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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.
■Overview
The flow "Automatically register emails with specific labels in Gmail as tasks in Asana" is a business workflow that seamlessly integrates email management and task management.
■Recommended for
■Benefits of using this template
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.
■Overview
The flow "Automatically register emails with specific labels in Gmail as tasks in Asana" is a business workflow that seamlessly integrates email management and task management.
■Recommended for
■Benefits of using this template
It is also possible to automatically create projects only from emails with specific labels!
■Overview
The flow "Automatically register emails with specific Gmail labels as Asana projects" is a business workflow that facilitates a smooth transition from email to project management.
When an email with a specific Gmail label is received, its content is automatically reflected as a project in Asana.
■Recommended for
■Benefits of using this template
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!
■Overview
The "Mark Asana Task as Complete with Gmail Completion Report" flow is a business workflow that automatically completes Asana tasks triggered by emails from Gmail.
It reduces manual task updates and improves work efficiency.
■Recommended for
■Benefits of using this template
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.
■Overview
The flow "Automatically register emails with specific labels in Gmail as tasks in Asana" is a business workflow that seamlessly integrates email management and task management.
■Recommended for
■Benefits of using this template
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.
■Overview
The flow "Automatically register emails with specific labels in Gmail as tasks in Asana" is a business workflow that seamlessly integrates email management and task management.
■Recommended for
■Benefits of using this 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.
■Overview
The flow "Notify via Gmail when a new task is created in Asana" leverages the integration of Asana and Gmail to streamline task management.
It helps prevent overlooking tasks and delays in information sharing, enabling smooth project progress.
■Recommended for
■Benefits of using this template
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.
■Overview
The "Send Reminders for Upcoming Asana Tasks via Gmail" workflow streamlines project management and supports adherence to task deadlines. By leveraging the integration between Asana and Gmail, it automatically sends reminder emails for tasks with approaching deadlines.
■Recommended for
■Benefits of using this template
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.
■Overview
This is a flow that automatically sends follow-up emails via Gmail after a Zoom webinar ends.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who frequently host webinars on Zoom
・Those who want to ensure follow-up emails are sent to participants after a webinar but find manual work cumbersome
・Those who want to send follow-up emails to webinar participants quickly and efficiently
2. Those who use Gmail as their primary means of communication
・Those who use Gmail regularly and want to improve work efficiency by automating template emails
・Those who want to eliminate the hassle of sending individual emails to all participants
■Benefits of using this template
By automatically sending follow-up emails via Gmail after a Zoom webinar ends, you can follow up with participants quickly and effectively.
Using this automated flow eliminates the need for manual email sending tasks, improving work efficiency.
Additionally, ensuring that follow-up emails reach all participants prevents any follow-up omissions and enhances participant satisfaction.
Furthermore, conducting follow-ups with consistent email content can give a professional impression and contribute to improving your brand image.
■Overview
This workflow allows you to automate customer inquiry responses by leveraging the integration of Gmail and ChatGPT. This automation can improve the speed and accuracy of responses, reducing the workload on staff. By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
■Benefits of using this template
■Overview
Emails are sent at once to the addresses in the customer list within the Google Spreadsheet.
By using a process that repeats the same operation, you can change the company name and contact person for each customer and send the email.
Actual flowbot operation: https://youtu.be/dUv9YYx5wHo
■Notes
・The operation of repeating the same process used this time is available for team plans and above.
※Even with the free plan, a two-week trial of the paid plan can be conducted once. You can apply from the plan change option at the bottom left of the Yoom workspace (management screen), so please use this when verifying the features of the paid plan.
※What can be done with the free trial, how to start it, and points to note: https://intercom.help/yoom/ja/articles/9115350
■Overview
This is a flow that automatically replies to respondents with Gmail when a Google Form is submitted.
