How to Automatically Notify Microsoft Teams of Overdue Tasks in Asana

Have you ever experienced a project delay because you didn't notice overdue tasks?
In this article, we will explain how to integrate Asana and Microsoft Teams without any coding to automatically notify you of overdue tasks.
This should help you reassess task priorities and prevent any oversights!
This can be an effective automation, especially in a busy work environment that requires multitasking.

Recommended for

• Those who use Asana and Microsoft Teams and want to streamline task management
• Those managing multiple projects simultaneously and want to quickly address overdue tasks
• Those who want to organize and reassess task priorities

For those who want to try it immediately

In this article, we introduce how to integrate using the no-code tool "Yoom".
No complex settings or operations are required, making it easy for non-engineers to implement.
You can start right away with the template below, so please give it a try!

Notify Microsoft Teams of overdue tasks in Asana

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This is a flow to notify overdue tasks in Asana to Microsoft Teams.

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How to Create an Integration Flow between Asana and Microsoft Teams

This time, we will introduce how to set up the template "Notify Microsoft Teams of overdue tasks in Asana".
By using the template, you don't need to set up automation from scratch, which is convenient.

The integration flow is broadly created through the following processes.

• Register Asana and Microsoft Teams as My Apps
• Copy the template
• Set up the Asana trigger that initiates the flow and the subsequent Microsoft Teams operation settings
• Turn on the trigger button and verify the integration operation between Asana and Microsoft Teams

If you are not using Yoom, please register for free from here.
If you are already using Yoom, please log in.

Step 1: Register Asana and Microsoft Teams as My Apps

Please register Asana and Microsoft Teams as My Apps to connect them with Yoom.
Registering as My Apps first makes automation settings 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.
Search for Microsoft Teams in the search bar as before, or find it from the app list below.
※There are home plans and general business plans (Microsoft365 Business) for Microsoft365 (formerly Office365), and if you are not subscribed to the general business plan, authentication may fail.

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

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

Step 2: Copy the Template

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

Notify Microsoft Teams of overdue tasks in Asana

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This is a flow to notify overdue tasks in Asana to Microsoft Teams.

See details Try it

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.

Notify Microsoft Teams of overdue tasks in Asana

Try it

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This is a flow to notify overdue tasks in Asana to Microsoft Teams.

See details Try it

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.

Notify Microsoft Teams when a task is completed in Asana

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Send a notification to a specified Microsoft Teams channel when a task is completed in a specific Asana project.

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Notify Microsoft Teams of tasks with approaching deadlines in Asana

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■Overview
The workflow "Notify Microsoft Teams of Upcoming Due Tasks in Asana" is designed to streamline project management and team communication.
As deadlines for tasks managed in Asana approach, automatic notifications are sent to Microsoft Teams, allowing all team members to respond in a timely manner.
This helps prevent missed tasks and delays, ensuring smooth progress of the project.‍

■Recommended for
- Those who use Asana for project management but are struggling with deadline management.
- Team leaders who communicate primarily via Microsoft Teams and don't want to miss important notifications.
- IT personnel in companies interested in automating business workflows and improving efficiency using Yoom.
- Project managers looking to enhance task management and communication integration in remote work environments.

■Cautions
- Please connect Asana, Microsoft Teams, and Yoom.
- Microsoft365 (formerly Office365) offers home and general business plans (Microsoft365 Business).
If you are not subscribed to the general business plan, authentication may fail.

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When a message is sent to Microsoft Teams, add a task to Asana.

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This flow adds a task to Asana when a new message is sent to Microsoft Teams.

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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.

When a new task is added to a specific section in Asana, add it as an issue in GitHub.

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When a new task is added in a specific section of Asana, add it to GitHub as an Issue

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When a task is added to Asana, add a card to Trello as well.

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This is a flowbot that automatically adds a card to Trello when a task is added to Asana. Please use it when synchronizing information between Asana and Trello.

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When a task is added in Asana, add an issue in Jira Software.

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This is a flow bot that automatically adds an issue to Jira when a task is added in Asana.

