Asana Automation

Comprehensive skill for automating Asana project management and team collaboration.

Core Workflows

1. Task Management Pipeline

TASK LIFECYCLE:

┌─────────────────┐

│ New Request │

└────────┬────────┘

▼

┌─────────────────┐

│ Triage & │

│ Prioritize │

└────────┬────────┘

▼

┌─────────────────┐

│ Assign & │

│ Schedule │

└────────┬────────┘

▼

┌─────────────────┐

│ In Progress │

└────────┬────────┘

▼

┌─────────────────┐

│ Review │

└────────┬────────┘

▼

┌─────────────────┐

│ Complete │

└─────────────────┘

2. Automation Rules

automation_rules

:

-

name

:

auto_assign_by_section

trigger

:

type

:

task_moved_to_section

section

:

"Design"

action

:

assign_to

:

"design_team"

add_followers

:

[

"design_lead"

]

set_custom_field

:

Department

:

"Design"

-

name

:

due_date_reminder

trigger

:

type

:

due_date_approaching

days_before

:

2

action

:

add_comment

:

"@{{assignee}} Reminder: This task is due in 2 days"

add_to_project

:

"Due This Week"

-

name

:

completion_notification

trigger

:

type

:

task_completed

action

:

notify_followers

:

true

move_to_section

:

"Done"

add_comment

:

"✅ Completed on {{completion_date}}"

-

name

:

subtask_creation

trigger

:

type

:

task_added_to_project

project

:

"New Features"

action

:

add_subtasks

:

-

"Requirements gathering"

-

"Design mockups"

-

"Development"

-

"Testing"

-

"Documentation"

Project Templates

Feature Launch Template

project_template

:

name

:

"Feature Launch - {{feature_name}}"

team

:

"Product"

sections

:

-

name

:

"Planning"

tasks

:

-

name

:

"Define requirements"

assignee

:

"product_manager"

subtasks

:

-

"User stories"

-

"Acceptance criteria"

-

"Success metrics"

-

name

:

"Technical spec"

assignee

:

"tech_lead"

-

name

:

"Design"

tasks

:

-

name

:

"UX research"

duration

:

5

-

name

:

"Wireframes"

duration

:

3

-

name

:

"Visual design"

duration

:

5

-

name

:

"Development"

tasks

:

-

name

:

"Backend implementation"

duration

:

10

-

name

:

"Frontend implementation"

duration

:

10

-

name

:

"API integration"

duration

:

5

-

name

:

"Testing"

tasks

:

-

name

:

"QA testing"

duration

:

5

-

name

:

"Bug fixes"

duration

:

3

-

name

:

"UAT"

duration

:

3

-

name

:

"Launch"

tasks

:

-

name

:

"Documentation"

duration

:

3

-

name

:

"Marketing materials"

duration

:

5

-

name

:

"Release notes"

duration

:

1

-

name

:

"Go live"

milestone

:

true

Sprint Template

sprint_template

:

name

:

"Sprint {{number}} - {{dates}}"

sections

:

-

"Backlog"

-

"To Do"

-

"In Progress"

-

"Review"

-

"Done"

custom_fields

:

-

name

:

"Story Points"

type

:

number

-

name

:

"Priority"

type

:

dropdown

options

:

[

"P0"

,

"P1"

,

"P2"

,

"P3"

]

-

name

:

"Type"

type

:

dropdown

options

:

[

"Feature"

,

"Bug"

,

"Tech Debt"

,

"Research"

]

Custom Fields

Field Configurations

custom_fields

:

-

name

:

Priority

type

:

dropdown

options

:

-

name

:

"🔴 Urgent"

color

:

red

-

name

:

"🟠 High"

color

:

orange

-

name

:

"🟡 Medium"

color

:

yellow

-

name

:

"🟢 Low"

color

:

green

-

name

:

Status

type

:

dropdown

options

:

-

"Not Started"

-

"In Progress"

-

"Blocked"

-

"In Review"

-

"Complete"

-

name

:

Estimated Hours

type

:

number

precision

:

1

-

name

:

Department

type

:

dropdown

options

:

-

"Engineering"

-

"Design"

-

"Marketing"

-

"Sales"

-

"Operations"

-

name

:

Due Week

type

:

date

format

:

week

Workload Management

Team Capacity

TEAM WORKLOAD - THIS WEEK

═══════════════════════════════════════

Sarah (Designer)

