Asana automation: 7 ways to automate your workflows

Do you use Asana to manage your tasks? It's one of the more popular project management tools out there, suited for larger teams who need to collaborate on a daily basis.  With streamlined views, reporting dashboards, and workflow automation built in, it's pretty critical to keeping work projects on track. 

But Asana is so much more powerful when you connect it to Zapier. With just a few Zaps—what we call automated workflows—you can turn form responses into tasks, streamline team communication, and more. Take a look at our most popular workflows to get started.

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

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.

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.

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. 

Do you have tasks that you have to do on a recurring basis? Use these Zaps to automatically create to-dos in Asana on a daily, weekly, or even monthly basis. That way, you can get rid of the admin involved and stay on top of all your priority work. 

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. Plus, if a specific field in an Asana task gets updated (like its status or a due date), these Zaps will let the right people know right away.

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.

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. Those could be brand new tasks that get added to one project management tool, or tasks that get updated as folks start ticking them off from their to-do list.

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 or updated 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.

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:

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.

This article was originally published in August 2022. It was most recently updated in August 2024 by Elena Alston.