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Register the content submitted through the form in Asana

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

Register the information submitted through Google Forms in Asana.

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This is a flow to register information entered in Google Form to Asana.

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When a form is submitted on Wix, add it to Asana.

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This is a workflow to add to Asana when a form is submitted on Wix.

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When a request comes in through the form, create a project in Asana and send an email via Gmail.

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This flow creates a new project in Asana based on the content of the request from the form and sends an email via Gmail to request detailed settings.

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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.

Add a task to Asana when an email is received in Outlook

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This is a flowbot that adds a task to Asana when an email arrives in Outlook. Please use it when managing email response tasks in Asana.

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Automatically register emails with specific Gmail labels as tasks in Asana.

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■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.

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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.

Notify Microsoft Teams when a file is stored in OneDrive.

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■Overview
Using the "Notify Microsoft Teams when a file is stored in OneDrive" workflow reduces workload.
You can automatically notify file information, which shortens work time and leads to improved business efficiency.

■Recommended for
・Those who use OneDrive for file sharing and backup
・Those who want to respond quickly when a file is uploaded to OneDrive
・Those who want to quickly check files and connect to the next action
・Those who use Microsoft Teams as an internal communication tool
・Those who want to efficiently share information using Microsoft Teams
・Those who want to quickly grasp the file upload status via email notification

■Notes
・Please link both OneDrive and Microsoft Teams with 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.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

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Notify Microsoft Teams when a file is uploaded to Box.

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This is a flow to notify Microsoft Teams when a file is uploaded to Box.

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When an invoice file is uploaded to Dropbox, notify Microsoft Teams.

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This is a flow to upload the invoice file to Dropbox and notify Microsoft Teams when the invoice information is answered in the input form.

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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.

Transcribe and summarize the meeting after it ends on Google Meet, then notify Microsoft Teams.

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■Overview
The "workflow of notifying transcript and summary to Microsoft Teams after Google Meet meeting ends" automates the creation and sharing of meeting minutes after a meeting ends.
Utilizing Yoom's API integration, AI, OCR, and RPA features, it swiftly and accurately transcribes and summarizes the Google Meet content, then automatically posts it to Microsoft Teams.

■Who We Recommend This Template To
・Frequent Google Meet users who spend a lot of time creating meeting minutes afterward
・Business users who want to quickly share meeting content on Microsoft Teams
・IT personnel looking to utilize API integration and automation to streamline business processes
・Project managers seeking accurate meeting minutes
・Executives who want speedy information sharing within teams

■Notes
・Make sure to integrate each of Google Meet, Google Drive, and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) has both consumer and business plans (Microsoft365 Business). Authentication may fail if you are not subscribed to a business plan.
・AI operations for OCR or speech transcription are available only with the Team Plan and Success Plan. If you use the Free Plan or Mini Plan, operations of the configured flow bots will result in an error, so please note that.
・Paid plans like the Team Plan or Success Plan come with a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations).

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When the meeting on Zoom ends, transcribe and summarize the minutes, and notify on Microsoft Teams.

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This flow automatically transcribes and summarizes the meeting content and notifies Microsoft Teams of the transcription results when a Zoom meeting ends.

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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.

Notify Microsoft Teams when a record is registered in SPIRAL.

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This is a flow to notify Microsoft Teams when a record is registered in SPIRAL.

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Notify Microsoft Teams when a row is added in Google Sheets.

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This is the flow to notify Microsoft Teams when a row is added to Google Sheets.

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When information is added to any Notion database, notify Microsoft Teams.

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■Overview
This is a flow that notifies Teams when information is added to any Notion database.

■Notes
・Please link Yoom with both Notion and Microsoft Teams.
・Branching is a feature (operation) available on the Mini Plan or higher. If you are on the Free Plan, the operations set in the flow bot 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).
・Triggers 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.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

See details Try it

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.
Reassessing priorities at the right time may lead to a more stable workflow.
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 prevent overlooking overdue tasks and enhance task management efficiency.

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 help identify the impact of delayed task progress early and take measures.
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.