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Tag: How to make Asana form

  • How to Email a Task to Asana: A Complete step-by-step Guide for beginners.

    How to Email a Task to Asana: A Complete step-by-step Guide for beginners.

    Asana is an amazing task and project management tool. The easiest way to use Asana is to generate tasks from your email. It can save you time and simplify task creation, particularly if you’re not connected to your Asana workspace or just want a quick way to add tasks.

    To email a task to Asana, write an email with the subject line as the task name, and the body as the description, then email it to x@mail.asana.com.

    Today, we’ll discuss how to email a task to Asana, How to email a task to Asana from Gmail/Slack/Outlook and some additional email task-creation tips. step-by-step.

    How to email a task to Asana

    Why Should You Use Email to Build Asana Tasks?

    Before we move on to the “how”, let’s take a look at how it’s helpful to make tasks in Asana by email:

    Easy Task Creating: Email makes it easy to create tasks quickly without logging into Asana by yourself. You can easily add items to your Asana projects by being on the go, in a meeting, or simply not wanting to step outside your inbox.

    Centralized Workflow: If you work in an email-based environment, chances are that the majority of your work comes from emails in your inbox. Sending work by email to Asana streamlines your workflow so you are not distracted and hopping between different apps.

    Include Relevant Information On Autopilot: Your email subject becomes the task title, and the email body becomes the task description. It’s like having the most relevant information in the Task immediately without copying and pasting it.

    No Need For Different Tools: If you’re doing projects through email and task management with Asana, it can be a great combination to have both tools at your disposal. It’s no longer required to copy and paste email content into Asana—email tasks convert automatically into Asana tasks.

    Flexibility: On your phone, tablet, or laptop, you can add tasks to Asana directly from your email app, and you can create tasks no matter where you are.

    Read more: “Motion vs Asana: Which Task & Project Management Tool is Better?”

    How to Create a New Task with Email in Asana

    It is particularly helpful if you’re travelling or want to snap tasks without accessing Asana. But first, learn how your Asana account is organized:

    Projects: Each workspace has projects where work is done. Every project has a separate email address to which you can send emails.

    Workspaces: Asana supports multiple workspaces with a single email address. Each workspace is an isolated space with its own projects and teams.

    This is a complete, step-by-step guide via email on how to create a new task in Asana.

    Step 1: Set Email Forwarding Options —

    This is particularly helpful if you’re sharing workspaces under the same email. Asana’s workspace can contain multiple projects and tasks, and emails can be sent to specific projects in each workspace. Below is how you can set up email forwarding for Asana in the context of creating several workspaces in a single email:

    Click on the Profile button in the bottom right corner. Then, choose Settings; you’ll see an “Email forwarding section” and click on it.

    Screenshot showing settings section in Asana
    Click on settings
    Email forwarding section in Asana
    Email forwarding section in Asana

    Here, you can find your email in the “EMAILS SENT FROM” section, and under the drop-down menu in the “CREATE TASKS & MESSAGES IN” section, you will find the workspaces for that email.

    If you have multiple workspaces under the same email, select the workspace from the dropdown box where you would like to send a task via email. This ensures that the task is pushed to the correct workspace.

    Step 2: Compose Your Email

    Now that you’ve got the email forwarding set correctly start writing your email. When you’re creating a task with your email in Asana, you need to specify your email subject line because your email subject line will be the task name in Asana, so it should be brief and descriptive.

    This is how Asana will convert your email into a task, Just follow these steps, and Asana will generate a task directly from your email:

    • Subject line: this is the task title. e.g., “Create new company logo“… This will open an Asana task under the name “Create new company logo“.
    • Email body: This is your extra description of the task.
    • To section: If you want to assign it to someone, pass their name in the @assigne attribute.
    • CC: If you need any collaborators, mention their email here.
    • Attachment: attach anything you choose here to the Task.

    Please keep in mind that your email should be less than 30MB.

    Step 3: Send the Email to Asana.

    Once your email is prepared, email it to x@mail.asana.com.

    Note: Do not change the email address. This address belongs to your Asana project, so any modifications will prevent the task from being generated.

    After sending the email, Asana will generate a new task within your chosen project. The subject will be transformed into the task title, and the body of your email will be converted into the task description.

    Step 4: Assess the Task in Asana.

