How to integrate Google Drive with Asana to add a new task in Asana when a file is created in a specific folder in Google Drive

Step 1: Connect Google Drive and Asana with My Apps

After logging into Yoom, click "New Connection" from "My Apps" in the left menu.

When the search window appears, enter the app name and search.

Connect Google Drive with My Apps

After logging into your Google account, click "Sign in with Google" to allow connection with Yoom.

Clicking will bring up a screen to select an account.

After selecting an account, allow access to the Google account.

Click "Continue" to complete the connection with My Apps.

Connect Asana with My Apps

First, sign in to Asana.
Next, allow permissions in Asana.

Then return to Yoom to complete the connection with My Apps.

Make sure it is added to the My Apps list.

Now you are ready.

Next, we will move on to detailed flow settings, so click "Try it out" from the banner below to copy the template.

Step 2: Set Up App Trigger in Google Drive

First, let's set up the trigger in Google Drive.
The first page reflects the account information of the Google Drive linked with My App.

Check the account information, and if necessary, modify the title to something more understandable before proceeding.

Next, set the trigger activation interval.

The trigger activation interval can be set from 5 to 60 minutes, but please note that it may not be selectable depending on the plan of Yoom.
After selecting the trigger and the folder ID you want to use, upload the file and click "Test".

Once the file information is obtained in the output, click "Save" to complete the trigger setup.

Step 3: Set Up Task Addition in Asana

Next, let's add the obtained information to Asana.
On the first page, just like with Google Drive, modify the account information and title before proceeding.

Next, set the details for registration in Asana.

If you want to use the output as the task name, select as shown above. You can also manually enter something like "{{FileName}} Task".
After entering other required fields, click "Test" to check if the task is added to Asana.

The file name has been reflected as the task name and registered in Asana!
Once confirmed, click "Save" to complete all settings.

Finally, turn ON the trigger.

This will start the flow. The flow you have set up is as follows.

To Further Automate

Receive Notifications When Tasks Are Completed

Receiving notifications when tasks are added will help your next tasks proceed smoothly.
Tasks that are nearing their deadlines or are urgent can be addressed immediately, preventing any oversights.

Notifications can also be sent across teams, preventing communication errors.

Add Information to the Database

For those managing multiple members, such as team managers, centralizing task management can be challenging.
In such cases, consolidate information into a single source like Google Sheets.

With this setup, even if Asana accounts are separate, information will ultimately be gathered in one place, making progress management more efficient.

Additionally, during handovers, simply sharing the Google Sheet will suffice, allowing for a smooth transition.

Other Automation Examples Using Google Drive

Automatically Save Google Meet Recordings to Box

Manually downloading and saving meeting recordings is cumbersome. By utilizing this flow, you can automatically store Google Meet recordings in Box after the meeting ends.

<span class="mark-yellow">This is expected to reduce the burden of file organization and enable centralized management of meeting records.</span> Additionally, it will make it easier for multiple members to access, improving the efficiency of information sharing.

OCR Process Gmail Attachments, Save to Google Drive & Notify via Slack

When paper documents are frequently scanned and sent, they can be difficult to search in their original form. With this flow, Gmail attachments can be converted to text using OCR and automatically saved to Google Drive.
Additionally, sending notifications to Slack can expedite information sharing within the team.

<span class="mark-yellow">This reduces manual processing and is expected to improve the convenience of data utilization.</span>
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Automatically Organize Google Drive Folders at the Beginning of the Month

If you're struggling with storage capacity management, manually deleting unnecessary files can be cumbersome. By utilizing this flow, you can automatically delete files within a specific folder at the beginning of each month.

<span class="mark-yellow">This is expected to prevent the accumulation of unnecessary data and streamline the organization of your storage.</span> Additionally, by setting rules, it is anticipated to reduce the effort of continuous operation.

Benefits and Specific Use Cases of Integrating Google Drive with Asana

Benefit 1: Centralize File Management and Task Management

Google Drive is an excellent cloud storage for saving and sharing files, but task management is also crucial for smooth business operations. By integrating Google Drive with Asana, tasks can be automatically created when files are added to specific folders, allowing you to work efficiently while preventing any oversights.

For example, when the design team saves a new design proposal in Google Drive, a task to review and provide feedback on that file is automatically created in Asana, enabling all stakeholders to take the next action smoothly.
This reduces situations where it's unclear who should handle the next step, streamlining the workflow.

Benefit 2: Easier Adjustment of Team Members' Work Schedules

Even when using Asana as a task management tool, if it's unclear which files to use for work, it can lead to delays in progress checks and responses. However, by integrating Google Drive with Asana, related files are linked to each task, making it easier for team members to find the necessary information.

For instance, when the sales team saves proposal documents in Google Drive, a task to "request review" is created in Asana, making it easier for supervisors and stakeholders to check immediately.
This reduces misunderstandings about which documents to review and where the latest data is, making it easier to proceed with work according to schedule.

Benefit 3: Visualize Work Progress and Smoothly Share Within the Team

Integrating Google Drive with Asana makes it easier for the entire team to understand the progress of work. Every time a file is added to Google Drive, a task is created or updated in Asana, making it easier to check the project's progress at a glance.

For example, when the marketing team uploads campaign materials to Google Drive, tasks such as "awaiting approval" or "preparing for distribution" are created in Asana, allowing real-time tracking of progress.This enables stakeholders to respond at the right time, reducing unnecessary confirmation tasks and the hassle of information sharing.

Conclusion

By integrating Google Drive with Asana, you can centralize file management and task management, streamlining the workflow. Tasks are automatically created just by adding files to specific folders, reducing manual work and ensuring thorough task management.

Furthermore, with Yoom, you can easily set it up without programming knowledge. If you want to improve business efficiency, why not take this opportunity to register with Yoom and try convenient automation?

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