"I missed the task notification again..." "I didn't realize the deadline was approaching!" Have you ever had such an experience?
When daily tasks become hectic, task management can be put on the back burner, and before you know it, important tasks may have been overlooked. The solution to this problem is the automatic integration of Asana and Gmail. By automatically sending notifications of new tasks, reminders of upcoming deadlines, and completion reports via Gmail, you can eliminate missed confirmations and manual reporting tasks, allowing your work to proceed smoothly.
This article provides a detailed explanation of how to integrate Asana and Gmail to make your daily tasks easier. Anyone can easily set up this integration without programming knowledge, so please take a look!
For those who want to try it quickly
By using Yoom, you can easily integrate Asana and Gmail without any code. Yoom offers pre-prepared templates for integrating Asana and Gmail, so you can achieve integration immediately just by registering, without any API knowledge.
When a new task is created in Asana, notify via Gmail.
■Overview The "Notify via Gmail when a new task is created in Asana" flow leverages the integration between Asana and Gmail to streamline task management. It helps prevent task oversight and delays in information sharing, ensuring smooth project progress.
■Recommended for ・Those using Asana for project management and looking to streamline task notifications ・Team leaders who use Gmail daily and want to integrate task management with email notifications ・Project managers who want to share information smoothly with stakeholders when a new task is created ・Business professionals who spend time on manual email notifications and want to improve work efficiency through automation ・IT personnel in companies who want to enhance communication transparency through Asana and Gmail integration
■Notes ・Please integrate both Asana and Gmail with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
By integrating the APIs of Asana and Gmail, you can automatically sync Asana data with Gmail! For example, you can automatically perform data synchronization like the ones below without any manual intervention.
By clicking "Try it out" on the automation examples you're interested in and registering an account, you can immediately experience the integration of Asana and Gmail. Registration takes just 30 seconds, so feel free to give it a try!
Notify via Gmail When a New Task is Created in Asana
This flow notifies you via Gmail when a new task is created in Asana. It allows for smooth sharing of task details among team members, enhancing work efficiency.
When a new task is created in Asana, notify via Gmail.
■Overview The "Notify via Gmail when a new task is created in Asana" flow leverages the integration between Asana and Gmail to streamline task management. It helps prevent task oversight and delays in information sharing, ensuring smooth project progress.
■Recommended for ・Those using Asana for project management and looking to streamline task notifications ・Team leaders who use Gmail daily and want to integrate task management with email notifications ・Project managers who want to share information smoothly with stakeholders when a new task is created ・Business professionals who spend time on manual email notifications and want to improve work efficiency through automation ・IT personnel in companies who want to enhance communication transparency through Asana and Gmail integration
■Notes ・Please integrate both Asana and Gmail with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
Send Reminders via Gmail for Tasks with Upcoming Deadlines in Asana
This flow sends reminder emails via Gmail only for tasks created in Asana that have upcoming deadlines. It helps prevent tasks from being overlooked and promotes adherence to deadlines.
Send reminders for upcoming Asana task deadlines via Gmail
■Overview The "Workflow to automatically send reminder emails for upcoming Asana task deadlines" is a business workflow that streamlines project management and supports adherence to task deadlines. By leveraging the integration of Asana and Gmail, it automatically notifies you of tasks with approaching deadlines via reminder emails.
■Recommended for ・Project managers who use Asana for project management and face challenges in managing task deadlines ・Those who use Gmail regularly and want to facilitate effective communication with team members ・Team leaders aiming to reduce the time spent on manual task reminders and improve operational efficiency ・Executives and managers who want to constantly monitor project progress and promote deadline adherence
■Notes ・Please integrate Yoom with both Asana and Gmail.
■Overview The "Send a report via Gmail when an Asana task is completed" workflow utilizes the integration of Asana and Gmail to automatically send a report email when a task is completed. This reduces manual reporting tasks and improves work efficiency.
■Recommended for ・Team leaders managing tasks with Asana ・Personnel who want to send a report email after task completion ・Companies looking to automate business reporting using Gmail ・Project managers spending time on manual email sending
■Notes ・Please integrate Yoom with both Asana and Gmail. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
Let's get started by creating a flow that integrates Asana and Gmail! This time, we'll use Yoom to proceed with the integration of Asana and Gmail without any coding. If you don't have a Yoom account yet, please create one using the registration form here.
