Integrate Asana with Gravity Forms Docs

0) Finding the Plugin in Your Dashboard

When the plugin is activated, a GravityOps menu item will appear in your WordPress admin dashboard. This menu lets you manage all BrightLeaf Digital plugins from one place.

For this plugin, you’ll find the Asana Integration sub-menu. Inside, you’ll see several tabs:

  • About — Basic plugin information.
  • Settings — Where you connect your Asana account (described in the next section).
  • Account — Available for paying customers to view license details and subscription info.
  • Contact — Form to get in touch with support.
  • Support Forums Link — Direct link to the plugin’s WordPress.org support page.
  • Pricing / Upgrade — Shown if you’re using the free version.

1) Getting Started / Connecting Your Account

For the plugin to work, it must be connected to your Asana account. The tasks created will appear in Asana as if created by the user who completes this process, so ensure you connect an account with the correct permissions and access.

  • Where to connect: WordPress Admin → Forms → Settings → Asana Integration / GravityOps → Asana Integration → Settings.
  • Connection process: See our step-by-step guide — How to Connect Your Asana Account with Gravity Forms.
  • Admin notices: After activation, the plugin will display a warning notice until configured. If credentials are corrupted or your WordPress salts change, or for some other reason the plugin can’t connect you will be notified to reconnect.

2) Creating Your First Feed (Per Form)

After connecting your Asana account, you’ll set up a feed on each form whose submissions you want sent to Asana.

  1. Go to Forms → Forms and open the form you want to use.
  2. Click Settings → Asana Integration.
  3. Click Add New to create a feed.
  4. Configure the feed settings (covered in the next section).
  5. Save your feed.
  6. Test by submitting the form and verifying the task appears in Asana.

Tips:

  • You can create multiple feeds per form.
  • Use conditional logic to send different submissions to different projects, assignees, etc. You can duplicate a feed and then make the minor adjustments required in conditional logic and the differences in the task.

3) Feed Settings Reference

Feed Name

Label for identifying the feed in your form’s settings.

Conditional Logic

Choose whether the feed runs for every submission or only when certain conditions are met.

Feed Trigger

Determines when the feed runs. See our guide: Understanding Feed Triggers

Task Name

The name of the Asana task. Supports Gravity Forms merge tags (e.g., {Name (First)}, {form_title}).

Due Date

  • Fixed Date — A specific date for all tasks.
  • Relative — An offset from the submission date (e.g., +3 days).
  • Mapped from Entry — Pulls the date from a form field.
  • None — No due date is set.

Assignees

  • Only assignees available to the connected OAuth user will be listed.
  • Multi-select; if multiple assignees are chosen, the plugin will create a separate task for each one.

Projects (and Sections if Premium)

Only projects the connected OAuth user has access to will appear.

  • Projects — Multi-select; a task can belong to multiple projects. If you select the show custom fields or sections checkboxes the projects multiselect field will no longer be an enhanced UI multiselect. This is necessary to show the relevant sections and custom fields.
  • Sections (Premium) — Single-select within each project; a task can only be in one section per project.

    Task Description

    Rich text field with merge tag support. Limited formatting is supported (see tooltip in settings). Unsupported formatting may appear malformed or break task creation.

    Tags and Collaborators

    Only items the connected OAuth user has access to will appear.

    • Tags — Multi-select list of all available tags.
    • Collaborators — Multi-select list of all available collaborators.

    File Uploads (Premium)

    Option to automatically attach files uploaded via your form to the task. Will only be displayed if your form has a file upload field.

    Custom Field Mapping (Premium)

    Map Gravity Forms fields to Asana custom fields.
    See our guide: Mapping Custom Fields

    4) Workflow Steps (Gravity Flow)

    The plugin includes two Gravity Flow workflow steps for integrating Asana tasks into your existing processes:

    Run Feed as Workflow Step

    Lets you run any selected feed as part of a Gravity Flow workflow instead of at the time of form submission. This step uses standard Gravity Flow settings such as highlighting, conditions, and scheduling.

    Update Asana Task (Premium)

    Updates an existing Asana task’s fields. See our guide: Updating Tasks with Workflow Steps

    5) Key Behaviors & Notifications

    • Notifications — Optionally send a notification when a task is created, a backup task is created, or the backup fails.
    • Workspace — Currently auto-selects the connected account’s default workspace. Multi-workspace support is planned.
    • Entry Notes — Success notes include a link to the Asana task; failure notes include the error.
    • Performance — Large datasets (many projects/custom fields) can slow settings load; caching is planned.

    6) When Things Go Wrong (Troubleshooting)

    If a task fails to be created, the plugin will attempt to create a backup task containing:

    • The original task information in the description.
    • The error message.

    This backup task is assigned to the connected user so they can manually create the intended task.
    If the backup task also fails, the plugin will add an entry note (and send any configured notifications).

    Some errors may cause the feed settings page to become temporarily unavailable. Many of these clear up if you try again shortly. If the issue persists, turn on Gravity Forms Logging and contact support.

    In rare cases, stored credentials may become invalid or unreadable. The plugin will let you know if you need to reauthenticate.

    Troubleshooting steps:

    • Basics — Double check your feed is active.
    • Check Conditions — Ensure feed conditional logic isn’t blocking task creation.
    • Check Task Description — Some unsupported rich text (often from unexpected merge tag output) can break task creation.
    • Permissions — The connected account must have access to the selected projects, sections, assignees, tags, collaborators, and custom fields.
    • Simplify — Temporarily remove mapping or conditions to isolate the cause.
    • Contact Support — Include feed settings screenshots, error messages, and logging details.