IBM App Connect passes key data between Asana and other apps – automatically, in real time.

You can use App Connect to connect Asana to your apps by mapping data graphically – without the need for coding – meaning that you can achieve a return on your investment in minutes or hours, not days or months.

This guide shows you how.

If you can’t find what you want, or have comments about the “how to” information, please either add comments to the bottom of this page or .

About Asana

Asana is a work management and project tracking app that provides projects, tasks, conversations, and dashboards to enable teams to collaborate and track progress online. New work comes from many sources, whether it’s a new lead entered by one of the team into the marketing system or a new contact subscribing to your newsletter. App Connect ensures that your team is always on the ball and handling the most important work by automatically creating new projects and tasks in Asana, or updating other apps when you create a task in Asana.

A typical business scenario

Say you’re leading a team that’s working on a big project. There’s so much to do, and your team is spread across several locations. So you’re using Asana to keep track of all the work and to make sure that you’re on schedule. With Asana, your team can break down goals and ideas into actionable tasks, assign that work, set deadlines, and communicate to move the work forward. The whole team can see who’s working on what, and can comment directly on tasks. So no piles of e-mail to wade through. Your team members can also see the status of the project, so no need for endless status meetings.

But your work is closely tied to data that’s received by other apps, so it can be time-consuming to manually create tasks in Asana as new data is received – like adding a task for every new lead that you get in your marketing app, or for every completed questionnaire that’s submitted to your form-building app.

How App Connect can help

Use App Connect to connect additional apps to Asana. So whenever you get a new lead in your CRM or marketing system, a task is created in Asana automatically. Or whenever someone submits an order form, a task is created for you in Asana. Making your team more responsive and saving time for other work.

There might be occasions where creating a task in Asana becomes the trigger for actions in your other apps. So when you create a new task in Asana, maybe you want to retrieve some data from your CRM or HR system, then email it to someone, along with details of the Asana task. App Connect can do all this automatically every time a new task is created in Asana.

What should I consider first?

You can see a full list of the trigger events and the actions that are available with Asana on the Applications tab on the App Connect Catalog page. Before you add some of the Asana events or actions to your flow, make sure you have the following resources:

  • You’ll need the user name and password of your Asana account so that you can connect App Connect to it.
  • If you choose the “New task” event to trigger your flow, you must have at least one team, and at least one project set up in Asana; this is the team that App Connect will monitor for new tasks.
  • If you add the “Create attachment” action to your flow, you must have an existing task in Asana for App Connect to add your attachment to. As well as specifying the task, you’ll also need to provide the name of the project that the task belongs to, and the team that contains your project, when you add this action to your flow.

    When defining the attachment’s details, you’d typically specify its name and content by mapping to output from a previous node in your flow; for example, a file retrieved from a folder in Box or Dropbox, or an attachment from a submitted Wufoo form. To define the attachment’s details, complete the following fields:

    Attachment name
    Specify the file name as a mapped field or by entering a file name; for example, myfile.txt, myfile.doc, myimage.png.
    Content
    Specify the text or binary content of the attachment.

    • For a plain text file, you can specify hard-coded text directly in the Content field, or you can map to a field from a previous event or action in the flow. Note also that you might need to apply base64 encoding to the content, based on its origin.
      • If you specify hard-coded text directly in the Content field, you’ll need to apply base64 encoding to the text. First, use the Insert a function icon Insert a function icon to add the $base64encode() function.

        Adding the $base64encode function

        Then click within the brackets () and enter your text within the single quotation marks, using \n to depict a line break; for example, ('Some text\nSome text on a new line').

      • If you specify your text content by using a mapped field, base64 encoding must be applied if you are mapping to the contents of a file in Box. For other applications such as Dropbox or Wufoo, you do not need to apply this encoding.

        To apply base64 encoding to a mapped field, use the Insert a reference Insert a reference icon icon to add the mapped field. Then click the mapped field and click Apply a function to open the Functions list.

        Selecting 'Apply a function'

        Finally, under Binary functions in the list, select $base64encode().

    • For binary content, use a mapped field to specify the contents.
    Content type
    Specify the content type as a Multipurpose Internet Mail Extensions (MIME) type; for example, text/plain, image/png, application/msword, application/vnd.openxmlformats-officedocument.wordprocessingml.document, application/pdf. Ensure that you specify the correct MIME type for the attachment to be created.
    • Example: Creating an attachment by specifying hard-coded text

      In this example, the file name is manually specified and hard-coded text is entered directly into the Content field, with base64 encoding applied.

      Example: Creating an attachment by specifying hard-coded text

    • Example: Creating an attachment by mapping to a text (.txt) file in Box

      In this example, the flow includes a Box “Retrieve file” action that is used to specify the ID of a .txt file to be retrieved. In the subsequent Asana “Create attachment” action, the Attachment name field is used to map to the name of the retrieved Box file, and the Content field is used to map to the retrieved content. Base64 encoding is additionally applied to the mapped content.

      Example: Creating an attachment by mapping to a text file in Box

    • Example: Creating an attachment by mapping to a text (.txt) file in Dropbox

      In this example, the flow includes a Dropbox “Retrieve file” action that is used to specify the path and file name of a .txt file to be retrieved. In the subsequent Asana “Create attachment” action, the Attachment name field is used to map to the name of the retrieved Dropbox file, and the Content field is used to map to the retrieved content.

      Example: Creating an attachment by mapping to a text file in Dropbox

    • Example: Creating an attachment by mapping to an image (.png) file

      In this example, the flow includes a Box “Retrieve file” action that is used to specify the ID of a .png file to be retrieved. In the subsequent Asana “Create attachment” action, the Attachment name field is used to map to the name of the retrieved Box file, and the Content field is used to map to the retrieved content.

      Example: Creating an attachment by mapping to an image file

    • Example: Creating an attachment by mapping to a Microsoft Word (.doc) file

      In this example, the flow includes a Box “Retrieve file” action that is used to specify the ID of a .doc file to be retrieved. In the subsequent Asana “Create attachment” action, the Attachment name field is used to map to the name of the retrieved Box file, and the Content field is used to map to the retrieved content.

      Example: Creating an attachment by mapping to a Microsoft Word file

  • If you add the “Create project” action to your flow, you must have an existing team in Asana for App Connect to add your project to; you’ll need to specify the name of team in App Connect.
  • If you add the “Create task” action to your flow, you must have an existing project in Asana for App Connect to add your task to; you’ll need to specify the name of the project in App Connect.

Example

Screenshot of the dashboard tile for a flow that connects Wufoo to Salesforce and Asana

Creating an event-driven flow that updates or creates a contact in Salesforce and updates Asana whenever you receive a form in Wufoo

Learn how to use App Connect to connect Wufoo to Salesforce and Asana so that every time someone submits a completed change of address form in Wufoo, a Salesforce contact is updated or created, and, according to the Salesforce action, a task is added to the appropriate project in Asana.

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