██████████████████░░ 85% | 8 tasks

Capacity: 40 hrs | Assigned: 34 hrs

Mike (Engineer)

████████████████░░░░ 78% | 12 tasks

Capacity: 40 hrs | Assigned: 31 hrs

Lisa (PM)

██████████████████████ 110% ⚠️ | 15 tasks

Capacity: 40 hrs | Assigned: 44 hrs

REBALANCING SUGGESTIONS:

• Move "API docs" from Lisa to Mike

• Extend deadline for "Research report"

• Add resources to "Launch prep"

Timeline View

timeline_config

:

view

:

gantt

date_range

:

"this_quarter"

grouping

:

primary

:

project

secondary

:

assignee

milestones

:

show

:

true

style

:

diamond

dependencies

:

show

:

true

type

:

finish_to_start

color_by

:

custom_field.priority

Forms & Intake

Request Form

intake_form

:

name

:

"Work Request"

project

:

"Incoming Requests"

fields

:

-

name

:

"Request Title"

type

:

single_line

required

:

true

-

name

:

"Description"

type

:

multi_line

required

:

true

-

name

:

"Request Type"

type

:

dropdown

options

:

-

"New Feature"

-

"Bug Fix"

-

"Content Update"

-

"Design Request"

required

:

true

-

name

:

"Priority"

type

:

dropdown

options

:

[

"Low"

,

"Medium"

,

"High"

,

"Urgent"

]

required

:

true

-

name

:

"Due Date"

type

:

date

required

:

false

-

name

:

"Attachments"

type

:

attachment

routing

:

-

condition

:

field

:

"Request Type"

equals

:

"Design Request"

action

:

assign_to

:

"design_team"

add_to_project

:

"Design Requests"

Reporting

Portfolio Dashboard

PROJECT PORTFOLIO STATUS

═══════════════════════════════════════

Active Projects: 12

On Track: 8 (67%)

At Risk: 3 (25%)

Off Track: 1 (8%)

BY STATUS:

┌────────────────────┬────────┬─────────┐

│ Project │ Status │ % Done │

├────────────────────┼────────┼─────────┤

│ Website Redesign │ 🟢 │ 78% │

│ Mobile App v2 │ 🟡 │ 45% │

│ CRM Integration │ 🟢 │ 92% │

│ Q2 Marketing │ 🔴 │ 23% │

│ Security Audit │ 🟢 │ 65% │

└────────────────────┴────────┴─────────┘

UPCOMING MILESTONES:

• Jan 25: Website Beta Launch

• Jan 30: Mobile App QA Complete

• Feb 5: CRM Go-Live

Team Metrics

reports

:

-

name

:

"Weekly Team Report"

metrics

:

-

tasks_completed

-

tasks_created

-

overdue_tasks

-

completion_rate

group_by

:

assignee

period

:

last_7_days

-

name

:

"Project Progress"

metrics

:

-

total_tasks

-

completed_percentage

-

days_remaining

-

blockers_count

group_by

:

project

-

name

:

"Burnup Chart"

type

:

chart

x_axis

:

date

y_axis

:

-

total_scope

-

completed_tasks

period

:

current_sprint

Integration Workflows

Slack Integration

slack_integration

:

notifications

:

-

trigger

:

task_assigned_to_me

channel

:

dm

message

:

"📋 New task assigned: {{task.name}}"

-

trigger

:

task_completed

channel

:

"#team-updates"

message

:

"✅ {{user}} completed: {{task.name}}"

-

trigger

:

comment_added

channel

:

dm

message

:

"💬 New comment on {{task.name}}"

commands

:

/asana

:

-

create_task

-

list_my_tasks

-

mark_complete

GitHub Integration

github_integration

:

sync_rules

:

-

github_event

:

issue_opened

asana_action

:

create_task

:

project

:

"GitHub Issues"

name

:

"{{issue.title}}"

description

:

"{{issue.body}}"

custom_fields

:

GitHub_Issue

:

"{{issue.number}}"

-

github_event

:

pr_merged

asana_action

:

complete_task

:

match_field

:

"GitHub_PR"

value

:

"{{pr.number}}"

Best Practices

Clear Task Names

Use action verbs, be specific

Single Assignee

One person accountable per task

Due Dates

Always set realistic deadlines

Subtasks

Break complex work into smaller pieces

Custom Fields

Use consistently across projects

Templates

Create reusable project structures

Regular Reviews

Weekly project check-ins

Archive Completed

Keep workspace organized