[What is Yoom]
This time, we will create a flow that integrates data with Gmail when a task is added in Asana! The creation process is broadly divided into the following steps.
Integrate Asana and Gmail with My Apps
Copy the template
Set up triggers in Asana and actions in Gmail
Turn on the trigger and check the operation
When a new task is created in Asana, notify via Gmail.
■Overview The "Notify via Gmail when a new task is created in Asana" flow leverages the integration between Asana and Gmail to streamline task management. It helps prevent task oversight and delays in information sharing, ensuring smooth project progress.
■Recommended for ・Those using Asana for project management and looking to streamline task notifications ・Team leaders who use Gmail daily and want to integrate task management with email notifications ・Project managers who want to share information smoothly with stakeholders when a new task is created ・Business professionals who spend time on manual email notifications and want to improve work efficiency through automation ・IT personnel in companies who want to enhance communication transparency through Asana and Gmail integration
■Notes ・Please integrate both Asana and Gmail with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
First, let's connect Asana and Gmail to My Apps. Once you log in to Yoom, click on "Add" from "My Apps" in the left menu.
[For Asana]
1. Search for "Asana" and select Asana from the app list.
2. Enter the email address registered with the Asana account you want to connect with Yoom and click "Continue" and log in.
The connection of Asana to My Apps is now complete.
[For Gmail]
1. Search for "Gmail" and select Gmail from the list of apps.
2. Click "Sign in with Google".
3. Enter the Gmail email address and password you want to connect with Yoom. You will be redirected to the [Sign in to Yoom] screen, so click "Continue".
4. Click "Continue".
The connection of Gmail to My Apps is now complete.
Step 2: Copy the Template
Once the My Apps connection is complete, let's set up the template right away. Click "Try it" on the banner below to copy the template.
When a new task is created in Asana, notify via Gmail.
■Overview The "Notify via Gmail when a new task is created in Asana" flow leverages the integration between Asana and Gmail to streamline task management. It helps prevent task oversight and delays in information sharing, ensuring smooth project progress.
■Recommended for ・Those using Asana for project management and looking to streamline task notifications ・Team leaders who use Gmail daily and want to integrate task management with email notifications ・Project managers who want to share information smoothly with stakeholders when a new task is created ・Business professionals who spend time on manual email notifications and want to improve work efficiency through automation ・IT personnel in companies who want to enhance communication transparency through Asana and Gmail integration
■Notes ・Please integrate both Asana and Gmail with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
When a template is copied to Yoom, the following screen will appear, so press "OK".
Step 3: Setting the Asana Trigger
(1) Click "When a new task is added to a specific project" at the top of the template.
(2) Enter the Asana account information you want to link in "Account information to link with Asana". After entering, click "Next".
(3) Set up the Asana [API connection settings for the app trigger]. Select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ※ Please note that the activation interval varies depending on the plan.
(4) Enter the Asana workspace to be triggered in "Workspace ID". A list of workspaces in the linked account will be displayed from "Options", so select the target workspace.
(5) Set any project in "Project ID". A list of projects in the linked account will be displayed from "Options", so select the target project.
Once the settings are complete, click "Test" to conduct a test. If the test is successful, click "Save" to complete the settings.
Step 4: Setting the Gmail Action
(1) Click "Send Email" in the template.
(2) Enter the Gmail account information you want to link in "Account information linked with Gmail".
(3) Set the following in "Email Content". (To: is required)
From: The email address that will be the sender in Gmail
To: The email address of the administrator or team member to notify of the new task creation
CC/BCC: The email address of the person you want to notify other than To
Sender Name: The sender's name displayed during notification
(4) Set the subject to be displayed during notification in "Subject". You can quote information such as the task name or project name of the new task from "When a new task is added to a specific project" in "Retrieved value". If there is information you want to display in the subject, select it from "Retrieved valuet".
(5) Set the message to be displayed during notification in "Body". Like "Subject", you can quote task information from "Retrieved value", so select the information you want to display as desired.
(6) Once all settings are complete, enter "Next" to check the notification content. If there are no issues, click "Test" to run a test.
If the test is successful, click "Save" to complete the settings.
