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3 min read

Asana automation: 7 ways to automate your workflows

By Will Harris · November 15, 2023

If you're already using Asana to manage your tasks, you're probably already sold on the importance of streamlined, organized workflows. Whether you're managing your personal to-dos or wrangling work across teams, Asana is an essential tool to keep projects on track. But there's still more you can do to keep your Asana tasks organized and up to date, without stealing more of your valuable time. The secret is automation. 

While Asana has some great native automation tools, their integration tools may not do everything you need. Zapier helps fill that void—making it easy to set up automated workflows with Asana that play nicely (and productively) with the rest of your business-critical tools.

New to Zapier? It's workflow automation software that lets you focus on what matters. Combine user interfaces, data tables, and logic with 6,000+ apps to build and automate anything you can imagine. Sign up for free to use this app, and thousands more, with Zapier.

Skip ahead

  • Turn form responses into tasks

  • Connect Asana to your calendar

  • Keep your team in the loop on tasks

  • Create tasks from emails or messages

  • Connect Asana to other task apps

  • Connect Asana to Google Sheets

  • Use webhooks with Asana

To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.

Turn form responses into tasks

When you get a response from an online form—whether it's a survey respondent, new lead, or job applicant—you usually want to take some kind of action afterward. But it can be difficult to know when someone actually responds to your form. Without some kind of notification in place, you'll be stuck manually checking for responses multiple times a day if you want to follow up in a timely manner.

With the Zaps below, you can turn form responses into tasks in Asana, putting that follow-up action right into your normal workflow.

Create Asana tasks for new Typeform entries

Create Asana tasks for new Typeform entries
  • Typeform logo
  • Asana logo
Typeform + Asana

Create Asana tasks from new Google Forms responses

Create Asana tasks from new Google Forms responses
  • Google Forms logo
  • Asana logo
Google Forms + Asana

Add new Jotform submissions to Asana as tasks

Add new Jotform submissions to Asana as tasks
  • Jotform logo
Jotform

Connect Asana to your calendar

For better and for worse, calendars run our lives. To make sure you have time to get important work done, it can be helpful to block time in your calendar for working on specific tasks, not just for meetings. 

If you like to block time on your calendar to tackle tasks, you can use these Zaps to automatically create calendar events for Asana tasks with a due date assigned to them.

Create Google Calendar events from new Asana tasks

Create Google Calendar events from new Asana tasks
  • Asana logo
  • Google Calendar logo
Asana + Google Calendar

Create quick add events in Google Calendar from new Asana tasks in a project

Create quick add events in Google Calendar from new Asana tasks in a project
  • Asana logo
  • Google Calendar logo
Asana + Google Calendar

Create events in Microsoft Outlook for new tasks in Asana projects

Create events in Microsoft Outlook for new tasks in Asana projects
  • Asana logo
  • Microsoft Outlook logo
Asana + Microsoft Outlook

You can also use Zapier to create tasks from new events on your calendar. So next time someone books a meeting with you, you can use automation to add it directly into Asana. 

Add new Google Calendar appointments to an Asana task list

Add new Google Calendar appointments to an Asana task list
  • Google Calendar logo
  • Asana logo
Google Calendar + Asana

Create Asana tasks from new Calendly events

Create Asana tasks from new Calendly events
  • Calendly logo
  • Asana logo
Calendly + Asana

Learn more: How to automate Google Calendar 

Keep your team in the loop on tasks

When it comes to getting big projects done, it's important to keep everyone on the same page. Asana lets users comment and tag team members, but it's easy to miss those notifications—particularly if your team communicates mostly in Slack or over email.

With these Zaps, you can easily keep your team up-to-date on everything happening in Asana. So, if an important task gets completed or a new project is started, everyone is on the same page.

