Gmail and Asana are one of the most popular business apps on the CloudWork marketplace and I wanted to share a Step by Step tutorial on how to integrate them and avoid duplicate work when creating tasks based on client/collaborator´s requests sent via e-mail.
Create tasks on the go from Gmail
Karen is managing on-line marketing campaigns and works with her team of two and a couple of agencies as well as with freelance designers. In order for everyone to be synchronized and fulfill the deadlines, it is essential to have a clear vision on who is working on what. Timing is extremely important as well so Karen is also using the Asana to Google Calendar integration as well so she has access to the deadlines of the tasks assigned to her anytime, anywhere.
Until now, when Karen received an e-mail from a client with campaign requests she has to login to Asana and create a task copying the information from the e-mail. Now the productivity integration between Gmail and Asana will save her time and with a simple tag on the message send it to the task management tool and thanks to the previously mentioned integration with Google Calendar, on her calendar as well. Isn´t this awesome?
How to set up the integration?
1. Select Integrate Gmail with Asana from the list of integration options
2. Click on the “Get Started” button
3. If you have not previously authorized the apps you will be asked to do so. If you have authorized them, skip to step 4.
4. Configure the Integration
You can filter messages by Gmail label, subject or key words from the message. In this case I want only messages labeled Product to be sent to my Test Project on Asana. You can also put them under a tag on Asana and assign a person to complete the task.
5. Test the integration
The last few messages that correspond to the filter set on the Gmail side will appear and you can test by sending one to Asana. If you don´t see any messages bear in mind that maybe no message matches the filter criteria and you can still proceed to Step 6.
Upon success you will see the following message and can proceed to Step 6.
6. Click on Create Integration and Voilá!
Make sure you have the appropriate labels on the Gmail side so you can easily assign to the corresponding project. You can put the same name as the Asana Project. In Karen´s case Facebook Marketing Campaign September 2013.
Remember that you can create multiple times the same integrations this way you send e-mails as tasks to different projects.