Step 5: Turn on the Trigger and Check Operation
This completes all the settings. After completing the settings, a pop-up like the one below will be displayed, so turn on the trigger. Check to see if the flow is working correctly!
If You Want to Link Gmail Data to Asana
This time, we introduced how to link data from Asana to Gmail, but if you want to link data from Gmail to Asana, please also use the following template.
Automatically Register Emails with Specific Labels in Gmail as Tasks in Asana
This flow retrieves information from emails with specific labels received in Gmail and automatically registers them as tasks in Asana. It saves the hassle of checking emails and registering tasks.
Automatically register emails with specific Gmail labels as tasks in Asana.
■Overview The "Automatically register emails with a specific Gmail label as tasks in Asana" flow is a business workflow that seamlessly integrates email management with task management.
■Recommended for ・Asana users who want to efficiently manage tasks with emails received in Gmail ・Business people spending time manually transcribing emails into tasks ・Project managers who want to unify task management within their team and facilitate information sharing ・IT personnel who wish to automate business workflows using Yoom ・Business operators who want to enhance the linkage between emails and tasks to optimize business processes
■Notes ・Please connect both Gmail and Asana with Yoom. ・You can select trigger intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware.
Automatically Register Emails with Specific Labels in Gmail as Asana Projects
This flow retrieves information from emails with specific labels received in Gmail and automatically registers them as projects in Asana. It is expected to improve the efficiency of project and task management in Asana.
Automatically register emails with specific Gmail labels as projects in Asana
■ Summary The 'Flow to automatically register emails with specific Gmail labels as Asana projects' is a workflow that facilitates smooth transitions from emails to project management. When emails with specific Gmail labels are received, their contents are automatically reflected as projects in Asana.
■ Recommended for - Those who want to automatically reflect information from emails received in Gmail into Asana for management - Business people who want to save the effort of manually entering email content into Asana and make effective use of their time - IT personnel who wish to automate project creation from emails and simplify business processes
■ Notes - Please link Yoom with both Gmail and Asana. - You can select trigger activation intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the shortest activation interval may vary depending on the plan.
■Overview The "Automatically Add New Asana Tasks to Outlook" flow is a business workflow that centralizes task management and schedule management. When a new task is created in Asana, it is automatically added to the Outlook calendar through Yoom. This eliminates the need for manual data entry and reduces the risk of information leakage and double management. This workflow, ideal for those who want to smoothly integrate project management and schedule management, contributes to improving the productivity of the entire team.
■Recommended for ・Project managers who use Asana and Outlook daily and feel the hassle of data integration between the two ・Team leaders who want to streamline the schedule management of new tasks ・Business owners who want to promote the automation of business flows and make effective use of time ・Administrators who aim to integrate task management in Asana and schedule management in Outlook for centralized information ・Users who want to reduce human errors caused by manual data entry and information transfer ・Those interested in workflow automation using Yoom for business efficiency
■Notes ・Please link each App and Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan. ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
This is a flow to read business card images attached in Google Forms with OCR and add tasks to Asana.
■Notes ・Please link both Google Forms and Asana with Yoom. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Please be aware that OCR data may not be readable if it exceeds 6,500 characters or if the text is small. ・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations of the flow bot you set will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・For information on how to obtain the response content when using Google Forms as a trigger, please refer to the following. https://intercom.help/yoom/en/articles/6807133
■Overview The 'Reflect the completion status of Asana tasks in Salesforce' workflow seamlessly connects project management and sales activity management in a business workflow.
■Recommended for ・Sales representatives managing projects with Asana ・Those who want to streamline task management by integrating Asana and Salesforce ・Managers who want to centralize task status and quickly understand progress ・IT personnel in companies that want to reduce data entry burden and automate business processes ・Executives who want to enhance the transparency of sales activities by leveraging Asana and Salesforce
■Note ・Please link each of Asana and Salesforce with Yoom. ・Salesforce is an app available only on Team and Success Plans. If you are on the Free Plan or Mini Plan, the operations and data connections of configured flow bot will encounter errors, so please be careful. ・Paid plans like Team and Success Plans offer a 2-week free trial. During the free trial, you can use apps that are usually restricted. ・Triggers can be set to intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval differs depending on the plan.
