Automatically Register Emails with Specific Gmail Labels as Asana Projects
It is also possible to automatically create projects only from emails with specific labels!
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When you receive emails from clients or team members in Gmail and manage tasks or projects in Asana based on those emails, do you ever find yourself overwhelmed by a flood of emails, or experience missed details or transcription errors?
If you could automatically integrate your Gmail communications with Asana, it might help alleviate these concerns.
In fact, such integration is possible by utilizing the no-code tool Yoom!
By connecting Gmail and Asana, you can address these issues and expect improved efficiency in task management and communication!
In this article, we will explain in detail what you can do by integrating Gmail and Asana, along with specific integration steps using Yoom's interface.
The content is designed to be approachable even for those new to data integration, so please refer to this article and try integrating Gmail and Asana!
By using Yoom, you can easily integrate Gmail and Asana without any coding.
Yoom provides templates for connecting Gmail and Asana, so you can achieve integration immediately just by signing up, without needing any API knowledge.
By integrating the APIs of Gmail and Asana, you can automatically sync Gmail data with Asana!
Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience the integration of Gmail and Asana.
Registration takes just 30 seconds, so feel free to give it a try!
You can automatically register only emails with specific labels received in Gmail as tasks in Asana! This allows you to save the effort of manually creating tasks.
It is also possible to automatically create projects only from emails with specific labels!
This flow marks an Asana task as complete based on the completion report received in Gmail. It can enhance work efficiency and streamline task management!
Let's dive in and create a flow that integrates Gmail with Asana! This time, we'll use Yoom to proceed with the integration of Gmail and Asana without any coding. If you don't have a Yoom account yet, please create one using the registration form here.
[What is Yoom]
In this session, we will create a flow that integrates data into Asana when an email with a specific label is received in Gmail!
The creation process is broadly divided into the following steps.
First, connect Gmail and Asana with My Apps.
Once logged into Yoom, click "Add" from "My Apps" in the left menu.
[For Gmail]
1. Search for "Gmail" and select Gmail from the app list.
2. Click "Sign in with Google".
3. Enter the Gmail email address and password you want to connect with Yoom.
Click "Continue" on the [Sign in to Yoom] screen.
4. Click "Continue".
This completes the My Apps connection for Gmail.
[For Asana]
1. Search for "Asana" and select Asana from the app list.
2. Enter the email address registered with the Asana account you want to connect with Yoom and click "Continue".
3. Enter your password and click "Log in".
This completes the My Apps connection for Asana.
Once the My Apps connection is complete, let's set up the template right away.
Click "Try it" on the banner below to copy the template.
When a template is copied to Yoom, the following screen will be displayed, so press "OK".
(1) Click on "When receiving an email with a specific label" at the top of the template.
(2) Enter the Gmail account information you want to link in "Account information connected to Gmail". After entering, click "Next".
(3) Select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the trigger interval varies depending on the plan you are using with Yoom.
(4) Set the label of the received email for which you want to register a task in Asana.
When you click the input box, "options" will be displayed, so select the appropriate label that suits your operation method.
(5) Once the settings are complete, try a "test".
If the test is successful, the information of the email with the specific label set in the "Retrieved value" will be extracted.
※ You need to receive an email with the label set before executing the test.
Click "Save" to complete the settings.
Furthermore, the data obtained in this retrieved value can be linked to Asana. This time, to create a task, we will set up to extract the necessary data from the Gmail message in the next settings.
(1) Click on "Extract data from text" in the template.
(2) Select the conversion type of the data you want to extract.
By default, it is set to 3,500 characters, but if you want to extract longer emails, select 7,000 characters or more.
(3) Select the part you want to extract from the email in "Target text".
When you click the input box, the "retrieved value" that allows you to quote information obtained from the previous action will be displayed.
Select "Body" from "When receiving an email with a specific label".
(4) Enter the items you want to extract from the target text in "Items to extract".
As an example, enter the task name, details, and due date, then click "Test" to run the test.
(5) If the test is successful, check whether the information is correctly extracted in the "retrieved value".
If there are no problems, click "Save" to complete the settings.
(1) Click on "Add task" in the template.
(2) Enter the Asana account information you want to link in "Linked Account". After entering, click "Next".
(3) Enter the name of the task to be added to Asana in "Task name".
By selecting "Task name" from "Extract data from text" in the "retrieved value", you can automatically quote the extracted task name.
(4) Enter the project ID where the task will be added in "Project ID".
A list of projects within the linked account will be displayed from "options", so select the appropriate project.
(5) Enter the "Section ID" in the same way as "Project ID".
(6) Enter the content of the task in "Task description".
By selecting "Details" from "Extract data from text" in the "retrieved value", you can quote the extracted task content.
(7) Set the following items optionally.
(8) Once the settings are complete, try a "test".
If the task ID is displayed in the "retrieved data" and the task is actually added to Asana, it's OK.
If there are no problems, click "Save" to complete the settings.
With this, all settings are complete.
After completing the settings, a pop-up like the one below will be displayed, so turn on the trigger.
Check whether the flow actually works properly!
This time, we introduced how to link data from Gmail to Asana, but if you want to link data from Asana to Gmail, please also use the template below.
When a new task is created in Asana, you can notify the task information via Gmail! This can improve task management efficiency and prevent task omissions.
You can also send reminders via Gmail for tasks in Asana that are approaching their deadlines! This can help you efficiently check the progress of tasks and make it easier to meet deadlines.
By leveraging the APIs of Gmail and Asana, various automations can be achieved!
How about the following automations, for example?
You can automatically store the contents of emails and files received in Gmail to another app, or automatically notify Gmail of the contents of tasks created or updated in another app.
You can automatically notify chat tools of the content of tasks created or updated in Asana, and also synchronize with CRM tools!
The integration of Gmail and Asana can streamline the transition from checking emails to creating tasks, potentially enhancing efficiency in project management and more!
With this integration, you no longer have to worry about missing tasks buried in emails, which may improve the accuracy of task management. Additionally, not only can you link email content to Asana, but by integrating Asana data with Gmail, you can also reduce the hassle of notification tasks.
Moreover, integrations like this one can be easily set up by anyone without the need for programming!
Yoom allows those without specialized knowledge like engineers to connect apps and data, so take this opportunity to give it a try!
Create a free Yoom account and try it out now
By creating a free Yoom account, you can immediately try setting up integrations.
Why not streamline task management and enhance team productivity through the integration of Gmail and Asana?
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