Send a Slack Channel message for new Asana tasks in a project

Send a Slack Channel message for new Asana tasks in a project
  • Asana logo
  • Slack logo
Asana + Slack

Send Gmail emails for new tasks in projects in Asana

Send Gmail emails for new tasks in projects in Asana
  • Asana logo
  • Gmail logo
Asana + Gmail

Learn more: How to create custom notifications for critical business information.

Create tasks from emails or messages

When communicating in email or Slack, it's all too easy for to-dos to get lost in the shuffle. Forgot to add a task immediately after someone asks you, and you might forget about it altogether.

Do yourself a favor and create a task in Asana from an email or Slack message automatically with one of these Zaps. Your future self will thank you.

Create Asana tasks from Gmail emails matching a search query [Business Gmail Accounts Only]

Create Asana tasks from Gmail emails matching a search query [Business Gmail Accounts Only]
  • Gmail logo
  • Asana logo
Gmail + Asana

Add new messages in Slack channels as Asana tasks

Add new messages in Slack channels as Asana tasks
  • Slack logo
  • Asana logo
Slack + Asana

Create Asana tasks from new saved messages in Slack

Create Asana tasks from new saved messages in Slack
  • Slack logo
  • Asana logo
Slack + Asana

Connect Asana to your other task apps

Just because you use Asana doesn't mean you have to use it exclusively. Maybe you like to use Asana for team projects and Todoist for personal tasks. Or, maybe one team at work prefers Asana while your team actually prefers Trello. Either way, if you're using more than one task app, Zapier lets you pass information to and from Asana from whichever tool you'd like.

Add new Asana tasks to Todoist

Add new Asana tasks to Todoist
  • Asana logo
  • Todoist logo
Asana + Todoist

Create Trello cards from new Asana tasks

Create Trello cards from new Asana tasks
  • Asana logo
  • Trello logo
Asana + Trello

Add new Asana tasks to Airtable

Add new Asana tasks to Airtable
  • Asana logo
  • Airtable logo
Asana + Airtable

Create Asana tasks from new Airtable records

Create Asana tasks from new Airtable records
  • Airtable logo
  • Asana logo
Airtable + Asana

Add new Google Tasks items to Asana

Add new Google Tasks items to Asana
  • Google Tasks logo
  • Asana logo
Google Tasks + Asana

Connect Asana to Google Sheets

If you're dealing with a large amount of data or share data between teams, you might use Google Sheets to collect or back up important task information. Use automation to instantly add new tasks to a Google Sheet to build an automatic archive. 

Or, if you use Google Sheets for your to-do list or collect information that needs follow-up, you can use automation to automatically create new Asana tasks from Google Sheets rows.

Add new Asana tasks to Google Sheets rows

Add new Asana tasks to Google Sheets rows
  • Asana logo
  • Google Sheets logo
Asana + Google Sheets

Create Asana tasks from updated Google Sheets rows

Create Asana tasks from updated Google Sheets rows
  • Google Sheets logo
  • Asana logo
Google Sheets + Asana

Use webhooks with Asana

If you use an app that doesn't yet have a Zapier integration, you don't have to give up your dreams of automating all of your business-critical apps. Use webhooks to bridge the gap.

Webhooks let you send information to or from almost any app, even if it doesn't yet integrate with Zapier. Use this workflow to send information to Asana with a catch hook:

Create Asana tasks from caught webhooks

Create Asana tasks from caught webhooks
  • Webhooks by Zapier logo
  • Asana logo
Webhooks by Zapier + Asana

Make Asana work smarter with Zapier

Automation with Zapier can help save you loads of time doing manual tasks in Asana, freeing you up to do the work that matters instead of creating tasks and notifying team members.

And this is only the beginning of what you can do with Asana and Zapier. Zapier supports thousands of apps so you can automate almost any task at work. Start building your Zap now and see what you can create.

Related reading:

  • Automation for project managers

  • How to use Zapier and AI to streamline project management

  • Popular ways to automate your product management workflows

  • How to create recurring tasks in Asana

This article was originally published in August 2022. It was most recently updated in November 2023.

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'