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!
For those who want to try it as soon as possible
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.
Automatically register emails with specific Gmail labels as tasks in Asana.
■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.
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!
Automatically Register Emails with Specific Labels from Gmail as Tasks in Asana
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.
Automatically register emails with specific Gmail labels as tasks in Asana.
■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.
■ Summary The 'Flow to automatically register emails with specific Gmail labels as Asana projects' is a workflow that facilitates smooth transitions from emails to project management. When emails with specific Gmail labels are received, their contents are automatically reflected as projects in Asana.
■ Recommended for - Those who want to automatically reflect information from emails received in Gmail into Asana for management - Business people who want to save the effort of manually entering email content into Asana and make effective use of their time - IT personnel who wish to automate project creation from emails and simplify business processes
■ Notes - Please link Yoom with both Gmail and Asana. - You can select trigger activation intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the shortest activation interval may vary depending on the plan.
Mark Asana Task as Complete with Gmail Completion Report
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!
Mark the task as complete in Asana with the completion report from Gmail.
■ Overview The "Complete Asana task with a Gmail completion report" flow is a business workflow that automatically completes an Asana task triggered by an email from Gmail. It can reduce manual task updates and improve work efficiency.
■ Recommended for - Project managers who want to streamline task management in Asana - Those who primarily use Gmail for business communication and want to automate task updates - Team leaders who don't want to spend time managing tasks after responding to emails - Companies that want to smoothen their business workflow while maintaining information consistency - Those who want to reduce human errors from manual task completion operations
■ Notes - Please link Gmail and Asana with Yoom. - Triggers can be set to start at 5, 10, 15, 30, or 60-minute intervals. - The shortest startup interval varies depending on the plan, so please pay attention.
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.
Integrate Gmail and Asana with My Apps
Copy the template
Set up the Gmail trigger and Asana action
Turn on the trigger and check the operation
Automatically register emails with specific Gmail labels as tasks in Asana.
■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.
■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.
When a template is copied to Yoom, the following screen will be displayed, so press "OK".
Step 3: Setting up Gmail Trigger
(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.
Step 4: Setting Actions for Extracting Text Data
(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.
Step 5: Setting Actions for Asana
(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.
Assignee email address: Email address of the task assignee
Start date: Start date of the task
Due date/Due time: Due date of the task (selectable from the retrieved value)
Collaborator email address: Email address of the person you want to share the task with
(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.
Step 6: Turn on the Trigger and Check Operation
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!
If You Want to Link Asana Data to Gmail
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.
Notify via Gmail when a new task is created in Asana
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.
When a new task is created in Asana, notify via Gmail.
■Overview The "Notify via Gmail when a new task is created in Asana" flow leverages the integration between Asana and Gmail to streamline task management. It helps prevent task oversight and delays in information sharing, ensuring smooth project progress.
■Recommended for ・Those using Asana for project management and looking to streamline task notifications ・Team leaders who use Gmail daily and want to integrate task management with email notifications ・Project managers who want to share information smoothly with stakeholders when a new task is created ・Business professionals who spend time on manual email notifications and want to improve work efficiency through automation ・IT personnel in companies who want to enhance communication transparency through Asana and Gmail integration
■Notes ・Please integrate both Asana and Gmail with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
Send Reminders via Gmail for Tasks Approaching Deadlines in Asana
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.
Send reminders for upcoming Asana task deadlines via Gmail
■Overview The "Workflow to automatically send reminder emails for upcoming Asana task deadlines" is a business workflow that streamlines project management and supports adherence to task deadlines. By leveraging the integration of Asana and Gmail, it automatically notifies you of tasks with approaching deadlines via reminder emails.
■Recommended for ・Project managers who use Asana for project management and face challenges in managing task deadlines ・Those who use Gmail regularly and want to facilitate effective communication with team members ・Team leaders aiming to reduce the time spent on manual task reminders and improve operational efficiency ・Executives and managers who want to constantly monitor project progress and promote deadline adherence
■Notes ・Please integrate Yoom with both Asana and Gmail.
Other Automation Examples Using Gmail and Asana APIs
By leveraging the APIs of Gmail and Asana, various automations can be achieved! How about the following automations, for example?
Automation Examples Using Gmail
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.
Automatically send follow-up emails via Gmail after a Zoom webinar ends.
■Overview This is a flow to automatically send 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 the webinar ends 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 a primary means of communication ・Those who use Gmail daily and want to improve work efficiency by automating template emails ・Those who want to avoid the hassle of sending individual emails to all participants
■Notes ・Please connect both Zoom and Gmail 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 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. With Yoom, you can easily integrate apps without the need for programming.
■Recommended for ・Support staff who receive a large number of inquiry emails using Gmail ・IT staff looking to automate tasks through the integration of ChatGPT and Gmail ・Business owners aiming to speed up customer response and improve quality ・Company staff who want to enhance operational efficiency while maintaining and improving customer satisfaction
■Notes ・Please integrate both ChatGPT and Gmail with Yoom. ・To execute actions with ChatGPT (OpenAI), a subscription to OpenAI's paid API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is charged on a pay-as-you-go basis through tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API.
■Overview ・Send emails at once to the addresses in the customer list within Google Spreadsheet. ・By using the process of repeating the same operation, you can send emails by converting the company name and contact person name for each customer.
■Actual Flowbot Movement https://youtu.be/dUv9YYx5wHo
■Notes ・The operation of repeating the same process used this time is available for team plans and above. ※Even in the free plan, a two-week trial of the paid plan is possible once. You can apply from the plan change at the bottom left of the Yoom workspace (management screen), so please use this for function verification of the paid plan.
What you can do with the free trial, how to start, and points to note▼ https://intercom.help/yoom/ja/articles/9115350
■Overview Are you manually reflecting the progress of tasks managed in Asana into project information managed separately in Notion? This double entry is not only time-consuming, but also tends to cause missed updates and transcription errors. By using this workflow, when a task is updated in Asana, the related Notion database information is automatically updated, eliminating these issues and enabling your team to share the latest information at all times.
■Recommended for ・People who use Asana and Notion together to manage project and task progress ・Those who want to prevent missed updates and input errors caused by manual data entry ・Managers who want to streamline information sharing within the team and improve the efficiency of project management
■Notes ・Please connect Yoom with both Asana and Notion. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan.
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!
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?
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have been working as a web writer and director for over two years. I resonate with Yoom's vision and have been entrusted with the responsibility of managing blog production. Leveraging the skills I have developed through various writing tasks, I am committed to delivering content that is easy to understand and meets the needs of all users.
.avif)