■Overview If you use both Notion and Asana for task management, do you find it burdensome to manually enter the same information into each tool? This workflow automatically creates a task in Asana based on that information when a new task (page) is added to a Notion database. It eliminates double entry and streamlines information synchronization between project management tools, improving operational efficiency.
■Recommended for ・Those who use both Notion and Asana and want to eliminate the burden of double task entry ・Managers who want to automate information synchronization between project management tools and boost team productivity ・Those who want to prevent manual transcription errors and missed task registrations
■Notes ・Please connect Yoom to both Notion and Asana. ・The trigger interval can be set to 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan. ・Branching is a feature (operation) available on the Mini plan or higher. On the Free plan, any configured flowbot operation will result in an error, so please be aware. ・Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview This is a flow to add task information to Asana and notify on Discord when it is submitted via the form. By using Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who use Asana for project and task management ・Those who want to receive notifications immediately when a new task is added ・Those who want to smoothly share task progress with the entire team
2. Those who use Discord regularly ・Those who want to receive task information in real-time on Discord ・Those who want to efficiently notify other team members of task progress
■Notes ・Please connect both Discord and Asana with Yoom.
■Overview This is a flow to automatically sort received emails in Gmail by keyword and forward them to the person in charge. By using Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who receive a large number of emails in Gmail and want to streamline information sharing within the company ・Those who receive many emails every day but often miss important messages ・Those who spend a lot of time manually sorting emails and want to improve work efficiency
2. Companies that want to quickly and reliably share information with the person in charge ・Those who want to improve the speed and accuracy of work by immediately conveying necessary information to the person in charge ・Those who use Gmail to share internal information but find forwarding tasks cumbersome
■Notes ・Please link Gmail and Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・'Switch destination' is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview The flow "Create a Zoom meeting based on Gmail schedule notification and send an invitation" is a business workflow that automatically sets up a Zoom meeting using schedule information received via email and sends out participation invitations. It eliminates the hassle of manually setting up meetings and sending invitations, enabling efficient schedule management.
■Recommended for ・Business persons who frequently receive schedule notifications via Gmail and spend a lot of time setting up meetings ・Those who frequently use Zoom and want to automate the creation and sending of meeting invitations ・Managers who want to streamline communication and meeting management within the team to improve work productivity ・Administrative staff who want to reduce the hassle when setting up regular meetings
■Notes ・Please integrate Gmail and Zoom with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
This is a flow to store survey results received via Gmail into Microsoft Excel.
■Important Notes ・Please integrate with both Gmail and Microsoft Excel with Yoom. ・You can select the trigger activation interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for personal and general business use (Microsoft365 Business), and authentication may fail if you're not enrolled in the general business plan. ・AI operations are only available in team plans and success plans. If you are on a free plan or mini plan, operations set in the flow bot will result in errors, so please be cautious. ・Paid plans such as team plans and success plans offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview The "Add PDF sent via Gmail to Google Spreadsheet using OCR" workflow automates the process of reading the contents of PDF files received in Gmail using OCR and organizing and adding that data to Google Spreadsheet. This reduces manual data entry work and efficiently databases information received via email. ■Recommended for ・Those who want to quickly organize PDF data received in Gmail and input it into Google Spreadsheet ・Business people who process a large number of PDFs daily and want to reduce the hassle of manual input ・IT personnel who want to centralize data management using Google Spreadsheet and automate data extraction from emails ・Business owners or personnel who want to streamline data entry work and save time ・Those who want to accurately extract data from PDF files and organize it in a spreadsheet
■Notes ・Please link Yoom with both Google Spreadsheet and Gmail. ・The AI operation for OCR or voice transcription is only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan can have a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations). ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
How was it? By integrating Asana with Gmail, you can smoothly solve issues such as "wanting to avoid overlooking tasks," "making deadline management easier," and "streamlining reporting tasks."
By utilizing the no-code tool Yoom, which requires no programming, anyone can easily set it up and quickly experience the benefits of automation. Let's reduce tedious tasks and create an environment where you can focus on your core work. If you're interested, start by creating a free account and see how it works for yourself. Registration takes just 30 seconds! You can experience automatic integration immediately.
I have been working as a web writer and director for over two years. I resonate with Yoom's vision and have been entrusted with the responsibility of managing blog production. Leveraging the skills I have developed through various writing tasks, I am committed to delivering content that is easy to understand and meets the needs of all users.
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