[No Code Required!] For Efficient Task Management, We Recommend Integrating Asana with Gmail!

It's quite a hassle to add task information to Asana every time it arrives in Gmail, isn't it?
When you need to work efficiently to meet deadlines, you might wish, "If only tasks could be added automatically..."
In this article, we will introduce a method to automatically add the content of emails received in Gmail as tasks in Asana and notify you on Slack!
This integration should lead to more efficient task management.
You can easily implement it without any coding, so please give it a try!

Recommended for

• Those considering improving work efficiency with Gmail, Asana, and Slack.
• Those who want to register the content received in Gmail to Asana.
• Those who want to integrate Gmail and Asana to prevent task omissions.

For those who want to try it immediately

In this article, we will introduce a method of integration using the no-code tool "Yoom".
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start right away with the template below, so please give it a try!

[About Yoom]

How to Add Email Content Received in Gmail as a Task in Asana and Notify in Slack

Step 1: Connect Asana, Gmail, and Slack to My Apps

1. First, log in to Yoom, select "My Apps" from the left menu, and click "+ New Connection" on the right side of the screen.

2. From the list of new connections in My Apps, select Asana, Gmail, and Slack, which will be used this time, and connect the apps.

＜For Asana＞

・Sign in to Asana.

・Click "Allow" to complete the registration in My Apps.

＜For Gmail＞

・Click "Sign in with Google".

・Check the account and click "Continue" to complete the registration in My Apps.

　＜For Slack＞

・Enter the workspace URL and click "Continue".

・Sign in to Slack.

・Set the channel you want to post to and click "Allow" to complete the registration in My Apps. For more information on Slack integration, please refer to here.

※ Click "Try it" on the banner below and copy the template for easy setup.

Step 2: Set a Trigger to Activate When an Email is Received

3. From the project list in the menu, select "My Project".

4. Select "+Create" on the right side of the screen and click "Create from Scratch".

5. Enter any title you like and select "Email" as the trigger condition for activating the flow bot.

6. Set the email trigger conditions.
"Title": Set as desired.
"Create a receiving address": Enter any value.
"Trigger condition": If the forwarding setting from Gmail is not yet done, leave it blank for now and select/enter the conditions for automatic task creation after completing the forwarding settings.
*Refer to the following for Gmail forwarding settings.
How to Forward Emails from Gmail and Activate Email Triggers

7. (From here, this is the flow after completing the Gmail forwarding settings.)
Click "Next".

8. Conduct a test, and if successful, click "Save".

Step 3: Set an Action to Add a Task in Asana

9. Click the "+" button under the email trigger created in Step 2.

10. Search for Asana.

11. Select Asana from the list of apps.

12. Set "Select Integration Account and Action".
・Title: Set as desired. (e.g., "Add Task")
・Action: Select "Add Task".

13. Click "Next".

14. Set "API Connection Settings".
・Task Name: Set as desired (can refer to the subject of the received email)
・Project ID: Set as desired (be sure to check the note below the input field)
・Section ID: Set as desired (be sure to check the note below the input field)
・Task Description: Set as desired (can refer to the body of the received email)
・Assignee's Email Address: Set as desired (refer to the note below the input field)
・Start Date: Set as desired (be sure to check the note below the input field, can also refer to output)
・Due Date (Date): Set as desired (be sure to check the note below the input field, can also refer to output)
・Due Date (DateTime): Set as desired (be sure to check the note below the input field)
・Collaborator's Email Address: Set as desired (can add more)

15. Conduct a test, and if successful, click "Save".

Step 4: Set an Action to Send a Message to a Slack Channel

16. Click the "+" button under the action created in Step 3.

17. Select "Integrate with App" as the operation type.

18. Select Slack from the list of apps.

19. Set "Select Integration Account and Action".
・Title: Set as desired. (e.g., "Notify on Slack")
・Action: Select "Send a Message to a Channel".

20. Click "Next".

21. Set "API Connection Settings".
・Channel ID to Post: Set as desired (be sure to check the note below the input field, can select from candidates)
・Message: Can be set as desired. (can refer to the information of the received email)

22. Conduct a test, and if successful, click "Save".
Finally, switch the trigger of the saved flow to "ON" to activate it.

This completes the flow of "Adding the content of an email received in Gmail as a task in Asana and notifying on Slack".

Other Automation Examples Using Asana, Gmail, and Slack

In addition to the integrations introduced today, it is possible to achieve various automations by utilizing the APIs of Asana, Gmail, and Slack.

If you find something interesting, please give it a try!

Automation Examples Integrating Asana and Gmail

You can send emails via Gmail when a task is added to Asana or send reminders for tasks nearing their deadlines in Asana through Gmail.
Additionally, it's possible to send completion reports via Gmail when a task in Asana is completed.

Automation Example Using Asana

Add tasks to other project management apps when a task is added to Asana

Automatically add tasks to Trello, Jira Software, etc., when a task is added to Asana.

Register the content submitted in the form to Asana

Automatically register the content submitted via Google Forms, etc., to Asana.

Example of Automation Using Gmail

Send Template Emails from the Lead Details Page via Gmail

Send template emails from customer management pages such as Salesforce or HubSpot.

Save Files Received in Gmail to Cloud Storage

Automatically save files received in Gmail to Google Drive, DropBox, etc.

Examples of Automation Using Slack

Summarize and Translate Slack Posts Using AI Apps

Automatically summarize and translate content posted on Slack using ChatGPT and DeepL.

Post a summary of the meeting content to Slack after the web meeting ends

Once a web meeting on Google Meet or Zoom ends, the content will be transcribed, summarized, and automatically posted to Slack.

Benefits of Integrating Asana with Gmail

Integrating Asana with Gmail makes task management in Asana more convenient.
While Asana alone offers numerous features for project and task management, manually creating tasks in Asana every time a new task arises can lead to missed tasks or duplication, consuming a lot of time.
By integrating with Gmail and automatically creating Asana tasks when emails are received, you can efficiently manage tasks without missing important emails.
Additionally, sharing automatically generated tasks with your team immediately can enhance communication transparency and facilitate smooth project progress!

Conclusion

Integrating Asana with Gmail leads to more efficient task management. By converting important information received via email into tasks, you can manage them without overlooking anything, making tool integration highly recommended. Furthermore, by simultaneously integrating with other communication tools and automating the entire information-sharing workflow, you can expect enhanced communication and smoother project progress. With Yoom, you can implement automation without coding, so be sure to give it a try!