Asana is a powerful tool for managing projects, tracking tasks, as well as enhancing team productivity. But what if you could use a plugin to combine Asana’s project management capabilities with the flexibility of Gravity Forms?
BrightLeaf has developed a simple and efficient integration plugin that allows you to connect Asana with Gravity Forms directly on your WordPress site, which then turns form submissions into actionable tasks in Asana.
Here’s a guide to understanding how the integration works, as well as the best ways to leverage it for your workflow.
Why Integrate Asana with Gravity Forms?
By connecting Gravity Forms to Asana, you can then automate your task management processes. Imagine form submissions that automatically generate tasks, assign responsibility, and then set due dates. This integration then eliminates the manual work of transferring form responses to Asana, allowing you to capture and organize data seamlessly.
Whether you’re gathering client inquiries, collecting feedback, or processing orders, this integration turns each submission into a streamlined action item, keeping your team organized and efficient.
Key Features of Asana Integration with Gravity Forms
The Asana Gravity Forms integration is explicitly designed with usability in mind. Here’s what it offers:
- Automatic Task Creation: Turn form submissions into Asana tasks instantly.
- Customizable Fields: Map form fields in Gravity Forms to Asana task fields such as title, description, assignee, due date, and more.
- Conditional Logic: Set conditions to determine when a form should create a task, giving you control over which submissions make it to Asana.
- Multi-Project Support: Choose specific Asana projects to link with your form submissions.
- Notifications: Stay updated on new tasks created in Asana through notifications sent directly from Gravity Forms.
Now, let’s walk through setting up the integration, followed by some practical use cases.
Setting Up Asana Integration with Gravity Forms
Setting up the Asana and Gravity Forms integration is simple, even if you’re not a developer. Here’s a step-by-step guide:
1. Install and Activate the Asana Gravity Forms Add-On
First, download and install the Asana Gravity Forms add-on. You can find the plugin at this link. Once downloaded, install it by navigating to your WordPress admin dashboard, going to the “Plugins” section, clicking “Add New,” and uploading the plugin file. Activate the plugin to get started.
2. Connect to Asana
Once the plugin is activated, head over to the Gravity Forms settings page. You’ll see an “Asana Integration” tab where you can connect your Asana account. Follow the instructions to authenticate and click on the button at the end. You may need to log in to Asana if you’re not already logged in. After granting permission, your Asana account will be linked to Gravity Forms.
3. Set Up a New Feed
In Gravity Forms, each feed represents a set of rules, which in effect, dictate how form submissions interact with Asana. Navigate to your form, click “Settings,” and select “Asana Integration.” Here, you can create a new feed by selecting the Asana project you want tasks created in and customizing the fields to map to specific task properties.
Key Mapping Options:
- Task Name: Choose which form field should populate the Asana task name. This can be done without connecting to the form fields. In addition, both can be done via the merge tags.
- Description: Map the form fields that will appear in the task’s description. This can be done without connecting to the form fields. In addition, both can be done via the merge tags.
- Assignee: Automatically assign tasks to specific team members.
- Due Date: Set a due date by mapping a form field or entering a static date. You can also choose a relative amount of time after the form submission.
- Tags: Tag tasks based on form submissions to keep tasks organized.
- Priority: Add priority levels based on form submissions to prioritize specific tasks. This is only available for premium users and only if they have a priority custom field.
4. Add Conditional Logic (Optional)
Conditional logic allows you to specify criteria for task creation. For example, if your form has a dropdown menu asking if the submitter wants a follow-up, you can set up the form so that only submissions with “Yes” selected will create a new Asana task. To set up conditional logic, select the “Enable Conditional Logic” checkbox within the feed, and configure the conditions based on your form fields.
5. Test the Integration
After saving your settings, it’s time to test. Submit your Gravity Form and confirm that a task is created in Asana with the correct information. Troubleshooting is easy since both Gravity Forms and Asana provide insights on potential errors or missed fields.
Use Cases for Asana Integration with Gravity Forms
Here are some real-world scenarios where Asana and Gravity Forms integration can make a significant difference:
1. Customer Support Requests
If you use Gravity Forms to collect customer inquiries or support requests, integrating with Asana allows you to turn each submission into a support ticket automatically. Map fields such as “Name,” “Email,” and “Issue Description” to populate the Asana task, and assign it to a support representative. This setup keeps your team organized and ensures that no customer request goes unnoticed.
2. Client Project Kickoffs
Let’s say you have a client intake form that collects initial project requirements. With Asana integration, each submission can automatically create a new task in your project kickoff board, complete with the client’s details, project goals, and preferred timelines. You can even tag the task as “New Client” or assign it to specific team members to manage the kickoff process seamlessly.
3. Event Planning
If you’re organizing an event and using Gravity Forms to collect RSVPs, this integration can simplify event task management. Each RSVP submission can automatically create a task in your event planning project. You could assign it to an event manager, set due dates based on event timelines, and ensure that all guest information is captured in one place. This feature is ideal for coordinating catering, seating arrangements, and follow-up tasks.
4. Internal Task Requests
This integration is helpful for companies that use internal forms for task requests. For instance, a department might fill out a form for IT support, requesting new equipment or assistance with a technical issue. Each submission becomes a task assigned to the IT team in Asana, complete with details like urgency, description, and location, streamlining internal processes without needing constant email exchanges.
5. Content Submission and Approval Process
For organizations managing content creation workflows, Gravity Forms and Asana integration simplifies submission and approval. If writers or marketers submit content ideas through a form, these can automatically appear as tasks in Asana, assigned to editors for review. This integration is beneficial for teams with high-volume content pipelines, as it keeps submissions centralized and manageable.
6. Job Application Tracking
If you’re handling job applications through Gravity Forms, the Asana integration can help organize the review process. Each application form submission becomes a new task in your hiring pipeline. You can assign it to the hiring manager, tag it based on job position, and set due dates for the review process. This keeps your hiring organized and prevents applications from slipping through the cracks.
Tips for Getting the Most Out of Asana and Gravity Forms Integration
Here are some tips to help you make the most of your new setup:
- Use Tags and Assignees Effectively: Tags in Asana can be a powerful tool for organizing tasks. Consider setting tags like “High Priority,” “Client Follow-up,” or “New Project” to make tasks easy to filter and find. Assign tasks directly to team members responsible for each follow-up.
- Automate Task Due Dates: If your form submissions often follow specific timelines, set up automated due dates. For example, if you’re processing service requests and each one has a standard five-day turnaround, set the due date field to automatically calculate five days from the submission date.
- Combine with Email Notifications: Use Gravity Forms’ built-in email notification feature to send notifications to team members when a task is created. This way, everyone involved in the process stays informed without having to check Asana constantly.
- Monitor for Errors and Update as Needed: Asana and Gravity Forms both offer helpful logs for troubleshooting. Regularly check that your feed mappings are accurate, especially if you update form fields, and verify that tasks are appearing in the correct Asana projects.
Conclusion
Integrating Asana with Gravity Forms is a straightforward but powerful way to enhance your project management workflows. Whether you’re a small business handling customer inquiries or a large team managing complex projects, this integration can streamline your processes, keep your team organized, and ensure nothing slips through the cracks. By automating the task creation process, you save time, reduce manual data entry, and free up resources to focus on high-impact tasks.