TL;DR Short answer: all twelve Asana automation workflows here are built on Asana Rules, a trigger paired with actions, which need a paid plan. Some features also need a higher tier: approvals, goals and portfolios need Advanced, and capacity planning needs Enterprise. None needs code. The last section covers the one thing rules cannot do, which is report on Asana data alongside the rest of your stack. Twelve workflows:
Task assignment Due date management New project creation Approval processes Email integration Resource allocation Goal setting Portfolio management Project customisation Project milestones Chrome extension Cross-functional collaboration What rules cannot do: report across systems. Measuring delivery against CRM or finance data means getting Asana data into a warehouse first.Asana automation workflows remove the repetitive coordination that eats into project time: assigning tasks, chasing due dates, routing approvals and spinning up new projects from scratch. Asana's built-in rules handle much of this without code, and the twelve examples below show where automation pays off fastest. For automation beyond project management, see our guide to data automation tools .
Asana automation runs on a feature called Rules, and that is the mechanism behind almost everything below. A rule is a trigger paired with one or more actions: when a task moves to a section, assign it to someone and set a due date. No code and no integrations are needed, and rules are available on paid plans, starting with Starter. The twelve examples that follow are patterns built from that one idea.
What is Asana automation, and how do Asana rules work? Asana workflow automation allows you to create efficient, hassle-free workflows so your team can spend minimal time coordinating and more time on mission-critical work. With Asana's Workflow Builder, you can easily connect teams, organize work, and streamline projects in a single place.
In Asana, you can use rules to automate common steps in your workflows. Each rule consists of two components: a trigger and an action. A trigger is an event that initiates the rule, while an action is what happens when the trigger is activated.
For example, if you want to notify your team about overdue tasks automatically, you can set up a rule where the trigger is a task becoming overdue. When this condition is met, an action is automatically executed, such as adding a comment to the task saying, "This task is overdue. Please prioritize and update the status." It helps ensure tasks are handled promptly without requiring manual updates.
What are the best Asana automation workflow examples? Here are twelve Asana automation workflow examples, each with the steps to set it up:
1. Task Assignment Assigning tasks to the right people is the most common starting point for Asana automation. Here is the step-by-step process for doing it in Asana.
Step 1: Log into Asana Log in to your Asana account and navigate to the project where you want to create a new task.
Step 2: Create a New Task You can create a task in three different ways:
Use the +Create orange button in the top bar. Select My tasks in the left sidebar and click +Add Task. Click on the + button next to the Recently assigned section. Step 3: Specify the Task Details Fill in the task details such as task name , description , due date , attachments , and any other relevant information in the task window that appears.
Step 4: Assign the Task Click on the Assignee field located at the top of the task. Type the name or email address of the person you want to assign the task to and select the relevant assignee from the dropdown list. To ensure effective communication and collaboration, click the + button next to Collaborators to add multiple individuals who need to be informed or contribute to the task. Once you've added all the assignees and collaborators, click on the Create Task button to finalize the task assignment. 2. Due Date Management Managing task schedules keeps projects on track, and due dates are what most Asana automation rules act on. Here's how to set them in your Asana workflows.
Step 1: Selecting a Task Open Asana and choose the project where you want to manage your tasks. Then, click on the specific task for which you need to set or manage due dates. This will open the task details panel on the right side of the screen. Step 2: Adding a Due Date In the task details pane, find the Due date field. Click on the calendar icon to open the date picker. Choose the due date on the calendar and add a specific time, if needed, by clicking the clock. Step 3: Adding a Start Date To establish a timeline for your task, click the Start date option on the calendar to set a start date along with a due date. This way, you can effectively manage and track the status of your task from start to finish. Step 4: Recurring Due Dates For tasks that need to be repeated or have recurring due dates, click on the Set to repeat option. Choose the frequency of recurrence (e.g., daily, weekly, monthly), or customize the recurrence pattern if necessary. 3. New Project Creation New projects are where Asana automation saves the most setup time, because templates carry their rules with them. Here are the steps to create a new project in Asana:
Step 1: Initiate Project Creation Click on the +Create button in the top left corner of the Asana interface. From the dropdown menu that appears, select Project. Step 2: Choosing Project Options Now, a new screen will appear with various options for project templates. You can choose the one that fits your project needs, such as Blank Project , Recommended Templates , or Importing Spreadsheet . If you select Blank Project, you can start from scratch. Step 3: Set Up Your New Project On the project details screen, enter the project name. Choose a team you wish to include in the project. Adjust privacy settings. Choose the preferred layout for your project: List, Board, Timeline, or Calendar. After filling in all necessary details, click the Create Project button. 4. Approval Processes Approval processes ensure work is reviewed and validated before it moves on, and Asana automation can route the next step as soon as a decision is made. Asana's approval tasks are available on the Advanced plan and above. Here are the essential steps to establish approval processes:
Step 1: Create an Approval Task Open Asana and choose the project for which you want to set up the approval process. Create a new task or select an existing task that requires approval. Click on the three-dot icon in the task pane. Select Mark as Approval from the dropdown menu. Step 2: Assign the Task to an Approver Assign the task to the person responsible for approval. You can do this in the task details pane by selecting the Assignee . Set a Due date for when the approval needs to be completed to keep the process on track. Provide clear instructions in the task's description field. You can also attach relevant files or documents that the approver may need to review. Step 3: Completing the Approval Task To update the reviewed task, the approver can click on the square icon in the task list view and select the appropriate option.