■Recommended for
1. Those who want to improve and automate business efficiency
・Those who want to automate routine email sending tasks to improve business efficiency
・Those who want to build an automated flow integrated with other Google Workspace apps
2. Those who use Google Forms for information gathering
・Those who want to eliminate the hassle of manually sending thank you or confirmation emails to respondents after submitting a Google Form
・Those who want to prevent missing responses to respondents and enhance customer satisfaction
■Benefits of using this template
Google Forms is a very convenient tool for information gathering, but quick responses to senders are essential for improving customer satisfaction and building good relationships. However, manually replying to Gmail every time a form is submitted is time-consuming and labor-intensive, and there is also a risk of missing responses.
By utilizing this flow, when a Google Form is submitted, Gmail is automatically replied to the respondent, eliminating the need for the responder to manually reply, greatly improving business efficiency. Additionally, by reducing the risk of human error, more prompt and accurate responses are possible.
■Notes
・Please integrate both Google Forms and Gmail with Yoom.
・Refer to the following for how to obtain response content when using Google Forms as a trigger.
You can automatically notify chat tools of the content of tasks created or updated in Asana, and also synchronize with CRM tools!
■Overview
This flow adds a task to Asana whenever new opportunity information is registered in Salesforce.
You can freely set the content of the task to be added to Asana.
■Notes
・Please integrate both Salesforce and Asana with Yoom.
・Salesforce is an app available only with the Team Plan and Success Plan.
・In the case of the Free Plan or Mini Plan, the operations and data connections set in the Flow Bot will result in errors, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial.
・During the free trial, you can use apps that are subject to restrictions.
■Overview
This flow adds new posts from Slack as tasks in Asana.
By integrating Slack and Asana, you can save the effort of operating each app and repeatedly entering data, allowing you to proceed with your work smoothly. Since tasks are automatically added to Asana, you can prevent any omissions or leaks in information management.
You can freely set the content to be stored in Asana.
■Notes
・Please integrate both Asana and Slack with Yoom.
■Overview
This is a flow to register the due dates of tasks registered in Asana to Google Calendar.
■Recommended for
1. Those who manage tasks with Asana
・Leaders managing project tasks with Asana
・Those who want to streamline the integration between Asana and Google Calendar
2. Those who use Google Calendar for work
・Those who manage project schedules with Google Calendar
・Those who want to automatically link tasks added in Asana to Google Calendar
■Benefits of using this template
Google Calendar allows centralized management of project schedules and easy sharing among members.
However, if you are manually linking tasks registered in Asana to Google Calendar, there is a possibility of input errors or omissions, and you may feel the need for efficiency.
This template allows you to automatically register events in Google Calendar when tasks are registered in Asana.
Since there is no need to switch between Asana and Google Calendar tools, it is possible to streamline schedule management.
Additionally, since task and event information is aggregated in Google Calendar, team members can always check the latest schedule.
■Notes
・Please link both Asana and Google Calendar 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.
■Overview
This is a flow bot that updates task information managed in Notion when a task is updated in Asana.
Please use it when synchronizing tasks managed in Asana and Notion.
Create a property in the Notion database to manage the Asana task ID.
Update the information in the Notion database using the Asana task ID as the key.
Feel free to change the settings, such as the information linked to Notion and the target projects in Asana, to suit your needs.
By using this flow bot together, you can synchronize Asana tasks with Notion. https://lp.yoom.fun/fb_templates/69671
■Notes
・Please integrate both Asana and Notion with Yoom.
■Overview
The flow "Automatically create a GitHub Issue when a new task is created in Asana" is a business workflow that streamlines the integration of project management and development work.
Every time a task is added in Asana, a corresponding Issue is automatically generated in GitHub, improving information sharing and work efficiency among teams.
This reduces the need for manual data entry and updates, making the development process more consistent.
■Recommended for
■Benefits of using this template
Since a GitHub Issue is automatically created when a new task is created in Asana, you can eliminate the hassle of manually creating Issues.
The task information created in Asana is reflected in GitHub, ensuring information accuracy.
Automation prevents human error in task registration, enabling efficient task management.
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?
