By quickly sharing information with stakeholders when a new task is added to the tool, the speed of problem-solving should increase. However, if the information that should be shared is leaked, it could potentially stall the work... By integrating the task management tool Asana with the chat tool Microsoft Teams, it becomes possible to automatically notify stakeholders by reflecting the necessary information directly into messages. This eliminates the need for manual transcription, helping to avoid human errors such as information leaks or forgetting to share. This time, I would like to explain in detail the method of "sending a message to Teams when a new task is added to an Asana project."
Recommended for
Those who are considering improving work efficiency by integrating Asana and Microsoft Teams
Those who manage tasks using Asana and Microsoft Teams
Those who want to reduce human errors by integrating Asana and Microsoft Teams
For those who want to try it immediately
This article introduces 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 also start immediately from the template below, so please give it a try!
When a new task is added to an Asana project, send a message to Teams.
Step 1: Connect Asana and Microsoft Teams to My Apps
1. First, log in to Yoom, select "My Apps" from the left menu, and click "+ Add" on the right side of the screen.
2. From the list of new connections in My Apps, select "Asana" and "Microsoft Teams" to be used this time and connect the apps.
※Microsoft 365 (formerly Office 365) has plans for home use and general corporate use (Microsoft 365 Business).
If you are not subscribed to the general corporate plan, the connection may fail.
Click "Try it" on the template below to copy it.
Once copying is complete, you will be taken to a screen like this.
Let’s get started with the setup.
Step 2: Set a Trigger to Activate When a New Task is Added to Asana
1.Click on the first action.
・App Trigger Title: Set as desired. (e.g., "When a new task is added to a specific project")
・Account Information to Link with Asana: Set any account.
・Trigger Action: Select "When a new task is added to a specific project".
2. Click "Next".
3. Configure the API connection settings for the app trigger.
・Trigger Activation Interval: Set any time according to business needs.
・Workspace ID: Select from the options.
You can check by accessing "https://app.asana.com/api/1.0/workspaces" in a browser logged into Asana.
・Project ID: Select from the options.
It is the first 16-digit number included in the URL when the project is displayed in the browser.
4. Conduct a test, and if successful, click "Save".
※ If there is information you want to notify by email, the "Output" setting is useful.
If there are additional necessary items, click "Add value to retrieve" to add them.
Step 3: Set an Action to Send a Message to a Microsoft Teams Channel
1. Click the second action.
2. Configure "Select Linked Account and Action".
・Title: Set as desired. (e.g., "Send a message to the channel")
・Account Information to Link with Microsoft Teams: Select as desired.
・Action: Select "Send a message to the channel".
3. Click "Next".
4. Configure the "API Connection Settings".
・Team ID: Select from the options.
It is the string following "groupId=" in the address displayed in the "Get link to channel" menu of the Microsoft Teams channel.
・Channel ID: Select from the options.
It is the string following "channel/" in the address displayed in the "Get link to channel" menu of the Microsoft Teams channel.
・Message: Enter any content.
※ Note 1) Information obtained from Asana can also be quoted as output in the body. The following image is an example of entry using output.
※ Note 2) Inserting mentions and attaching files are also possible if needed.
5. Conduct a test, confirm success, and click "Save".
Finally, switch the trigger of the saved flow to "ON" to activate it.
This completes the flow of "Sending a message to Teams when a new task is added to an Asana project".
Other Automation Examples with Asana and Microsoft Teams
In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Asana and Microsoft Teams. All of them can be used with simple settings, so if there is anything that interests you, please give it a try!
Automation Examples Using Asana and Microsoft Teams
This is a flow bot that notifies you of task status and adds tasks from Microsoft Teams messages.
Notify Microsoft Teams when a task is completed in Asana
■Overview When managing projects using both Trello and Asana, do you find it cumbersome to manually enter the same information into both tools? Such double entry can lead to transcription errors and missed updates. By using this workflow, you can trigger on card additions in Trello to automatically create tasks in Asana. This eliminates the manual effort of syncing information and improves the accuracy and efficiency of task management.
■Who we recommend this template for ・Those who use both Trello and Asana and find double entry of tasks burdensome ・Team leaders who want to eliminate input mistakes and missed updates caused by manual data entry ・Those who want to automate integration between project management tools and improve operational efficiency
■Notes ・Please connect Yoom with both Trello and Asana.
■Overview The 'Summarize Discord Post Message and Notify Microsoft Teams' workflow contributes to quicker information sharing. By summarizing the content on Discord before notifying, it improves the readability of the information.
■Recommended for ・Those who use Discord for team communication ・Those who use Discord for team information sharing but often miss important messages ・Those who want to quickly grasp necessary information by utilizing message summaries ・Companies using Microsoft Teams for internal communication ・Those who want to use Microsoft Teams for efficient information sharing ・Those who find manual forwarding tedious and aim for operational efficiency through automation
■Notes ・Please connect both Discord and Microsoft Teams 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. ・Microsoft365 (formerly Office365) has plans for both home and general corporate (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
■Overview The "Summarize Google Chat posts and notify Microsoft Teams" workflow helps speed up information sharing and reduce workload. By summarizing before notifying, the readability of information will also improve.
■Who we recommend this template for ・Those who use Google Chat for team communication ・Those who want to quickly grasp the content posted on Google Chat ・Those who use Microsoft Teams for business ・Those who use both Google Chat and Microsoft Teams but feel it takes time to share information ・Those who want to prevent transmission errors or delays and respond quickly ・Those who want to master multiple tools and build an efficient workflow
■Notes ・Please integrate Yoom with Google Chat and Microsoft Teams separately. ・You can select trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware. ・Integration with Google Chat is only possible for Google Workspace. Please refer to the following for details. https://intercom.help/yoom/ja/articles/6647336 ・For Microsoft365 (formerly Office365), there are plans for households and general businesses (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
Benefits of Integrating Asana with Microsoft Teams
Benefit 1: Enables Efficient Task Management
By sharing tasks created in Asana in real-time on Microsoft Teams, team members can easily keep track of the latest task status. Since the progress of tasks is visible at a glance, it helps prevent project delays.
Benefit 2: Integrates Communication
It is possible to automatically create Asana tasks from information contained in Microsoft Teams messages. Messages and files related to tasks are consolidated in one place, facilitating smooth information sharing among members and potentially reducing misunderstandings and errors.
Benefit 3: Manages Notifications and Alerts
You can notify Microsoft Teams channels of updates to Asana tasks. This ensures that important task deadlines and updates are not missed, allowing the entire team to always be aware of task progress.
Conclusion
So far, we have introduced the integration of Asana and Microsoft Teams. The task management features that Asana excels in and the communication features of Microsoft Teams become more efficient when the two apps are integrated, making project progress smoother. Furthermore, by utilizing automated workflows, the burden of manual tasks is reduced, creating an environment where you can focus on more important work. Optimize your business processes through the integration of Asana and Microsoft Teams. It should lead to improved productivity for the entire team and the success of projects, so be sure to try the integration.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have experience in administrative roles in specialized trading companies and the e-commerce industry. My responsibilities have spanned a wide range of areas, including sales administration, accounting, general affairs, human resources, and legal affairs. While I have worked on improving the efficiency of individual tasks, I believe that utilizing various support tools and Yoom could have made operations even more convenient. I hope to leverage my professional experience to publish articles introducing Yoom, assisting everyone in streamlining their operations.
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