Extract specific data and send a notification to Microsoft Teams when a task is updated in Asana
Extract specific data and send a notification to Microsoft Teams when a task is updated in Asana
Launch this workflow to connect
Microsoft Teams &
Asana
!
■Overview
Wouldn't it be time-consuming to manually check every task update or change in Asana and notify Microsoft Teams? This can be especially challenging when managing a large number of projects or tasks, as delays or omissions in information sharing can impact business operations. With this workflow, AI automatically extracts the required information whenever a task is updated in Asana, automates the process of notifying Microsoft Teams, and helps resolve these challenges.
■Recommended for
- Teams that use Asana and Microsoft Teams and currently share task update information manually
- Team leaders who want to quickly extract specific data from task changes and share it with relevant stakeholders
- Teams looking to streamline information sharing in project management and reduce manual errors
■Benefits of this template
- When a task is updated in Asana, the relevant information is automatically sent to Microsoft Teams, reducing the time previously spent sharing updates.
- By eliminating the need to manually extract and transfer information, this workflow reduces the risk of human errors such as input mistakes and missed notifications, improving data accuracy.
■Flow
- First, connect Asana and Microsoft Teams to Yoom.
- Next, select Asana as the trigger and set the action to “When a task is created or updated in a specific project.”
- Then, set up the branching operation “Branch｜Determine whether the task was created or updated” to split the process based on whether the task was newly created or updated.
- Next, set up the AI operation “Extract data from text” to extract specified data from the Asana task information.
- Finally, set up the Microsoft Teams operation “Send a message to a channel” to notify any channel with the extracted data included.
※ “Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger runs.
■Customization options
- In the Asana trigger settings, select the project you want to monitor and configure the trigger to detect task updates only in that specific project.
- With branching, you can configure detailed conditions based on your actual workflow, such as sending notifications only when a task is created or only when it is updated.
- With the AI text extraction settings, you can fine-tune the conditions for extracting data—including whether the text contains specific keywords or matches a regular expression—as well as the character limit.
- In the Microsoft Teams message settings, you can specify the destination channel and freely edit the message content. By embedding Asana task information and AI-extracted data as variables, you can create dynamic notifications tailored to each situation.
■Notes
- Connect both Asana and Microsoft Teams to Yoom.
- Microsoft 365 (formerly Office 365) offers home and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
- You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
- The shortest available trigger interval varies by plan.
- Branching is an operation available on the Personal plan and higher. On the Free plan, flow bot operations that include branching will result in an error.
- Paid plans, such as the Personal plan, come with a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to plan restrictions.
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No-Code API Actions
Executable API actions
Flowbot triggers
When a Message Is Sent to a Channel
When a Message Is Sent to a Chat
When an Event Is Added to the Calendar
When a Message with a File Is Sent to the Channel
When a Reply Is Posted in a Specific Message Thread
When a New Task Is Added to a Specific Project
When a New Task Is Added to a Specific Section
When a Task in a Specific Project Is Completed
When a Task in a Specific Section Is Completed
When a Task Is Created or Updated in a Specific Project
When a Task Is Created or Updated in a Specific Section
When a Project Is Created (Webhook)
When a Specific Object's Status Is Updated
When a Specific Project Is Updated (Webhook)
When a Comment Is Posted on a Specific Task (Webhook)
Flowbot operations
Get Teams
Get Team Members
Get Channel List
Post a Message to a Channel
Send Message to Chat
Retrieve a List of Chats
Create Channel
Post a Message to a Channel (Mention a Channel)
Get User Presence
Reply to a Message Posted to a Channel
Create a Calendar Event
Get Folder Information
Download File
Add Member to Team
Get Replies to a Specific Message
Get Messages in a Specific Channel
Get User Information
Update Calendar Event
Flowbot triggers
When a Message Is Sent to a ChannelWhen a Message Is Sent to a ChatWhen an Event Is Added to the CalendarWhen a Message with a File Is Sent to the ChannelWhen a Reply Is Posted in a Specific Message Thread
Flowbot operations
Get TeamsGet Team MembersGet Channel ListPost a Message to a ChannelSend Message to ChatRetrieve a List of ChatsCreate ChannelPost a Message to a Channel (Mention a Channel)Get User PresenceReply to a Message Posted to a ChannelCreate a Calendar EventGet Folder InformationDownload FileAdd Member to TeamGet Replies to a Specific MessageGet Messages in a Specific ChannelGet User InformationUpdate Calendar EventGet Events[For Next Page Link] Get EventsCreate a TeamDownload Meeting Recording DataGet Meeting InformationGet Meeting Recording ListRequest ApprovalGet Approval ListCancel ApprovalRetrieve a Message in a Specific Channel
Flowbot triggers
When a New Task Is Added to a Specific ProjectWhen a New Task Is Added to a Specific SectionWhen a Task in a Specific Project Is CompletedWhen a Task in a Specific Section Is CompletedWhen a Task Is Created or Updated in a Specific ProjectWhen a Task Is Created or Updated in a Specific SectionWhen a Project Is Created (Webhook)When a Specific Object's Status Is UpdatedWhen a Specific Project Is Updated (Webhook)When a Comment Is Posted on a Specific Task (Webhook)
Flowbot operations
List All ProjectsList Projects in a Specific TeamCreate ProjectGet Project Task CountsAdd Members to ProjectList Sections in a Specific ProjectGet Section DetailsCreate SectionList Tasks in a Specific ProjectList Tasks in a Specific SectionAdd TaskGet Task DetailsGet Task List for a Specific UserGet Workspace ListAdd User to WorkspaceAdd User to TeamMark Task as CompleteUpdate TaskMove Task to SectionAdd SubtaskDuplicate TaskAdd Collaborators to TaskRemove Collaborators from TaskUpdate Task Custom FieldsCreate Project from Project TemplateDelete TaskGet User InformationGet List of Overdue Tasks in a Specific SectionGet List of Overdue Tasks in a Specific ProjectAdd Comment to TaskGet List of SubtasksAttach FileGet List of UsersSearch TasksGet Attached File InformationGet File Download URLDownload FileUpdate ProjectList Project TemplatesList Teams in WorkspaceAdd Task to SectionUpdate Enum Custom Field OptionsList Custom Field SettingsList SectionsUpdate Task Date Custom Field (Date Only)Update Task Date Custom Field (with Time)Archive ProjectCreate Status UpdateGet Portfolio ListGet Goal ListGet Status UpdateGet Goal DetailsRetrieve Status Update History for a Specific ObjectAdd Task (Without Specifying Project or Section)Get Team Member InformationGet Task CommentsMore inspiration for you
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