Asana

Asana integration in Lleverage enables you to automate project management and task coordination workflows directly with your Asana workspace. Create, update, and organize tasks, projects, and teams while maintaining collaboration and progress tracking seamlessly within your automated processes.

Key Features

• Task management - Create, update, and organize tasks with detailed properties and assignments

• Project operations - Create projects, search existing ones, and manage project structure

• Team collaboration - Assign tasks, add comments, and manage team workflows

• Hierarchical organization - Work with workspaces, projects, sections, and subtasks

• Advanced search - Find tasks, projects, and sections using specific criteria

• Template support - Create tasks from predefined templates

• Flexible assignments - Manage assignees, followers, and access levels

• Custom fields - Support for custom data and project-specific information

Key Asana Concepts

Understanding Asana Structure

• Workspace: Top-level container for your organization's work

• Project: Collection of related tasks and sections within a workspace

• Section: Organizational category within a project (like columns in a board)

• Task: Individual work item with details, assignments, and due dates

• Subtask: Smaller task that belongs to a parent task

• GID: Global Identifier - Asana's unique ID system for all objects

• Assignee: Team member responsible for completing a task

• Followers: Team members who receive updates about a task without being responsible

• Notes: Detailed descriptions and additional context for tasks or projects

How to Add Asana Integration

1. Open the Add Action menu using one of three methods:

   • Click the "Add Action" button in the top left corner

   • Click on a connection circle on an existing action card

   • Click and drag from one action to create a connection

2. Navigate to Asana integration:

   • Select "External Apps" from the categories

   • Search for "Asana" in the provider list, or

   • Scroll down to find Asana in the alphabetical list

3. Click on Asana to view available actions

4. Select your desired Asana action from the comprehensive list

How to Connect Your Asana Account

Initial Setup

1. Click "Connect Asana Account" in any Asana action

2. Follow the Asana authentication process

3. Grant necessary permissions for workspace and project access

4. Your connected account will be available across all Asana actions

💡 Permissions: Ensure you grant appropriate permissions for the workspaces and projects your workflows need to access.

How to Configure Asana Actions

How to Manage Tasks

Create Task

1. Connect your Asana account

2. Select Workspace from dropdown

3. Choose Project where the task should be created

4. Enter Name for the new task

5. Configure extensive optional properties:

   • Tags: Categorize the task with labels

   • Assignee: Assign responsibility to a team member

   • Assignee Section: Specify which section to place the task

   • Completed: Set initial completion status

   • Due At: Set deadline for task completion

   • Followers: Add team members to receive updates

   • HTML Notes: Rich text description and details

   • Notes: Plain text task description

   • Parent: Create as subtask of another task

   • Start On: Set task start date

   • Custom Fields: Add project-specific data

💡 Use case: Automatically create tasks from form submissions, generate work items from workflow triggers, or set up project tasks with complete details and team assignments.

Update Task

1. Connect your Asana account

2. Select Workspace and Project from dropdowns

3. Choose Task GID to identify the specific task

4. Enter new Name if changing task title

5. Configure optional properties:

   • Assignee: Change task ownership

   • Assignee Section: Move to different section

   • Completed: Mark task as done or pending

   • Due At: Modify deadline

   • HTML Notes: Update rich text description

   • Start On: Change start date

   • Custom Fields: Update project-specific data

💡 Use case: Update task progress based on external system changes, modify assignments when team roles change, or synchronize task status with workflow completion.

Get Task

1. Connect your Asana account

2. Select Workspace and Project from dropdowns

3. Choose Task GID to retrieve specific task information

💡 Use case: Retrieve current task details for workflow decisions, get task status for reporting, or extract task data for integration with other systems.

Create Subtask

1. Connect your Asana account

2. Select Workspace, Project, and Task GID (parent task)

3. Enter Name for the subtask

4. Configure optional properties:

   • Assignee: Assign subtask responsibility

   • Assignee Section: Specify section placement

   • Completed: Set initial completion status

   • Followers: Add team members for updates

   • HTML Notes: Rich text subtask description

   • Notes: Plain text description

   • Start On: Set subtask start date

   • Tasks: Link to related tasks

💡 Use case: Break down complex tasks into manageable pieces, create detailed task hierarchies automatically, or generate subtasks based on workflow requirements.

How to Search Content

Search Tasks

1. Connect your Asana account

2. Select Workspace from dropdown

3. Enter Name to search for specific tasks

4. Configure optional properties:

   • Project: Limit search to specific project

   • Assignee: Find tasks assigned to specific person

   • Section: Search within particular section

   • Completed Since: Find recently completed tasks

   • Modified Since: Find recently updated tasks

💡 Use case: Locate tasks for automated updates, find work items matching specific criteria, or audit task completion across projects.

Find Task by ID

1. Connect your Asana account

2. Select Workspace and Project from dropdowns

3. Enter Task GID to locate specific task

💡 Use case: Retrieve specific tasks using external references, locate tasks from API calls, or find tasks using stored identifiers.

