Remote work offers great flexibility, but it also brings the challenge of keeping all internal communications and tasks organized. The Asana-Gravity Forms Integration Plugin helps by taking the information your team submits via Gravity Forms. And then converting it into new tasks in Asana. Every form submission becomes a new, actionable task in one central location. Important things are not lost or overlooked, as a result.
In essence, you use the plugin to capture details from your internal forms. New task requests, status updates, or even team notifications, just to mention a few. Then, you convert them into tasks in Asana. Once these tasks are in Asana, you can then assign them, set deadlines, and track progress using Asana’s native features.
Note: You can find a more detailed guide to mastering this plugin here.
In short, you collect the information with Gravity Forms and then manage it all through Asana’s powerful tools. Each form submission creates a separate new task; however. The plugin does not update existing tasks.
The Remote Work Challenge
It can be tricky to keep track of all the moving parts when your team is spread across different locations. Here are some common issues:
- Scattered Information:
Internal communications may come through emails, chat messages, or various forms. This dispersion then makes it easy for vital details to get lost. - Manual Data Entry:
Manually transferring form data into your task management system wastes time as well as lead to errors. - Limited Visibility:
When data is spread out over multiple platforms, it becomes hard for team members to see the complete picture of what needs to be done. - Delayed Responses:
Without a central system to capture and display updates immediately, important requests might not get prompt attention.
Forbes actually wrote an article about this subject, offering more details about additional challenges and solutions.
How the Plugin Works
The strength of the Asana-Gravity Forms Integration Plugin lies in its simplicity. It has one clear role: converting every Gravity Forms submission into a new task in Asana. Here’s how it functions:
- Data Capture:
When someone on your team fills out a Gravity Form, the plugin immediately gathers all the details from the form. This includes key information such as task titles, descriptions, due dates, and any custom fields you have set up. - Task Creation:
The plugin takes this collected data and creates a brand-new task in your designated Asana project. Every submission results in a separate task. Even if you use the form for what might be interpreted as an “update,” it still creates a new entry. It does this rather than alter an existing task. - Centralized Management:
Once in Asana, the new task becomes part of your centralized task board. This unified hub makes it simple for your team to see all incoming requests and manage them. Examples include task assignment, due date settings, and progress tracking.
Don’t worry about manually transferring data. The plugin handles all the work of moving the information into Asana. From there, you take over using Asana’s built-in tools.
Boosting Collaboration with a Centralized Task Hub
Centralizing all your tasks in one place can significantly improve team collaboration. When you automatically convert every form submission into a new task in Asana, your team benefits in several ways:
- Unified Workspace:
With all tasks appearing on one Asana board, every team member has access to the same information. This single source of truth minimizes confusion and ensures that every new request is visible to everyone. - Simplified Task Assignment:
After the plugin creates a task, you can quickly assign it to the appropriate team member using Asana’s native features. This straightforward assignment process ensures that everyone knows who is responsible for each new task. - Clear Prioritization:
As tasks pile up on your centralized board, it’s easy to set deadlines, reorder tasks, and tag them by urgency using Asana. This helps your team focus on the most important items first. - Enhanced Accountability:
With every new task clearly visible, each team member can see their responsibilities and track their own progress. This level of transparency builds accountability across the team.
By turning every internal submission into a discrete task, the plugin supports a collaborative environment where nothing slips through the cracks and every team member is in the loop.
Enhancing Communication Through Centralized Task Management
Effective communication is crucial for remote teams. When updates and requests are scattered across different channels, it can lead to miscommunication and delays. Centralizing tasks in Asana helps streamline communication in several key ways:
- Immediate Task Visibility:
As soon as a team member submits a form, the resulting new task is visible to everyone on the designated Asana project. This immediate visibility ensures that updates and requests are promptly seen and addressed. - Central Discussion Space:
Once a task is in Asana, all related communications—comments, file attachments, status updates—are kept within that task. This centralization means you no longer need to dig through multiple emails or chat threads to get the complete picture. - Consistent Updates:
With everything in one place, any changes made to a task (such as updates to its description, due date, or status) are instantly available to the whole team. This consistency ensures that everyone is always up-to-date. - Improved Follow-Up:
Managers and team leads can easily monitor the progress of tasks on the Asana board, making follow-ups straightforward and efficient. This regular visibility reduces the risk of important updates being missed.
By ensuring that every piece of information is captured as a separate task in Asana, the plugin creates a unified platform where communication is centralized, clear, and actionable.
A Day in the Life of Your Team
Imagine a typical day where your internal workflow is streamlined by this integration:
- Morning Kickoff:
At the beginning of the day, team members submit new task requests or internal notifications via a Gravity Form. For example, instead of sending an email that might get lost in an overflowing inbox, each submission immediately creates a new task in Asana. - Task Creation and Assignment:
As the day progresses, every form submission then turns into a separate task on the Asana board. Team leads review the new tasks and use Asana’s native features to assign them to the appropriate team members. Deadlines are set and priorities are established based on the information provided. - Midday Collaboration:
Throughout the day, as tasks are worked on, updates are added directly within Asana. The discussion about each task—whether it’s about additional resources, progress, or clarifications—is kept within the task itself, ensuring that all relevant information is centralized. - End-of-Day Review:
At the end of the day, your team can review the Asana board to see which tasks have been completed and which ones still need attention. This clear view helps in planning for the next day and ensures that every new submission is accounted for.
This workflow highlights how each Gravity Forms submission, even if it’s a new piece of information or a fresh request, is treated as a distinct task. The plugin doesn’t update existing tasks; it simply ensures that every submission creates its own new task in Asana.
Bringing It All Together
The Asana-Gravity Forms Integration Plugin is all about simplicity and efficiency. Here’s a quick recap of how it fits into your remote work environment:
- Data Capture with Gravity Forms:
Your team submits internal updates, new task requests, or notifications through Gravity Forms. This is where the vital information is gathered. - Conversion to Asana Tasks:
The plugin takes the data from these submissions and then immediately converts it into new tasks in Asana. Every submission creates a separate task—no merging or updating of existing tasks occurs. - Management in Asana:
Once the tasks are in Asana, you then leverage its native features to assign tasks, set deadlines, add comments, and track progress. This central management tool keeps your team’s workflow organized, as well as, ensures that everyone is on the same page.
Create a seamless flow where your internal data is captured accurately and then managed efficiently using Asana’s powerful tools with this integration. The plugin handles the conversion, and Asana takes care of the task management, as a result. This clear separation of functions then helps your team focus on collaboration and communication without worrying about data getting lost or misinterpreted.
Final Thoughts
Keeping track of every internal communication and task is, in essence, critical for success. The Asana-Gravity Forms Integration Plugin addresses a key part of this challenge by ensuring that every form submission becomes a distinct, actionable task in Asana.
By centralizing all your internal updates and requests in one place, the plugin saves time, reduces the risk of errors, and enhances overall team coordination. You can then use Asana’s robust native features once you create the tasks—like task assignment, deadline setting, and progress tracking—to manage your workflow effectively.
Ready to make remote collaboration more centralized, efficient, and reliable? Contact BrightLeaf Digital to learn more about the Asana Gravity Forms Integration plugin, now!