

Helpful, aren’t they? Aside from keeping your marketing efforts more organized, these automations save you from a lot of copy-pasting work. You can also check out more sales and marketing automations, or explore LinkedIn and Asana integrations ,or Twitter and Asana integrations.

HubSpot

Whether it’s sales, marketing, or customer support, many teams use HubSpot to consolidate and streamline your workflow. If you also use Asana along with HubSpot, these automations are worth trying out. Explore more Asana HubSpot integration with Bardeen.ai AI automation platform.

To use this automation, you'll want to

  1. Integrate Bardeen with HubSpot and Asana
  2. Configure the playbook so all fields are correctly mapped
  3. Run the automation

If a user has sent you a bug report or query, don’t waste any time manually creating a to-do list based on it. Instead, let this automation handle it for you! It’ll scan the ticket, create tasks, and add them to Asana.

If you want to copy all HubSpot tickets to Asana, use this automation to do it in a few clicks. Using Bardeen, you can also copy your Asana tasks to other project management platforms. Check out this article for more HubSpot automations.
Many teams across various departments, including sales, marketing, and customer support, have found HubSpot to be an invaluable tool for streamlining their workflow. By consolidating their processes within Salesforce, they have been able to optimize their time and resources, resulting in increased productivity and efficiency. However, did you know that by integrating Asana with Salesforce, you can take your workflow to the next level? With the help of Bardeen.ai's AI automation platform, exploring the Asana-Salesforce integration has never been easier.

Recruiting

Asana is also useful for HR teams to track candidates and hiring timelines. These Bardeen automations for Asana help make the recruiting process more straightforward.

When you come across a qualified and motivated job seeker on UpWork, you can use this automation to save their details in Asana and draft a personalized recruiting email. It’s also available for LinkedIn.

If you only want to save the details of a LinkedIn profile without sending them a recruiting email yet, use this automation instead.

There are many freelancers and solopreneurs who don’t have profiles on platforms like UpWork and LinkedIn. With this automation, you can save their website details as an Asana task and contact them later. Feel free to check out more recruiting automations.

Product development and data research

Since we’ve covered sales, marketing, and recruiting, let’s discuss product development and data research now.

Asana Jira integration and automation are native and easy with Bardeen.

Cool, right? Discover more Asana Notion integration.

You can also explore more Asana Google Sheets integration.

Love Airtable and Asana? Find our more Airtable Asana integration.

If you’re moving from Asana to another platform, these automations can save you a ton of copy-pasting. Explore the product development and data sourcing pages for more such automations.

Frequently used automations

Many people also use Asana to manage their personal goals and to-do list. To improve your productivity in Asana, here are some frequently used automations you can try.

After a meeting, it’s time-consuming to review your meeting notes to find action items. This automation uses OpenAI to generate a summary of your meeting notes. It also finds action items and saves them to Asana, so you can begin working without wasting time. You can also do this for emails. Discover more Asana Google Drive integration.

You can also create a follow up task in Asana for a meeting. Or explore and build Asana Google Calendar integration.

A great way to organize your inbox is to label emails. Once you set up and activate this automation, it’ll save emails with specific labels as Asana tasks. If the email has any attachments, it’ll upload those to Dropbox (or Google Drive) and incorporate the link. Explore more Asana Gmail integration.

Taking action on customer feedback is vital to improve your product or service, but focusing on a specific email can be challenging. This automation can save emails with negative sentiments as Asana tasks.

This automation will send an email when an Asana task is created in your account. We hope you liked these automations.

To discover more, you can explore the full catalog of pre-built automations. Bardeen also offers trigger-based automations. If you want to develop an automation for yourself, use the Magic Box to create it without coding.

Asana automations with Asana rules

Asana is a great tool that can help you automate repetitive project management activities like task assignments, adding collaborators, or moving tasks from one department to another. And the best part? It's all done with just one click! Let me show you how.

Task assignment Asana automation

Assigning tasks can be a time-consuming process, especially if you have to do it multiple times a day. But with Asana, you can easily automate this process and save yourself a lot of time. Plus, it eliminates the possibility of assigning tasks to the wrong person or forgetting to assign a task altogether.

Let's take a look at an example to better understand how task assignment automation works. Say you're preparing a quarterly report and you want to make sure your manager approves it before sending it to the client. Here's how you can automate the task assignment process:

  • Step 1. Go to your tasks and click on the Customize button in the top right corner of your screen.
  • Step 2. A menu will appear on the right side of your screen. Click on Rules and then click on Add rule.
  • Step 3. Depending on your needs, you can assign a task when the priority has changed or when the status has changed. For our example, we are going to click on Task Progress changed – Assign task.
  • Step 4. From the drop-down menus, you can select a trigger for your automation. For instance, when Task progress changed to Done, the task is automatically assigned to your manager or team member of choice. Don’t forget to click on Create rule!

