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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."
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!
■Overview
When a new task is added in Asana, a notification is automatically sent to the specified Microsoft Teams channel.
The content of the notification and the destination Microsoft Teams channel can be freely customized.
■Notes
・It is necessary to configure account integration settings for both Asana and Microsoft Teams.
・Microsoft365 (formerly Office365) has both personal and general business plans (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
[About Yoom]
First, if you do not have a Yoom account, please create one from the Yoom account registration page.
For basic operations of Yoom, please refer to Getting Started with Yoom.
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.
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.
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".
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!
This is a flow bot that notifies you of task status and adds tasks from Microsoft Teams messages.
■Overview
When a task is completed in a specific project in Asana, a notification is sent to a designated channel in Microsoft Teams.
Feel free to change the destination channel and the content of the notification message as needed.
■Notes
・Please integrate both Asana and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow that notifies Microsoft Teams of overdue tasks in Asana.
■Recommended for
1. Those who use Asana as a project management tool
・Those who use Asana but struggle with managing overdue tasks
・Project managers or team leaders who need to accurately track task progress
2. Companies that have adopted Microsoft Teams as an internal communication tool
・Those who use Microsoft Teams regularly and want to further improve task management efficiency
・Those who want to prevent missing or forgetting tasks
■Benefits of using this template
Many people use Asana as a project management tool.
It is an excellent service for efficient progress and task management.
However, having to log in to Asana every time to check task progress can be cumbersome.
This is where using this template is recommended.
It automatically notifies Microsoft Teams of overdue tasks in Asana, helping to prevent task omissions.
Project managers overseeing progress can easily track overdue tasks without accessing Asana, making it easier to confirm progress.
■Notes
・Please integrate Yoom with both Asana and Microsoft Teams.
・Microsoft365 (formerly Office365) has both personal and business plans (Microsoft365 Business), and if you are not subscribed to the business plan, authentication may fail.
■Overview
This is a flow that adds a task to Asana when a new message is sent to Microsoft Teams. The content of the task to be added can be freely customized.
■Notes
・Please connect both Microsoft Teams and Asana with Yoom.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
By quickly adding the registered information to Asana, team members can always check the latest status, allowing for smooth information sharing.
■Overview
This is a flow bot that automatically adds a task to Asana when a card is added to Trello.
Please use it when synchronizing information between Trello and Asana.
■Notes
・Please connect Yoom with both Asana and Trello.
■Overview
Specify records in the Yoom database to add tasks to Asana.
You can freely customize necessary information such as task name, details, deadline, and assignee.
■Setup Method
・Please integrate Asana with Yoom. (My App Integration)
・Set any database or table with the trigger "Select Record to Launch".
・In Asana's "Add Task" operation, set task information such as task name, description, deadline, and assignee based on the information obtained from the Yoom database.
・Specify any record using checkboxes, etc., from the relevant database and launch the flow bot.
・The task will be added to Asana.
■Notes
・Integration settings with the Asana account are required.
・Please change the operation settings information in Asana as needed.
・Please use the flow bot by launching it from checkboxes, etc., in the Yoom database.
This is a flow bot that reflects the same information in different task management tools.
This is a flow bot that notifies communication tools about overdue tasks in Asana.
When a specific action is initiated, a notification will be sent to Microsoft Teams, allowing for timely responses.
■Overview
This is a flow that notifies Microsoft Teams when a call is received on CallConnect.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who handle calls using CallConnect
・Those who use CallConnect for customer support but often miss incoming calls
・Those who want to promptly respond to calls without missing any
2. Companies using Microsoft Teams as an internal communication tool
・Those who use Microsoft Teams for internal information sharing
・Those who want to share call information with all team members
■Benefits of using this template
By integrating CallConnect with Microsoft Teams, you can instantly share incoming call notifications with the entire team.
This allows for quick responses to important calls, potentially speeding up operations.
Additionally, since information is consolidated on Microsoft Teams, you can easily see who responded to which call, reducing unnecessary follow-ups and strengthening team collaboration.
As a result, it can lead to improved customer service quality and increased operational efficiency.
Moreover, you can easily track past call history, providing the advantage of centralized information management.
■Notes
・Please integrate both CallConnect and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow that notifies Microsoft Teams when a new conversation is created in Intercom.
■Recommended for
1. Those who need to frequently communicate with customers
2. Those who want to reduce manual conversation checks and information sharing, and aim for automation
3. Those who use Intercom and Microsoft Teams regularly
■Benefits of using this template
・Notifications are sent to Microsoft Teams immediately whenever a new conversation is created, enabling rapid information sharing within the team.
・Customer support and team communication can be centrally managed, enhancing business transparency.
■Notes
・Please integrate both Intercom and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow that notifies Microsoft Teams when a new ticket is created in Re:lation.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who use Re:lation for support operations
・Those who handle customer inquiries using Re:lation but often miss important tickets
2. Companies using Microsoft Teams as an internal tool
・Those who want to quickly share information with team members using Microsoft Teams
・Those who want to automate ticket creation and update notifications to prevent manual communication errors
■Benefits of using this template
By linking Re:lation and Microsoft Teams, seamless communication is achieved.
