Integrate Asana with Gravity Forms Plugin

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Learn More About This Plugin:

• Configuration
• Features
• Benefits
• Use Cases
• Changelog

Getting Started

After activating the plugin, go to the settings page (Forms/Settings/Asana Integration or just click on the settings link under the plugin name). Follow the instructions there to create your own Asana app to connect the plugin to your Asana account.

Once you’ve completed the first 2 sections of instructions, a button will appear. Do not try to use it until you complete the third section. It won’t work. Each section of instructions has a checkbox you can use to hide the instructions. The button will redirect you to an authorization page. Under the button there will be a message informing you if you are currently authorized with Asana. Additionally if you are authorized the button color will change to green and the text will change to Asana Reauthorization.

After granting access to Asana, you will be redirected back to the settings page. Please note that this authorization is for yourself and others who have access to your Gravity Form feeds.

We do not access your Asana account, nor does Gravity Forms. This is why you need to create your own Asana app initially. After this setup, you typically won’t need to authorize again, as the plugin will refresh your credentials automatically. However, the authorization button remains available just in case.

Configuring an Asana Feed

Now you are ready to create a feed. To do this, go to the form for which you want to create a feed, go to settings, and click on Asana Integration.

You can make the feed conditional, allowing you to create multiple feeds that process your form and create different tasks under various conditions.

The task name and description have merge tags enabled so you can integrate form fields or entry properties if you would like. If somehow the task name is left empty (despite being required; perhaps the field the merge tag referenced was empty) the name of the task will be “Unnamed” to prevent the task from being lost.

The due date can be assigned x amount of minutes, hours, days, weeks, months or years from the form submission (feed processing), and from or before a specific date or entry/form meta. You can also press the little plus button next to the radio buttons to combine different options like weeks and days and hours. If the due date couldn’t be created as desired (you mapped to an incompatible entry field for example) it defaults to using form submission.

You will also have an option to select from all of your available tags to add to the task upon creation.

You must select at least one assignee. Although not widely known, the Asana UI allows assigning a task to multiple users, which creates a separate task for each user.

You can also choose multiple projects to add the task to. If you have the premium version there is a checkbox on the bottom of the page you can use to toggle showing custom fields. The page will reload with/without the custom fields upon clicking the checkbox. While it is selected the custom fields displayed will change in real time according to your selected projects.

Likewise, if you have the premium version there will be a similar checkbox next to the projects select field that will toggle displaying a select field per project with all the sections for that project.

For custom fields of type select you will be presented with a drop down with all available options (and if the field is a multi select you will be able to pick more than one). If the field is of type date you will be presented with a date picker to assign a date and time. If the field is of type people you will have a multi select with all available users (exactly like the assignees field). If the field is of type text or number you will have a field map to assign a value to the field. Take care in mapping to a number field. If the selected field is not a number it may be converted in ways you don’t expect and you will have unwanted results. We do not support integration with the formula or ID custom field types as their values are auto generated and are read only.

Additionally, you can add collaborators to the task.

Lastly, if you have the premium version, you can now choose to upload any files submitted with your form via the File Upload field directly to the task created.

When the task (or backup task) is created an entry note with a link to the task will be saved. Likewise you can set a notification to be sent when the initial task is created, backup task is created, or if the backup task also fails. You can insert the link of the task in the notification with the use of the custom ‘Task Link’ merge tag.

You can now set the feed to run as a Gravity Flow step instead of on form submission if you use Gravity Flow.

We are open to changing or adding functionalities based on user feedback.

Important Notes

Additional functionalities will be added in future versions.

If something goes wrong with the field mapping, the task may not be created or may not be created as expected, so pay close attention.

We try to account for errors and handle them as best as possible, but we can’t cover every case. If something goes wrong, we will try to create a backup task with all the desired information so you can manually create it.

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