    After you’ve sent the email, go to Asana and open the project where the Task was created. You should see the Task as the subject and the email body as the task description.

    At this point, you can:

    • Task Assign: In case you did not assign the Task via email, you can assign it to someone in the team from Asana.
    • Due dates: In case you forgot to enter a due date in the email, you can manually enter one in Asana.
    • – Comments or Attachments: You can comment, attach, or provide additional information about the Task.

    Step 5: Automatic Task Creation (Optional)

    If you frequently need to build tasks out of emails, you can create automation using a platform such as Zapier or Microsoft Power Automate. These tools can auto-send emails to Asana’s email address when they receive a trigger — such as an email with certain keywords or a specific sender.

    How to create a task for an existing project through email in Asana:

    Asana assigns a project a specific email address. Here’s how you can find it:

    Go to the project you’d like to import tasks into, click the dropdown next to the project name, then go to the import section and select email.

    Screenshot showing how to find unique email id of a project in Asana
    Click on the dropdown button beside Project name
    unique email address of projects in Asana

    Here, you have the Project’s Unique Email address, and it will be something like this. Once you’ve created your email, post it to the project’s specific email in Asana.

    https://youtu.be/-HIxIH8GqI4?si=6tvrBR1HJkaqADRF

    How to build tasks using Gmail, Outlook, and Slack:

    Here’s an easy step-by-step tutorial on how you can create tasks in Asana via Gmail, Outlook, and Slack.

    For Gmail users

    • You can download the Asana for Gmail add-on from the G Suite Marketplace.
    • Open Gmail, and when you have an email you would like to assign a task to, click the Asana icon in the right column.
    • Click on the Asana project that you would like to import the Task into.
    • Edit the task name (the name is taken from the email subject line) and insert a due date, assignee, or task description in the body of the email.
    • It will be generated and added to the project you’re currently working on; click Create Task.

    For Outlook users:

    • You can download Asana for Outlook from the Microsoft AppSource.
    • Open the email you’d like to convert to a task in Outlook.
    • Click on Asana in the upper menu bar.
    • Select the project/task name, assignee, due date, and task description.
    • Once you’ve entered the data, click Create Task, and the Task will be added to your selected Asana project.

    For Slack users:

    • Add the Asana app to your Slack workspace through the Slack App Directory.
    • Use /asana create to start creating a new task on any channel or direct message.
    • Enter the task title and any details about the assignee, deadline, and project (if any).
    • When you have sent the message, the Task will automatically be added to the associated Asana project.

    Such extensions make managing tasks easy by quickly translating email or Slack messages into task-oriented emails.

    Comment or Update by Email (Optional)

    Email can also be used to comment on or update existing tasks in Asana. Here’s how:

    Find the Task’s Unique Email Address: Asana provides unique email addresses for comments on each Task. You can locate it by navigating to the Task and selecting “Add via Email”.

    Email to the Task’s Email Address: Make a note or update and send it to that unique email address. Your email will appear as a comment on the Task and can be used to provide periodic updates or extra information.

    Advanced tips on creating task via email in Asana:

    Include Multiple Projects: If you want a task to appear on more than one project, include the project names separated by commas in the subject line.” Marketing Campaign, Q4 Plan: Blog Post”.

    Priority: You can place a priority tag in the email’s subject or body (e.g., “High Priority”) to prioritize tasks based on priority.

    Attachments: If a support document is needed for the task, just add it to the email. Asana will automatically import these files into the Task.

    Track Progress: When you add tasks to Asana, you can track them with Asana’s task-tracking features, which include creating custom fields, prioritizing, and navigating dependencies.

    Conclusion

    Sending tasks to Asana via email is a quick and efficient way to manage tasks without using the Asana app. Whether you’re on the go, from your inbox, or dealing with messages from others, this will enable you to turn emails into tasks quickly. Using the steps just above, you can list tasks, assign them, and organize your projects from your email.

    Read more: “How to create an Asana form“

    Now, use this functionality to streamline your work process and never leave a task unfinished!

    Frequently Asked Questions (FAQ’s)

    How do I send an email to an Asana task?

    To create an Asana task via email, simply compose a new email with the subject line as the task name and the body as the description. Send it to x@mail.asana.com, and it will automatically create a task in Asana.

