Creating Tasks in Asana

Overview

Asana is work management software that is popular due to its ability to help teams stay organized, keep on track with projects, and hit deadlines. Some of our customers like to use it to track work that needs to be done in Gladly. Fortunately, integrating Gladly and Asana has never been easier thanks to Zapier.

This tutorial will lead you through the process of connecting Asana to Gladly so that every time a Gladly Task is created, a new task will automatically be created in Asana.

Getting started

To successfully complete this tutorial, you will need:

Creating a Task in Asana

Step #1: Create a new Zap

If you're new to Zapier, don't worry! Zapier provides a wonderful guide on how to get started creating Zaps.

Step #2: Choose the Gladly app

For the first action of your new Zap, search for and choose Gladly (1.0.1).

Hint: Don't forget to give your Zap a descriptive name!

Step #3: Add a Task Created trigger

Choose Task Created as the trigger event. This means that every time a Task is created in Gladly, this Zap will be triggered.

Authenticate: At this point, you will be asked to authenticate with your Gladly account. This is where you need your Gladly username and API token. If you need help generating an API token, check out the developer docs.

Hint: The Gladly URL will generally be https://{YOUR-COMPANY-NAME}.gladly.com

Step #4: Request Task information from Gladly

Create the next step in your Zap. Choose the Gladly application again, but this time use the Get Task Action Event.

You will be asked to select an authentication through Gladly again. Use the one from the previous step and click CONTINUE.

In order to get information about the right Task, use the Id of the created Task from the payload of the first Action.

Step #5: Create a customized task in Asana

Add another action to your Zap, this time choosing Asana as the App and Create Task as the Action Event.

Once you've connected to your Asana account, choose the Workspace/Organization and Project (optional) that the task will be added to. Next, customize the task by choosing data from the Gladly Task payload.

Add Task Name

The Text description of the Task is the most descriptive information since it holds the body of the Task in Gladly. This is best used to in the Name of the Asana Task.

Add Link to Gladly Customer

Sometimes viewing a task from Gladly in Asana doesn't give a full view of what needs to be done. To solve this problem, users will need to log in to Gladly, search for the customer, and view their profile. To make that process easier, you can add a permalink to the customer's Gladly profile in the Asana task Notes field.

To do that, create the permalink with the customerId from the Gladly Task payload:

{
  "id": "q0uyHLIvSo61d5uL5qtTBQ",
  "timestamp": "2019-07-09T09:00:10.00Z",
  "type": "TASK/CREATED",
  "content": {
    "taskId": "QzHbpZngTTGzDlefzGn25w",
    "customerId": "bh4hkOB7RYmSLKWPsQFxug"
  }
}

https://{YOUR-APP-NAME}.gladly.com/customers/{customerId}

Once you have entered the first part of the permalink url into the Notes section, get the customerId by clicking the field menu and selecting Id of the Customer which the task belongs to.'

The final result should look like this:

Set Task Due Date

If you want to set a due date for the Asana task, use the Due Date of the Gladly Task in the Due On field.

Step #6: Test your Zap!

You're all done with setup! How easy was that?

Make sure to test your Zap by turning your Zap on, adding a Task in Gladly, and then checking for the new task that was created in your Asana board. Note that the permalink to the customer profile will not work with test data since it is randomly generated.

You can also check that everything went through your Zap on Zapier by going to the Task History menu.