Gravity Forms is one of the most popular form-building tools for WordPress, and for good reason—it’s robust, customizable, and user-friendly. Pairing it with a powerful project management tool like Asana opens the door to significant automation, saving time and eliminating manual effort. Whether you’re a small business owner, a project manager, or part of a nonprofit organization, integrating these two tools can streamline your workflow by reducing redundant tasks and centralizing critical information.
Below are five time-saving use cases for Gravity Forms and Asana integration, along with practical tips to help you get the most out of this powerful combination.
1. Automatically Create Asana Tasks from Form Submissions
One of the core benefits of this integration is generating Asana tasks immediately after a Gravity Form is submitted. This approach is especially helpful for:
- Customer inquiries: Every submission becomes a task in Asana, ensuring no inquiry goes unnoticed.
- Support tickets: Automatically add form details—like issue descriptions—to Asana tasks for faster resolution.
- Event registrations: Capture attendee details and convert them into tasks for follow-up actions.
For instance, if you manage a marketing agency, a new campaign request form can feed directly into Asana. Instead of manually copying the client’s budget or objectives, this data is pulled straight into a new task. You can also use Asana’s rules to automatically assign the task to the appropriate team member.
How This Saves Time:
- Eliminates manual data entry.
- Reduces errors from copy-pasting.
- Ensures each inquiry is clearly tracked.
Best Practices:
- Use Custom Fields: Map relevant form fields to Asana custom fields to categorize tasks.
- Run Test Submissions: Validate that tasks appear with the correct details before going live.
2. Streamline Hiring and Onboarding Processes
When hiring new talent, timely communication is crucial. Gravity Forms can capture applications, resumes, and cover letters, while Asana handles the subsequent steps:
- A candidate submits an application through a Gravity Form.
- A corresponding task is created in Asana, complete with attached documents.
- The hiring team can then review, tag, and move the candidate through different recruitment stages.
Adding Asana rules can further refine this workflow. For example, you might automatically assign tasks tagged “Software Engineer” to a specific recruiter. Over time, you can analyze these tasks to see common candidate queries or bottlenecks in the hiring funnel.
How This Saves Time:
- Centralizes candidate information, removing the need to toggle between email and spreadsheets.
- Eases coordination by allowing comments and attachments directly within Asana tasks.
Potential Pitfalls:
- Data Overload: Make sure to archive or resolve tasks for candidates who are no longer in consideration.
- Security Concerns: Any form that collects personal data should be handled in compliance with relevant privacy regulations.
3. Manage Client Onboarding and Feedback Loops
Clients often have many initial questions, preferences, or requirements. Gravity Forms can capture this data, while Asana ensures your team follows a consistent process:
- Onboarding Form: Gather necessary project details, such as timelines, objectives, and budgets.
- Task Creation: Once the form is submitted, an Asana task is auto-generated, prompting your team to schedule a kickoff call or issue a welcome package.
- Feedback Collection: For ongoing or long-term projects, feedback forms can similarly create tasks to address client concerns.
This setup helps avoid confusion by placing all client information, communications, and tasks in one shared space. Rather than hunting through email chains, your team has direct visibility into each client’s status in Asana.
How This Saves Time:
- Standardizes client intake procedures.
- Avoids missed steps in the onboarding sequence.
- Ensures feedback loops remain active and transparent.
4. Simplify Event Planning and Coordination
Event planning involves countless details—registration, venue booking, vendor management, and more. With Gravity Forms and Asana:
- Collect RSVPs: A Gravity Form records attendee data, meal preferences, or other specifics.
- Task Generation: Each submission triggers a task in Asana, which the event team can manage.
- Follow-Up: Asana tasks can be assigned to specific coordinators, ensuring a clear division of responsibilities.
If you’re hosting a conference, this integration reduces the time spent manually adding guests to your Asana board. Instead, your team can focus on critical aspects like speaker coordination, marketing campaigns, and budgeting.
How This Saves Time:
- Consolidates all attendee information in Asana.
- Lessens manual updates to event spreadsheets or email lists.
- Improves coordination by assigning tasks directly to relevant team members.
5. Track and Prioritize Customer Support Requests
Fast, efficient customer support can be a competitive advantage. Gravity Forms excels at capturing detailed queries, while Asana tracks their resolution:
- Form Submission: A customer explains their issue, possibly uploading screenshots or specifying urgency.
- Asana Task Creation: The new task logs all details, including attachments or links.
- Prioritization: Use Asana’s custom fields or tags to flag high-priority issues, then manually assign them to the right support agent.
Automation here prevents issues from slipping through the cracks. Instead of scanning shared inboxes, your team can respond to tasks sorted by priority level or support category. If certain types of tickets keep recurring, you can create knowledge base articles or templates in Asana for faster fixes.
How This Saves Time:
- Consolidates support details, ensuring no request is overlooked.
- Improves communication between the support team and other departments.
- Facilitates data-driven improvements by highlighting frequent issues.
Key Benefits of the Integration
- Automation: Gravity Forms handles data collection, Asana manages tasks—a perfect match for reducing redundant administrative work.
- Collaboration: Team members have a single source of truth for all tasks. Everyone can see updates, post comments, or add attachments.
- Organization: Keep form submissions and project tasks in one central location rather than juggling email threads or scattered notes.
- Scalability: As your business grows, this integration can easily expand. Add more forms, tasks, and complex workflows without overhauling your process.
Conclusion
By integrating Gravity Forms with Asana, you can considerably reduce manual effort and keep key information within a single, organized system. From handling candidate applications to onboarding new clients, planning events, and prioritizing support tickets, these two tools provide a powerful workflow engine that adapts to your specific needs.
Automating repetitive processes not only saves time but also fosters better collaboration among team members, who can easily access and act on form submissions. Over time, these improvements in efficiency can translate into significant productivity gains, better customer satisfaction, and a more agile organization overall.
If you’re ready to supercharge your workflows, take advantage of the five use cases above and explore additional automations with Asana’s advanced features. Doing so will help you build a cohesive and scalable system that supports your growing business needs without bogging your team down with manual data entry or scattered communications.
Contact Brightleaf Digital to learn more about how to optimize your Gravity Forms and Asana integration.