If your team uses forms to collect requests, reports, or internal inputs, you probably know what happens next can feel anything but organized. Submissions come in—but then someone has to manually turn that information into a task in Asana. That usually means copy-pasting, reformatting, and figuring out who to assign tasks to. It’s tedious, repetitive, and easy to get wrong.
Worse, it often doesn’t happen at all.
Tasks slip through the cracks. You lose details. Teams lose track of what was submitted and what still needs attention. The result? A slow build-up of miscommunication, delays, and missed follow-ups—classic signs of operational chaos.
That’s where the Integrate Asana with Gravity Forms plugin comes in.
Instead of using forms just to collect data, this plugin allows you to automatically create tasks in Asana the moment you submit a form. The rest of the form can still do whatever it normally does, but now it can also generate a clear, actionable task in Asana with the right fields already filled in.
That one change—turning a submission directly into a structured task—eliminates the scramble and guesswork that often follows form submissions. And when the chaos stops, your team can finally move faster, stay focused, and work with confidence.
The Anatomy of Chaos: What Causes Task Assignment Mayhem?
Before you can fix the chaos, it helps to understand where it comes from.
Most teams don’t plan for disorganization. What usually happens is this: someone submits a form—maybe a support request, a client onboarding form, or an internal task request. That submission sits in a database or inbox. From there, someone will manually create a task in Asana.
The breakdown happens in that gap.
Delays in task creation. Missing details. Or the wrong person gets the assignment.
Here are a few of the most common chaos triggers:
- Manual task creation – Every form submission requires someone to create a task by hand. That slows things down and makes errors more likely.
- Inconsistent formatting – Without structure, tasks vary in how they’re written, where they show up, and what information they include.
- Unclear ownership – When there’s no automatic assignment, people end up wondering who’s supposed to handle what.
- Tool-switching delays – Teams bounce between forms, spreadsheets, emails, and Asana, trying to keep everything connected.
It’s not just about disorganization—it’s about mental overhead. Every extra step adds friction. And when your team spends more time managing tasks than doing them, progress slows to a crawl.
The good news? You can eliminate that chaos by making task creation automatic and predictable.
The Calm Within the Storm: Gravity Forms + Asana
Now imagine this: someone fills out a form—let’s say it’s a request for design work. As soon as they hit “Submit,” a new task is created in Asana. It already has the right title, due date, description, and assignee. The project is set. The task lands exactly where it needs to go. No one had to move a thing manually.
That’s what this plugin does. It takes the noise and uncertainty out of task creation by making it part of your form submission process.
You’re not replacing the form’s original purpose. You’re enhancing it. The form can still send email notifications, kick off approval workflows, or save data to your CRM—but now it also ensures that what needs to be acted on actually becomes a task, right away.
This shift from “we’ll get to it later” to “it’s already in Asana” is where the real clarity begins. Tasks don’t wait on people to remember. They don’t live in inboxes. They don’t require a manager to play traffic cop. Instead, you define the rules once—like which project the task goes to, who gets assigned, and what information carries over—and the plugin handles the rest every time.
In short: the mess is gone. The form submits, and the task is born—consistently, automatically, and without room for error.
Key Features That Actively Reduce Chaos
This plugin doesn’t just create tasks—it creates them in a way that reduces manual work, improves clarity, and prevents the common mistakes that slow teams down. Here’s how it helps bring order to your workflows:
Automatic Task Creation at Form Submission
The core feature of the plugin is its ability to create an Asana task automatically when you submit a Gravity Forms form. This eliminates the need for someone to check form entries and manually create tasks, saving time and avoiding missed follow-ups.
Pre-configured rules then generate tasks immediately.
Custom Task Content Using Merge Tags
You can define what information appears in each task using Gravity Forms merge tags. For example, you might insert {Name:1} into the task name or use {Issue Details:3} in the task description.
While this doesn’t involve a visual field-mapping tool, it gives you control over how submitted form data translates into task content—ensuring consistency and reducing errors.
Workflow Automation with Gravity Flow (Optional)
If your team uses Gravity Flow, the plugin adds two custom workflow steps—one for creating Asana tasks, and one for updating them. This allows you to automate when and how you handle tasks based on your team’s internal processes.
For example, a task might be created only after a manager approves a submission, or updated when a certain field changes. This keeps your Asana workspace aligned with your actual workflow.
Assignment Logic via Feed Configuration
The plugin includes a dedicated setting for assigning Asana tasks when a form is submitted. In the feed configuration, there’s a field labeled “Assignee(s)”, which presents a multi-select dropdown of users from your connected Asana workspace.
This means you can select exactly who should receive each task—no need to enter user IDs manually or guess what value Asana expects. Populate the dropdown dynamically, so you’re choosing from valid, available users every time.
While the assignee is defined at the feed level and isn’t dynamically pulled from form fields, you can still build flexibility into your process using Gravity Forms’ conditional logic. For example, you can create multiple feeds with different assignees and trigger the appropriate one based on form inputs.
This setup keeps task routing simple, structured, and free from manual rework—ensuring you loop the right people in from the start.
Each of these features tackles a common cause of workflow breakdowns. Whether it’s forgotten tasks, inconsistent formats, or unclear ownership. Together, they replace manual guesswork with repeatable, reliable task generation.
The End Result: Focused Teams and Reliable Task Flow
When form submissions automatically become structured tasks in Asana, the entire rhythm of your team changes. You’re no longer relying on people to remember, to manually assign, or to interpret vague requests buried in email threads. The system does the heavy lifting for you.
Instead of wondering what needs to be done or who’s handling it, your team has a clear, consistent task list that the forms you already use will create. With assignees pre-defined in the feed settings or controlled by conditional logic. Each submission becomes a predictable, reliable entry point into your workflow.
Here’s what that looks like in practice:
- Create tasks immediately, with no lag time.
- Include important details by default—because you designed the form to collect them.
- Teams don’t have to “check the entries”—they just check Asana.
- Managers don’t have to chase updates—because everything moves in sync.
It’s not just about saving a few minutes. It’s about creating a foundation where work happens more smoothly, more transparently, and with fewer dropped balls. With minimal manual steps, your team can focus on the work itself—not the mechanics of keeping things organized.
This is how chaos turns into clarity—form by form, task by task.Want to learn more about the Asana Integration plugin for Gravity Forms? Contact BrightLeaf Digital today!