Approved: The task meets all requirements. Changes Requested: The task needs modifications before approval. Rejected: The task does not meet the necessary criteria.5. Email Integration With the Gmail and Outlook integrations, Asana automation reaches your inbox, so emails become tasks without copying details across. Here are the steps to integrate Asana with Gmail.
Step 1: Install the Asana for Gmail Add-On First, log in to your Gmail account. Then, click the +Get add-ons button on the right-hand side. Now, type in Asana in the search bar, select the required add-on, and install it. Step 2: Log into Asana from Gmail Open any email and look for the Asana logo in the side panel. Click on it, authorize access, and sign in using your Asana account credentials. Step 3: Create and Manage Tasks Select an email that you want to convert into a task. Click on the Asana icon and select Create Task . Fill in the task details, including the task name , assignee , due date , and description , and click on Create task . You can also search for existing tasks, comment on them, or mark them as complete directly from Gmail. 6. Resource Allocation Resource allocation helps you manage your team's workload and deliver projects on time, and it gives Asana automation rules something reliable to assign against. Capacity planning in Asana is available on the Enterprise plan and above. Here's a step-by-step process for resource allocation in Asana:
Step 1. Create a Capacity Plan Capacity plans let you optimize resourcing decisions by visualizing project staffing over long periods of time. To set up a capacity plan, go to Reporting in the Insights section on the left sidebar. Then, click the + Create button and choose Capacity Plan . Step 2: Allocate Resources When you create a capacity plan, you’ll see two tabs: Projects and People . Click the +Add projects button to start adding projects or portfolios. If you add a portfolio, all the projects within that portfolio will be included in the capacity plan. Next, add your team by clicking the + Add people button and selecting the teammates who you would like to staff on projects. Once you’ve added your team, it’s time to allocate resources. You can assign your team members to different projects by clicking on their profile picture in the capacity plan and selecting + Add project to allocate them. Step 3: Capacity Management When planning a project, determine how you want to measure capacity. You can choose between Percent allocation , Estimated hours , or Project count . Percent Allocation: Measures the percentage of a team member's total available time allocated to specific tasks or projects, helping to manage workload balance. Estimated Hours: Refers to the projected number of hours required to complete a particular task or project, allowing for more precise scheduling and workload planning. Project Count: Shows the total number of projects a person is working on during the chosen time.7. Goal Setting Asana's Goals feature lets you set company objectives and connect them directly to ongoing work, so Asana automation updates progress as tasks complete. Goals are available on the Advanced plan and above. Here's how you can set up goals:
Step 1: Creating a Goal To create a goal, navigate to Insights on your sidebar and select the Goals tab. When setting your goals, you’ll have the option to establish both company goals and team goals. If you're looking to prioritize Company Goals, simply navigate to the Company Goals tab and click on + Add goal . Enter the goal’s name, choose a goal owner, select a time period, and set the goal’s privacy. When setting a new goal, you have the option to update it using either an automatic or manual method. With the automatic method, you can use sub-goals, projects, and tasks as sources of progress. Step 2: Updating Goal Status Here are the steps to update a goal status:
Select the goal you need to update. Based on the progress made, you can choose one of three statuses: On track , At risk , and Off track . Give a name for your status update and add information about the progress made towards the goals. You can also set an update status reminder to weekly, biweekly, monthly, or quarterly. Select Post to send the update. Step 3: Reporting on Goals Creating a dashboard will help you track the progress of your goals across your organization. To create a goal dashboard, navigate to the sidebar and click Reporting . From here, click + Create and select Dashboard . You can use pre-built charts or create a custom one and select Goals from the Report on drop-down. 8. Portfolio Management Portfolios give you a view of all your important projects in one place, and Asana automation rolls project status up into them without manual collection. Portfolios are available on the Advanced plan and above. Here are the steps to manage your portfolios:
Step 1: Create a Portfolio To create a portfolio, click the + Create button in the top bar, select Portfolio , and name it appropriately. Step 2: Add Projects to the Portfolio You can add projects within your portfolio in the following ways:
Click Add work to search for an existing project. Create a new project by clicking the drop-down arrow next to + Add work and selecting Create new project . Step 3: Add Project Templates to Portfolios Click on Customize . Scroll down to Project Templates . Click on + Add project template . Choose a template and click the + Add to portfolio button. 9. Project Customization Custom fields in Asana help you to add additional information to tasks in your projects. You can set up fields for stages, priority, cost, or any other relevant details that are important for your workflows.
Step 1: Adding a Custom Field to Your Project There are two ways to add a custom field to your project.
The first is to click the + button beside the row of fields in the list view. Otherwise, click the Customize button at the top right and choose Fields , either under the Edit options or the Add options. Step 2: Creating a Global Custom Field To set up a global custom field, add a field to your project as shown above. In the Add field tab, you can input a field title, choose the field type, and provide a description. Then, incorporate the field into your organization's field library to ensure its reusability across the entire organization. This makes the field a global custom field. Step 3: Leverage Asana AI-Recommended Fields Asana AI will suggest some fields depending on the context of your project and tasks. Follow the below steps to add them to your project:
Click Customize . Select Fields under the Edit option. Click the + Add button and choose Recommend fields . 10. Project Milestones Milestones mark significant progress points along a project timeline, and Asana automation can notify stakeholders when they are reached. You can create a milestone or convert existing tasks into milestones.
Step 1: Create a New Milestone Go to Projects . Click on the dropdown arrow next to + Add Task . Select Add Milestone . Step 2: Convert an Existing Task to a Milestone Locate the task you want to convert to a milestone in your project. Click on the task to open the task details. Click on the three-dot menu in the top right corner of the task details. Select Mark as from the dropdown menu and then click on Milestone . Step 3: Identify Milestones in Your Project In your project view, milestones will be displayed with a diamond icon next to them, making them easily identifiable. You can also filter your project view to only show milestones by clicking the filter icon and selecting Milestones from the list. 11. Asana Chrome Extension The Chrome extension extends Asana automation to the browser by turning anything you are reading into a task. Here are the steps to install and use it:
Step 1: Installation Search Asana in the Chrome Web Store. Click Add to Chrome to install the integration. Accept requested permissions. Upon installation, click the Asana icon at the top right to open the extension. This will prompt you to log in. After logging in with your Asana account, you can create, edit and search for tasks. Step 2: Create Tasks from any Web page Click on the Asana icon to open the Chrome extension. Then, highlight the text you want to turn into a task. Right-click to open the drop-down menu and select Create task . When creating a task, you can add details such as assignee , due date , project , and task collaborators . 12. Cross-Functional Collaboration Cross-functional teams have the flexibility to establish their projects and processes according to their preferences. However, they can still depend on a single task that is shared across multiple projects as the source of truth. Here's how you can achieve this:
Step 1: Create Your Tasks Start by creating the task you want to multi-home. For example, let’s say you have a task titled Prepare Marketing Presentation.
Step 2: Multi-Home the Task To add the same task to different projects, you can use one of the following methods:
Under the Projects field, click Add to projects . If this doesn't appear, use the shortcut Tab+P to open the typeahead. Search for the project name you wish to multi-home the task into or paste the URL if necessary. Once multi-homed, any updates made to the task will automatically be reflected in all associated projects, keeping consistent and up-to-date information. What are the benefits of Asana automation workflows? Here are some of the benefits of Asana workflow automation:
Faster Project Initiation & Completion Asana's workflow automation features enable you to streamline project kickoff and completion. By defining custom rules and leveraging pre-designed templates, you can quickly set up processes that guide projects from start to finish. Additionally, automated reminders, approvals, and progress tracking can ensure the timely completion of project milestones, accelerating the overall timeline.