  • How to create a form in Asana: A Quick step by step Guide

    How to create a form in Asana: A Quick step by step Guide

    Creating a form in Asana is easy. To create a form in Asana, go to the relevant project, select customize>forms>add forms, then add or edit fields as needed. Then click on “save.”
    How to make forms in Asana

    What are Asana forms?

    Asana forms collect information from users, such as team members or external collaborators. After that, the platform automatically turns those submissions into tasks for your Asana project.

    Instead of manually entering new tasks into a project, you simply have to create a form in Asana. After that, when someone fills out a form, it’ll automatically turn into a task in the parent project.

    Read more: “The 5 Best AI Task Managers for Project Management in.”

    You can simply use their drag-and-drop feature to include customizable fields, including text boxes, dropdowns, date pickers, and file uploads in your form.

    After someone fills out a form, their responses automatically become a task, making it easy to track and manage everything in one place.

    These forms help get information about project requests, feedback, bug reports, or event registrations.

    Summary on How to make a Form in Asana

    1. Go to your project and select Customize > Forms > Add Form to create a new form.
    2. Add fields like Single Line Text, Dropdown, Date Picker, and File Upload to collect information.
    3. Customize the fields and their options to suit your needs (e.g., task details, feedback).
    4. Under Settings, assign default team members and copy answers to the task description.
    5. Share the form link with users to collect responses directly into tasks.
    6. Review form submissions, which automatically create tasks for easy management and tracking.

    Below is a detailed step-by-step guide on how to create a form in Asana.

    Step 1: Configure Your Project.

    If you plan to create a form in Asana, first, you will need a project where forms appear as tasks. This project should match what you would want submissions to be about. For example, if you’re designing a form to take IT support tickets, ensure the project is dedicated to IT requests.

    Step 2: Create the Form

    Use the Form Builder:

    In your project, click the “Customize” button in the top right corner and choose “Forms” from the menu. Then, click the “+ New Form” button to build your form.

    Select the Customize button
    Select the Customize button
    Select forms
    Select forms

    Add fields:

    To add fields in the Asana form builder, you can easily drag and drop fields into your form. You can choose from the following field types:

    Add fields on asana forms
    Add fields on asana forms
    • Single Line Text: For single-line answers, such as a name or title.
      • Example: “Full Name” – Collecting the name of the person filling out the form.
    • Paragraph Text: For longer descriptions or explanations.
      • Example: “Project Description” – Gathering detailed information or explanations about a project.
    • Dropdown: To give users the possibility to select a set of choices.
      • Example: “Priority Level” – Users can choose from “Low”, “Medium”, or “High” to indicate the priority of a task.
    • Single Select: Allows users to choose only one option from a set of predefined options.
      • Example: “Task Status” – Users select the current status of a task, such as “Not Started”, “In Progress”, or “Completed”.
    • Multiple Select: Similar to the dropdown, users can select multiple options.
      • Example: “Skills Needed” – Users can select multiple skills such as “Design”, “Development”, “Marketing”, or “Research” that are required for a project.
    • Date Picker: Pick dates, such as due dates or scheduling preferences.
      • Example: “Due Date” – Users can pick a date to indicate the deadline for a task.
    • File Upload: This allows users to upload documents or images.
      • Example: “Upload Design Files” – Users can upload files related to their task or project, such as design documents or images.

    Make Field Labels and Descriptions specific:

    Be specific about field labels and descriptions. The more transparent your fields are, the more readily a submitter can input the necessary information. Give respondents guidance via assistance words or examples.

    Configure Conditional Logic (Optional): If you want to deliver a fluid experience for form visitors, apply the conditional logic component. This allows you to reveal and hide fields based on a previous response from a respondent.

    For example, if the user clicks on “Bug Report” as a reply, then the form may ask for further information about the bug type or severity.

    Step 3: Configure Submission Settings

    To add additional questions in Asana forms, follow these steps:

    • Click the Settings Tab: On the right sidebar, click the Settings tab.
      • Adjust Task Settings: Under this tab, you can adjust task settings, such as Selecting a default team member. Choose a default person to be assigned to each form submission.
      • Copying answers to the task description: You can opt to automatically copy all form responses into the task description for easy reference.
      • Form Settings: Below Form Settings, you can include a button that enables users to easily submit another form. This is useful if you want multiple submissions from the same person or team.
    • Copying answers to the task description: You can opt to automatically copy all form responses into the task description for easy reference.
      • Form Settings: Below Form Settings, you can include a button that enables users to easily submit another form. This is useful if you want multiple submissions from the same person or team.

