How to Automatically Notify Microsoft Teams of Overdue Tasks in Asana

Read the following screen display and click "OK".

The following screen will be displayed, 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 "Every day at 9 AM".

Step 3: Set the Asana trigger that initiates the flow and the subsequent Microsoft Teams operation settings

When the following screen appears, 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 refer to here for settings.

• "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, please check the settings.

• "Title" → Can be changed by yourself
• "Account information linked with Asana" → Check for any mistakes
• "Action" → Retrieve a list of tasks overdue in a specific section

When the following screen appears, select the "Workspace ID" from the suggestions.
Click within the frame, and the suggestions will be displayed as shown below, so select the ID.

Scroll down and set the "Project ID" and "Section ID" from the suggestions as before.

Next, set the "Due Date".
Click "Date" → "Yesterday" → "%Y-%m-%d".
You can select the type of date by clicking the arrow within 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".

The following screen will be displayed, please check the settings.

• "Title" → Can be changed by yourself
• "Account information linked with Microsoft Teams" → Check for any mistakes
• "Action" → Send a message to the channel

When the following screen appears, select and set the "Team ID" from the suggestions.
Set the corresponding team ID.

Scroll down and set the "Channel ID".
Select from the suggestions as before.

Next, set the "Message".
By using the output from Asana, you can retrieve task information on Microsoft Teams.
The following is an example setting, please use your preferred output for the setting.
Once set, click "Test" → "Test Successful" → "Save".

Step 4: Turn on the trigger button and verify the integration operation 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 Automation Examples Using Asana and Microsoft Teams

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Asana and Microsoft Teams.

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

‍‍Automation Examples Integrating Asana and Microsoft Teams

It is possible to set up integrations that notify Microsoft Teams when a task's due date is approaching in Asana or when a task is completed in Asana. Additionally, you can add content sent to Microsoft Teams as tasks in Asana.

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 through the form in Asana

Automatically register the content submitted through Google Forms, etc., in Asana.

Register a task in Asana when an email is received

Automatically register a task in Asana when you receive an email in Gmail or Outlook.

Automation Example Using Microsoft Teams

Notify Microsoft Teams When a File is Uploaded to Cloud Storage

Automatically notify Microsoft Teams when a file is uploaded to services like OneDrive or Dropbox.

After the web meeting, transcribe and summarize the content, and notify Microsoft Teams

After the meeting ends on Zoom or Google Meet, automatically transcribe and summarize the content, and notify Microsoft Teams.

Notify Microsoft Teams when a record is added to the database

Automatically notify Microsoft Teams when a record is added to Notion, Google Sheets, or similar platforms.

Benefits and Examples of Integrating Asana with Microsoft Teams

Benefit 1: Ability to Reassess Task Priorities

Receiving notifications for overdue tasks allows you to reassess priorities for future work.
For example, by automatically notifying you of a report creation task that was due yesterday, it becomes clear what needs to be prioritized.
<span class="mark-yellow">Reassessing priorities at the right time may lead to a more stable workflow.</span>
In this way, automatically notifying overdue tasks makes it easier to review tasks, leading to smoother workflow progress.

Benefit 2: Ability to Visualize Overdue Tasks

To improve task management accuracy, it's important to quickly identify overdue tasks.
For instance, when a task's due date passes in Asana, automatically notifying Microsoft Teams can visualize incomplete tasks.
This may <span class="mark-yellow">prevent overlooking overdue tasks and enhance task management efficiency.</span>

Benefit 3: Ability to Share Issue Awareness Within the Team

Automatically notifying Microsoft Teams when a task's deadline passes in Asana allows the entire team to understand progress.
This may <span class="mark-yellow">help identify the impact of delayed task progress early and take measures.</span>
For example, in projects with tight deadlines, it might be possible to create opportunities for discussion through Microsoft Teams notifications.
In this way, automatic notifications of overdue tasks reduce the risk of overlooking tasks and improve project transparency.

Conclusion

This article introduced how to automatically notify Microsoft Teams of overdue tasks in Asana.
This should enable you to quickly address tasks that might otherwise be overlooked.
For those managing multiple projects simultaneously, this automation could be a significant help.

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