Increased Productivity With Asana's automation, you can enhance your productivity by eliminating repetitive tasks that consume valuable time. By automating routine actions such as task assignments, status updates, and notifications, you can focus on strategic activities that require critical thinking. This shift allows you to utilize your time more effectively, resulting in increased productivity and better-quality work.
Standardized Processes Automation in Asana helps you establish standardized processes across your team. By creating custom rules and templates, you ensure that everyone follows the same procedures for similar tasks. This consistency reduces the probability of errors and miscommunication, as everyone knows exactly the steps to follow.
Optimized Task Distribution Asana's automation features enable you to optimize task distribution within your team. You can set rules that automatically assign tasks based on team members' workloads, expertise, or availability. This means that tasks are allocated more efficiently, ensuring that no one is overwhelmed. By balancing the workload, you can enhance productivity, as everyone can contribute effectively without feeling overburdened.
Lower Administrative Overhead Automating your workflows in Asana reduces the amount of manual and administrative work required to manage projects and tasks. With automated status updates, deadline tracking, and other routine processes, you can spend less time on coordination and more time on value-adding activities. This lowers the overall administrative overhead associated with project management, allowing your organization to operate more efficiently.
How do you report on Asana data outside Asana? Asana automation rules work inside Asana, but they cannot combine Asana data with the rest of your business. Measuring delivery against revenue, support load or engineering velocity means getting Asana data into a warehouse alongside data from your other systems, where it can be modelled and reported on.
Airbyte, the open-source data connectivity platform for AI and analytics, replicates Asana data into the database, warehouse or lake you choose, so the outcomes of your Asana automation can be reported next to everything else. For a comparison of options, see our guide to Asana ETL tools .
The Asana source connector in Airbyte supports streams including projects, tasks, portfolios, custom fields, tags, workspaces, users, teams and attachments, so you can measure what your Asana automation is delivering across the organisation. For more on the ingestion layer, see our guide to ELT tools .
Here are some of the key features of Airbyte:
Custom Connectors: Airbyte has 700+ pre-built connectors, and if a source is missing you can build it with the no-code Connector Builder or the Connector Development Kit .
Scheduled Syncs: run Asana syncs on the schedule you need, so warehouse reports reflect current task and project status.
Data Orchestration: trigger Airbyte syncs from orchestrators such as Airflow, Dagster, Prefect and Kestra; see our guide to data orchestration tools .
Data Security: SOC 2 Type II, GDPR and HIPAA support, with encryption, SSO and role-based access control, and deployment in Airbyte Cloud, Airbyte Flex or self-hosted Airbyte Core.
Which Asana automation should you set up first? Start with the Asana automation rules that remove the most chasing for the least setup: task assignment and due date rules, which work on the Starter plan. Add approvals, goals and portfolios once you are on Advanced, and capacity planning on Enterprise. Then look at reporting across systems, because rules cannot measure delivery against data that lives outside Asana.
If your teams also work in other project tools, the same reporting approach applies; see our guides to Monday.com ETL tools , Trello ETL tools and Notion ETL tools . For engineering work tracked in Jira, see our guide to Jira ETL tools .
What else do people ask about Asana automation? Can you make workflows in Asana? Yes, you can create workflows in Asana for almost any part of your work that involves a series of repeatable steps. By establishing predefined processes and rules, you can automate task management and updates as they move through different stages, enhancing team efficiency.
How much does Asana automation cost? Asana automation rules need a paid plan, because the free Personal plan does not include them. Starter costs $10.99 per user per month billed annually ($13.49 billed monthly), and Advanced costs $24.99 per user per month billed annually ($30.49 monthly). Enterprise and Enterprise+ are priced by Asana's sales team, and paid plans include a pool of AI Studio credits for AI-powered workflows.
Who can use Asana automation? Asana automation can be used by businesses of all sizes, from small startups to large enterprises. Its user-friendly interface makes it accessible for individuals from diverse backgrounds and serves as a valuable tool for project managers to streamline workflows and enhance productivity.