    Default Task Assignee: Select the default assignee for forms-generated tasks. You can either assign it to a project owner or leave it open until someone on the team receives it.

    Rules engine Configuration: The Asana Rules engine can be configured to perform actions based on form submissions. You might, for instance, mark tasks automatically with the label of which task it is, delegate them to the appropriate user, or assign due dates based on the information contained in the form.

    Personalize Notifications: Choose who will receive notifications when a form is submitted. You can send this notification to project members or create a workflow that notifies specific people based on what the submission is about (e.g. departments for various request types).

    Step 4: Share Your Form

    Once you’ve developed your form, send it out. Share the form link directly with external stakeholders, clients or employees. Here’s how to do it:

    Obtain the Form Link: When you create your form, Asana generates a unique link that you can send out. You can email, embed this link in a site, or share it through chat systems.

    Embed the Form: If you would like the form to be embedded on your organization’s intranet or website, Asana enables you to embed forms directly. This makes it easy for users to submit the form.

    Reminder: Every form submission will show up as a tasks in the project of choice. These are completely automated, so you can monitor them and deal with submissions as they arrive.

    Step 5: Review and Optimize

    As with any tool, the only way to keep improving your forms is to constantly review them. Consider these:

    Track Data Quality: Be sure that your form questions are asking the right questions. When answers are too vague, try to modify the questions or provide clearer prompts.

    Modify Fields: As your processes change, so should your forms. Check your forms regularly for any changes to current business requirements and processes.

    Analytics: If you’re getting a lot of responses, take advantage of Asana’s reporting tools to see how people are submitting forms. This can speed up your processes or uncover bottlenecks before they arise.

    Use Cases for Asana Forms:

    • Task Collection from External Stakeholders: Use Asana forms to gather task details from clients, team members, or external collaborators without giving them full access to your project. For example, submitting project briefs, feedback, or feature requests.
    • Onboarding New Employees: You can automate the onboarding process by simply having new hires fill out forms. Tell them to submit necessary documents, preferences, and personal details, which then automatically create tasks in your project section.
    • Customer Feedback and Surveys: You can use forms to collect feedback from customers or users about your product or service.
    • Bug Reporting: Use a form to collect detailed bug reports, including issue descriptions, severity, and screenshots, which then create tasks for your dev team to resolve.
    • Event Registration: Use forms to collect details from event attendees (e.g., name, contact info, preferences), Which will automatically add them as tasks for your event management team.

    Why Use Asana Forms?

    • Streamlined Data Collection: Forms simplify the process of gathering specific information and directly convert it into actionable tasks in Asana.
    • Customization: You can tailor forms with different question types (text, dropdowns, file uploads), making them adaptable to various business needs.
    • Automation: Form submissions automatically create tasks, saving time and reducing manual data entry.
    • Collaboration: Team members can easily view and manage tasks created through forms, ensuring efficient collaboration.
    • Transparency: Forms keep project workflows organized and transparent by having all necessary information collected in one place.

    Cons of Asana Forms:

    • Limited Formatting Options: Asana forms are relatively simple and lack advanced customization, such as rich text or conditional logic in questions.
    • Limited Field Types: While Asana forms cover basic needs, they lack more advanced field types that some users might expect, like ratings or advanced multi-step forms.
    • No Email Notifications for Submissions: While Asana creates tasks from forms, it doesn’t automatically send notifications to form submitters, which is a downside if you need to keep them informed.
    • Dependence on Asana: To have access to the form, users first have to get access to Asana or access the task in Asana, where the form is hosted. This is not ideal for external users.
    • No file storage: While Asana forms allow users to upload files, Asana doesn’t provide full file storage capabilities. Uploaded files are only attached to the specific task created from the form submission, and these files are limited by Asana’s task attachment storage restrictions.

    Read more: “Motion vs Asana: Which Task & Project Management Tool is Better?“

    Overall, Asana form builder is a great tool for streamlining task creation and workflows. However, it’s not ideal for users who need to create highly complex or customizable forms. You can look for online form builders if you need more customization options in your form builder.