Search Projects

1. Connect your Asana account

2. Configure optional properties:

   • Name: Search for projects by name

   • Workspace: Limit to specific workspace

   • Archived: Include or exclude archived projects

💡 Use case: Find projects for task creation, locate project containers for workflow operations, or audit project structures across workspaces.

Search Sections

1. Connect your Asana account

2. Select Workspace and Project from dropdowns

3. Enter Name to find specific sections within the project

💡 Use case: Locate sections for task placement, verify section existence before automation, or organize tasks within project structure.

How to Manage Projects

Create Project

1. Connect your Asana account

2. Select Workspace and Team from dropdowns

3. Enter Name and Notes for the new project

4. Configure extensive optional properties:

   • Color: Set project color coding

   • Layout: Choose project view format

   • Default View: Set initial display mode

   • Privacy Settings: Control project visibility

   • Archived: Set archive status

   • Due On: Set project completion deadline

   • Start On: Set project start date

   • Followers: Add team members for updates

   • HTML Notes: Rich text project description

   • Owners: Assign project leadership

   • Default Access Level: Set team member permissions

   • Minimum Access Level for Customization: Control who can modify

   • Minimum Access Level for Sharing: Control sharing permissions (Admin/Editor options)

💡 Use case: Automatically create projects for new initiatives, set up standardized project templates, or establish team workspaces with predefined permissions and structure.

Get List of User Projects

1. Connect your Asana account

2. Select Workspace and User from dropdowns

3. Retrieves all projects accessible to the specified user

💡 Use case: Audit user project access, generate project lists for reporting, or identify available projects for task assignment.

Get Tasks from Project

1. Connect your Asana account

2. Select Workspace and Project from dropdowns

3. Retrieves a comprehensive list of all tasks within the project

💡 Use case: Generate project status reports, analyze task distribution, or extract project data for external processing.

How to Manage Task Organization

Add Task to Section

1. Connect your Asana account

2. Select Workspace, Project, Task, and Section GID

3. Configure optional properties:

   • Insert Before: Position task before specific task

   • Insert After: Position task after specific task

⚠️ Important: This action removes the task from other sections in the project, ensuring tasks belong to only one section at a time.

💡 Use case: Organize tasks by workflow stage, move tasks through project phases, or categorize work items based on processing status.

How to Add Task Details

Create Task from Template

1. Connect your Asana account

2. Select Workspace, Project, and Task Template from dropdowns

3. Configure optional properties:

   • Name: Override template name if needed

💡 Use case: Standardize task creation with predefined templates, ensure consistent task structure across projects, or rapidly create tasks with established formats.

Create Task Comment

1. Connect your Asana account

2. Select Workspace, Project, and Task GID

3. Configure optional properties:

   • Text: Plain text comment content

   • HTML Text: Rich formatted comment

   • Is Pinned: Make comment prominent

   • Sticker Name: Add reaction sticker

💡 Use case: Add automated progress updates, provide workflow status comments, or log system-generated information on tasks.

Understanding Access Levels

Project Permission Structure

• Admin: Full control including project deletion and permission changes

• Editor: Can modify project content, tasks, and settings

• Minimum Access Levels: Control what permissions are required for specific actions

• Default Access: Standard permission level for new team members

Task Assignment Concepts

• Assignee: Primary person responsible for task completion

• Followers: Team members who receive notifications without responsibility

• Assignee Section: Specific project section where assigned tasks appear

Important Considerations

• GID (Global Identifier) is Asana's unique ID system used to reference all objects

• Workspaces contain projects, which contain sections and tasks

• Tasks can have subtasks, creating hierarchical work breakdown

• Adding tasks to sections removes them from other sections automatically

• Custom fields provide project-specific data structure

• Access levels control team collaboration and project permissions

• Templates enable standardized task creation across projects

⚠️ Organization: Moving tasks between sections removes them from other sections. Plan your project structure accordingly.

How Asana Actions Work in Your Workflow

1. Add the appropriate Asana action based on your project management needs

2. Connect your Asana account securely

3. Configure required fields (workspace, project, task details, etc.)

4. Set optional properties for advanced functionality and team collaboration

5. Connect the action to other workflow steps as needed

6. When the workflow runs, the Asana action will execute the specified operation

7. Task and project data become available as variables for subsequent workflow actions

Common Workflow Patterns

Automated Project Setup

• Create projects with predefined structure and team assignments

• Generate tasks from external triggers with complete details

• Set up standardized workflows using templates

Task Management and Progression

• Update task status based on external system changes

• Move tasks through project sections as work progresses

• Create subtasks automatically for complex work breakdown

Team Collaboration and Reporting

• Add automated comments to track workflow progress

• Assign tasks based on team availability or expertise

• Generate project reports using task and progress data

💡 Best Practice: Use Asana actions to seamlessly integrate project management into your business processes - from automated task creation to progress tracking and team coordination across complex project hierarchies.