This allows team members to receive notifications when a new ticket is created, improving response speed.
Quick responses can lead to improved customer satisfaction.
Additionally, as each member can quickly share the latest information, it prevents work duplication and enables efficient operations.
By utilizing this flow, you can prevent communication errors and improve overall work efficiency.
■Notes
・Please link both Re:lation and Microsoft Teams with Yoom.
・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
・Please note that the shortest trigger interval varies depending on the plan.
・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
Taking appropriate action according to the situation will strengthen team cooperation and make the project progress smoothly.
◼️Overview
This is a flow that, upon receiving an email in Outlook, uses AI to extract and summarize the content of the email, and then notifies Microsoft Teams.
By utilizing AI for data extraction, it eliminates the need for complex regular expression settings to obtain names, email addresses, and addresses within the email, allowing for a more streamlined flow bot.
◼️Notes
・For information on how to forward emails from Microsoft Outlook and activate the email trigger, please refer to here.
・AI operations are features available only in the Team Plan and Success Plan. For Free Plan and Mini Plan users, the flow bot operations you set will result in an error, so please be aware.
・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
・Microsoft365 (formerly Office365) has both a Home Plan and a General Business Plan (Microsoft365 Business). If you are not subscribed to the General Business Plan, authentication may fail.
■Overview
The "Summarize Discord Post Messages and Notify Microsoft Teams" workflow contributes to faster information sharing.
By summarizing content on Discord and then notifying, the readability of information is improved.
■Recommended for
■Benefits of using this template
By summarizing Discord post messages and notifying Microsoft Teams, you can streamline information sharing across multiple platforms.
Utilizing this flow ensures that team members using different tools do not miss important information.
The speed of information sharing improves, and the response time to issues accelerates.
Additionally, since notifications are automatically sent to Microsoft Teams, manual information transcription tasks are reduced, increasing efficiency.
As a result, you will save time and be able to focus on other important tasks.
■Overview
The workflow "Summarize Google Chat posts and notify Microsoft Teams" helps to speed up information sharing and reduce workload.
By being able to notify with a summary, the readability of the information will also improve.
■Recommended for
■Benefits of using this template
By linking Google Chat and Microsoft Teams, there is the benefit of being able to quickly check the posted content.
This enables smooth responses.
By taking appropriate actions according to the situation, the team's cooperation system will be strengthened, and the project's progress will become smoother.
It also contributes to smoother communication among members.
Based on the information notified to Microsoft Teams, discussions and information sharing can be conducted on the spot, strengthening the collaboration among members.
You will be notified when a record is created or updated in your Yoom database, so you may be able to grasp the information more quickly.
■Overview
When a record in the Yoom database is updated, update information is sent to a specified Microsoft Teams channel.
The information sent can include the updated record's ID, record values, and more.
■Setup Instructions
1. Integrate Microsoft Teams with Yoom. (My App Integration)
2. Set up any database or table with the "When a record is updated" trigger in the Yoom database.
3. In Microsoft Teams, use the "Send a message to a channel" operation to configure the destination channel, team, and message content based on the information obtained from the Yoom database.
4. When a database record is updated, the flow bot is activated, and a message is sent to the specified channel.
■Notes
・Account integration with Microsoft Teams is required.
・Replace the ID of the Microsoft Teams channel and message content with any desired values.
・Microsoft365 (formerly Office365) has both personal and general business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
■Overview
Specify a record from the Yoom database to send a message to a Microsoft Teams channel.
The message to be sent can be customized to any value, and the target Microsoft Teams channel can also be specified.
■Setup Instructions
1. Integrate Microsoft Teams with Yoom. (My App Integration) Set up any database or table with the "Select Record" trigger.
2. In the Microsoft Teams "Send Message to Channel" operation, set the target channel and message content based on the information retrieved from the Yoom database.
3. Specify any record using a checkbox or similar from the relevant database and activate the flow bot. The specified record will be sent to Microsoft Teams.
■Notes
・Integration settings with a Microsoft Teams account are required.
・Replace the Microsoft Teams channel ID and message content with any desired values.
・Microsoft365 (formerly Office365) has both personal and business plans (Microsoft365 Business). If you are not subscribed to a business plan, authentication may fail.
■Overview
When a record is created in the Yoom database, a notification is sent to a specified Microsoft Teams channel.
You can specify any Teams channel as the notification destination.
■Setup Instructions
・Link Microsoft Teams with Yoom. (My Apps Integration)
・Set up any database or table with the "When a record is created" trigger in the Yoom database.
・In Microsoft Teams, use the "Send a message to a channel" operation to set the destination channel, team, and message content based on the information retrieved from the Yoom database.
・When a new record is created in the database, the flow bot is activated, and a message is sent to the specified channel.
■Notes
・Integration settings with a Microsoft Teams account are required.
・In the Microsoft Teams operation, replace the settings information with any desired values.
・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
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.
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.
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.
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.
