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