This is a great, easy-to-implement automation that not only saves time but also allows managers to supervise each task and team member’s work effort. Tasks can be automatically assigned to a manager when they are completed, or they can be assigned when their priority has changed. Of course, you can customize it to work best for your team.

Task assignment Asana automation

Here's another simple yet effective Asana automation that allows you to move tasks from one section to another without much hassle. This Asana automation is useful if you want to keep a track of all your tasks that have a short deadline and are top priorities.

  • Step 1. First, go to your Asana dashboard and click on the Customize button located at the top right corner, just like how we did in the first automation.
  • Step 2. Once the menu appears on the right side of your dashboard, click on Rules and select Add Rule.
  • Step 3. Now you need to select the rule you want to add. Go for Due date is approaching → Move task to a certain section. This rule automatically adds a task to a section (urgent or top priority, for example) when the due date is close.
  • Step 4. Select when the task should change section. For instance, when the task is due today. Also, choose the section where you'd like the task to move automatically. Finally, click on Create rule.

This Asana automation helps you keep track of urgent tasks that require your immediate attention. Once you set up this rule, your tasks will automatically move to the section of your choice when their deadline is approaching. It's a great way to stay organized and on top of your tasks without much effort.

Sent Slack message automation

Want to brag to your co-workers that you’ve finished a task or update your manager on your progress? With simple Asana automations, you can send messages on your Slack channel. Here’s how:

  • Step 1. Once again, go to your Asana dashboard and select Customize
  • Step 2. Click on Rules and then on Add rule
  • Step 3. From the Rules menu, you need to select Task marked complete →Send channel message.
  • Step 4. Connect to Slack and select the channel in which you’d like to send a message once a task is marked complete.

Comment when the task is overdue automation

Are you looking for a way to keep your team members on track with their tasks? No worries, we’ve got you covered! You can easily leave a comment when a task passes its deadline. Let’s take a look at how you can do this.

  • Step 1. Open your Asana dashboard and click on Customize.
  • Step 2. Select Rules and then click on Add rule.
  • Step 3. For this automation, we’re going to create a custom rule. To do this, click on Create custom rule.
  • Step 4. You will need to add Task is overdue as the trigger and Add a comment as the action. Simply write the comment that you’d like to add when a task is not completed before its due date.

That's it! Hope this helps you and your team stay on top of your tasks.

Add collaborators automation

Need to keep your manager or team members up-to-date with your progress in a project? No worries! You can easily add collaborators to a project every time you add a task. Here's how:

  • Step 1. Head to your Asana dashboard and click on Customize.
  • Step 2. Select Rules and then click on Add rule.
  • Step 3. Choose the rule Task added to this project → Add Collaborators for this automation.
  • Step 4. Select the project where you want to add collaborators and add their names or email addresses.

That's it! Keep collaborating and keep them in the loop with Asana.

Automating Task Approval

Do you want to save time and make sure that your tasks get approved by your manager? Great news, you can easily automate task approval! Here’s how:

  • Step 1. Head over to your Asana dashboard and select Customize.
  • Step 2. Click on Rules and then select Add rule.
  • Step 3. Since we’re creating this rule from scratch, choose Create Custom Rule from the Rules menu.
  • Step 4. For the trigger, click on Completion status. For the action, select Approvals. Don't forget to add a subtask and assign it to the person in charge of approval. Set a deadline for them, and voila! You've created the rule.

That's all there is to it! Let me know if you have any questions.

Send an email when the task is approved automation

Are you tired of manually notifying the whole team when a task gets approved? Worry no more! With just a few clicks, you can automate this repetitive action in Asana. Here's how:

  • Step 1: Go to your Asana dashboard and click on Customize.
  • Step 2: Choose Rules and click on Add rule.
  • Step 3: For this rule, we are going to use Gmail integration. From the Rules menu, select Approval completed → Send email.
  • Step 4: Fill up the form with all the necessary details, such as the email addresses of the people who need to be notified and the content of the email.

By automating this process, you can save a lot of time and make sure that everybody in the team is always in the loop when a task or asset is approved. Give it a try and let us know how it goes!#10 Asana workflow automation

Build your own apps with Asana API

Lastly, it’s also possible to build your own apps using the Asana API. Besides automating repetitive tasks, you can also use it to run custom workflows and integrate Asana into your organization’s internal reports or dashboards.

If you’re willing to invest the necessary time and have the technical know-how, this is the best way to automate Asana. Since you develop it yourself, you can make it work the way you want. For further details, see the Asana API docs.

Endnotes

If you plan on using Asana for project management in the long term, implementing automations can save you a lot of time.

Native Asana automations are the way to go if you’re willing to upgrade to a Premium account. Alternatively, you can try out a third-party automation platform like Bardeen. If you know your way around code, use the Asana API to create your own solution.

For further reading, check out our articles on automating Google Calendar, Sheets, and Notion.

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