How to integrate Asana with Microsoft Teams to automatically notify overdue tasks from Asana in Microsoft Teams

Have you ever experienced a delay in project progress because you didn't notice overdue tasks? In this article, we will explain how to integrate Asana with Microsoft Teams to automatically notify you of overdue tasks. This will help you reassess task priorities and prevent oversights. This automation can be particularly effective in busy work environments where multitasking is required. Recommended for: - Those using Asana and Microsoft Teams who want to streamline task management - Those managing multiple projects simultaneously and want to address overdue tasks early - Those who want to organize and reassess task priorities Benefits and Examples of Integrating Asana with Microsoft Teams Benefit 1: Ability to Reassess Task Priorities Receiving notifications of overdue tasks allows you to reassess priorities for future work. For example, receiving a notification for a report task due yesterday clarifies what should be prioritized. By reassessing priorities at the right time, you may achieve stable work progress. Automatic notifications of overdue tasks make it easier to review tasks and proceed smoothly with work. Benefit 2: Visualization of Overdue Tasks To improve task management accuracy, it's important to quickly grasp overdue tasks. For example, when a task's due date passes in Asana, automatically notifying Microsoft Teams can visualize incomplete tasks. This may prevent overlooking overdue tasks and enhance task management efficiency. Benefit 3: Sharing Issue Awareness Within the Team Automatically notifying Microsoft Teams when a task's due date passes in Asana allows the entire team to understand progress. This may help identify the impact of task delays early and take measures. For example, in projects with tight deadlines, notifications through Microsoft Teams can facilitate discussions. Automatic notifications of overdue tasks reduce the risk of overlooking tasks and can improve project transparency. We will introduce the automation method using Yoom by integrating Asana with Microsoft Teams. [What is Yoom] How to Create an Integration Flow Between Asana and Microsoft Teams This time, we will introduce how to set up the following template: "Notify Microsoft Teams of overdue tasks in Asana." Using this template is convenient as it eliminates the need to set up automation from scratch.

The integration flow is broadly created through the following processes:

Register Asana and Microsoft Teams as My Apps
Copy the template
Set the trigger in Asana that initiates the flow and configure the subsequent operations in Microsoft Teams
Turn on the trigger button and verify the integration between Asana and Microsoft Teams

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Step 1: Register Asana and Microsoft Teams as My Apps

Please register Asana and Microsoft Teams as My Apps to connect them to Yoom.
Registering as My Apps first makes the automation setup easier.

First, let's register Asana as My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.

Search for Asana in the search bar or find it from the app list.
The following screen will be displayed, so sign in to Asana.

Next, please register Microsoft Teams as My App.
Similarly, search for Microsoft Teams in the search bar or find it from the app list below.

When the following screen is displayed, sign in to Microsoft Teams.

If Asana and Microsoft Teams are displayed in My Apps, the registration is complete.

Step 2: Copy the Template

To set up automation, click "Try it" on the banner below.

Please read the following screen display and click "OK".
The following screen will be displayed, so please check the "Title" and "Description".
If changes are necessary, you can make them on the following screen.
To set the schedule trigger first, click "At 9 AM every day".
Step 3: Setting the Asana trigger that initiates the flow and the subsequent Microsoft Teams operation
When the following screen is displayed, check the execution time.
As an example, we will set the flow bot to start at 9 AM on weekdays.
If you want to set specific days and times, please check and set here.
"Title" → Can be changed by yourself
Schedule settings
"Days" → Check Monday to Friday
"Time" → 9
Once set, click "Save".
The following screen will be displayed, so please check the settings.
"Title" → Can be changed by yourself
"Account information linked with Asana" → Check if it is correct
"Action" → Retrieve a list of tasks overdue in a specific section
When the following screen is displayed, select the "Workspace ID" from the suggestions.
Click inside the box to display suggestions as shown below, and select the ID.
Scroll down and set the "Project ID" and "Section ID" from the suggestions as before.
Next, set the "Due Date".
"Date" → "Yesterday" → Click "%Y-%m-%d".
You can select the type of date by clicking the arrow in the red frame.
※ You need to register in the format like "2024-04-01", so select "%Y-%m-%d".
Once set, click "Test" → "Test Successful" → "Save".
Next, set up Microsoft Teams by clicking "Send a message to the channel".
※ 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, so please be careful.
The following screen will be displayed, so please check the settings.
"Title" → Can be changed by yourself
"Account information linked with Microsoft Teams" → Check if it is correct
"Action" → Send a message to the channel
When the following screen is displayed, select and set the "Team ID" from the suggestions.
Set the applicable team ID.
Scroll down and set the "Channel ID".
Select from the suggestions as before.
Next, set the "Message".
By setting it using Asana's output, you can obtain task information on Microsoft Teams.
The following is set as an example, so please use your preferred output for setting.
Once set, click "Test" → "Test Successful" → "Save".
Step 4: Turn on the trigger button and check the operation of the integration between Asana and Microsoft Teams
Finally, click "Turn on Trigger" to complete the automation settings.
Check if the flow bot starts correctly.
Here is the template used this time.

Other Examples of Automation Using Asana and Microsoft Teams

1. This is a flow where a message is automatically sent to Microsoft Teams when a new task is added to an Asana project.
‍When a new task is added in Asana, it is automatically notified in Microsoft Teams, making it easier to check tasks.
This eliminates the need for manual notifications and reduces the burden on the person in charge.

2. This is a flow that automatically notifies Microsoft Teams when a task is completed in Asana.
Since task completion notifications are automated, you will be able to smoothly proceed with subsequent tasks.
You can freely set the notification destination, making it easy to share with the team.

3. This flow automatically adds a task to Asana when a message is sent in Microsoft Teams.
‍ You can add tasks to Asana based on the content of Microsoft Teams messages, eliminating the need for manual entry.
By creating tasks quickly, you can clarify the tasks that should be prioritized.

Summary

In this article, we introduced a method to automatically notify Microsoft Teams of overdue tasks in Asana.
This helps prevent overlooking tasks and is expected to improve the accuracy of task management.
This automation will be a great help, especially for those managing multiple projects simultaneously.

Incorporate Yoom's automation into your daily operations to aim for even greater efficiency.