✨ AI Studio use-case: A complete 6-steps Smart Workflow

Hi Asana users :raised_hand:

I’m honored to post one of the very first use cases for Asana’s AI Studio!
We have had the opportunity to test the feature with my colleagues at iDO, and in my sincere opinion it is a real game changer!

Use Case: AI-Powered Lead Management Assistant

In that use-case, and to highlight the full potential of AI Studio, we’ve designed a series of AI-powered steps where AI acts as a true teammate—managing the entire process, from lead intake to sending a personalized follow-up email—all within Asana!

:sparkles:What AI can do for you in that example:

  • :white_check_mark: 1- Data Enrichment: Automatically fills in key details like the lead’s industry and company size based on the email address. -
  • :white_check_mark: 2- Lead Scoring: AI assigns a score to each lead based on your custom criteria.
  • :white_check_mark: 3- Sales Assignment: AI matches the lead with the most suitable salesperson, considering their area of expertise.
  • :white_check_mark: 4- Email Drafting: The AI drafts a personalized follow-up email, ready for review.
  • :white_check_mark: 5- Send email: In one click, and without any copy/pasting, the email is sent using Asana email integrations (Gmail / Outlook)
  • :white_check_mark: 6- Prepare the Meeting: Lead recap, meeting structure, and even a personalized ice-breaker to kick things off smoothly.

:wrench: All details and prompts

1- Data Enrichment

:point_down:Prompt / AI instructions you can copy/paste :point_down:

Context:

We are a consulting agency helping clients get the most out of Asana. We sell consulting packages as well as Asana licenses with free added benefits.

Instructions:

Extract the website domain from the email provided, and add it to the custom field :link: Domain.

Extract the Company Name from the email provided, and rename the title of the task to Company Name, Contact Name

We need you to do lead enrichment and extract the domain name from the provided email address, and as a comment share anything you can find about the company, such as:

  1. :hospital: Industry
  2. Size of Company
  3. CEO of the Company
  4. LinkedIn pages of Contact
  5. Significant news events involving the Company

Additionally,

  1. Based on the answers provided in the form and what they are looking for from Asana, fill out the Custom Field Asana Plan to indicate which tier they should purchase.
  2. If the employee count is larger than 100, the recommended plan should always be Enterprise or Enterprise +
  3. Based on the size of the company, fill in the custom Field Seats, to indicate how many Asana licenses they should purchase.
  4. Post a comment to share your findings and fill out the associated fields. The comment should follow this format:
  5. :hospital: Industry: {insert findings}
  6. :bust_in_silhouette: CEO: {insert findings}
  7. :seedling: Size: {insert findings}
  8. :newspaper: News: {insert findings}
  9. :link: LinkedIn: {insert findings}
  10. {Insert one or two sentence summary with other pertinent info about the company and what they do, their primary activities}
  11. {Insert one sentence about why you recommended a particular Asana plan}
2- Lead Scoring

:point_down:Prompt / AI instructions you can copy/paste :point_down:

Context:

We are a consulting agency helping clients get the most out of Asana. We sell consulting packages as well as Asana licenses with free added benefits.

We are looking for clients who:

  1. Want to purchase consulting or want to purchase licenses
  2. Want to learn about Asana
  3. Want to deploy Asana into their companies
  4. Currently use Asana and want to get a better use out of Asana
  5. Are purchasing Asana for the first time
  6. Anything related to Asana use!

See the attached pdf Lead Scoring Definition to know how to fill out the custom field for Lead Scoring, and posting a comment about the Score.

Instructions:

  1. We can only sell yearly licenses, and only 5 licenses and more. If a client is looking for a monthly license or a yearly license, the Lead Score should be No Match
  2. If no helpful information is provided in the form, or the topics appear to be about other industries/queries that do not relate to our services, the Lead Score should be No Match
  3. Ensure that the form submitted is someone genuinely looking for asana consulting or licenses. Otherwise, this is not a good match.
  4. Only set Priority (iDO) to :fire: if the Lead Scoring is High
  5. Review all the data provided during the Data Enrichment lead phase, and provide a score on how closely the potential lead matches with our criteria for a future client
  6. Based on the scoring, fill out the custom field Lead Score.
  7. If the client is looking for Enterprise or Enterprise + and wants to purchase licenses, this is a High Priority client.
  8. Post a comment to share your findings and fill out the associated fields. The comment should follow this format:
  9. :bar_chart: Score: {insert findings, :red_square: Small / :orange_square: Medium / or :white_check_mark:High}
  10. Reason: {insert summary statement about why the Score was selected}

Also, find here the attachment (pdf) that was used in that example to “feed” AI.
Lead Scoring Definition.pdf (25.5 KB)

3- Sales Assignment

:point_down:Prompt / AI instructions you can copy/paste :point_down:

Context:
We are a consulting agency helping clients get the most out of Asana. We sell consulting packages as well as Asana licenses with free added benefits.

We have the following Sales team:
@Thaïssa
@Kelsea
@Bastien
@Cyril
@Julien
@Arthur
@Filippo
@Celio (away through 30 Oct)

Based on the information gathered during Data Enrichment and the guidelines of the Sales Resource Allocation, please recommend a Sales resource for the lead.

If the Pitch custom field is “Licenses” which means they only want to purchase licenses, and do not want to purchase consulting packages licenses and no consulting, you should recommend @Celio (away through 30 Oct) as he is responsible for License Only sales.

Post a comment of 2-3 sentences following this format:
I recommend {insert Sales resource} for this lead because {insert reason according to Sales Resource Allocation guidelines document}.

4- Email Drafting

5- Send email

6- Prepare the Meeting

:bulb: Why this is a game changer:

The Smart Workflows take actions, and are working in sync with your team to handle tasks that would typically take hours of manual effort.

:movie_camera: Watch the full demo video:

I’m excited to share a video created by my awesome colleague @Kelsea_Lopez (maybe a future Forum leader :wink:).

Looking forward to hearing your thoughts and seeing how you could use AI Studio!


Arthur, Asana Expert and AI enthusiast :sparkles:
iDO Asana Partner: Services & Licenses

17 Likes

What’s the hold-up?? :smile:

2 Likes

Updates:
I’ve added a section " :wrench: All details and prompts"

(thanks @lpb for the idea :wink:)

2 Likes

Brilliant @Arthur_BEGOU !

1 Like

I know I’m a bit late to the game here with this being a few months old, but great use cases and information. The section you added with details and prompts is super helpful.

Hopefully my comment helps to bump this back up so that others can find it again or for the first time.

Thanks for sharing!

4 Likes

Thanks for the kind comment, @Samantha_O! I’m going to share this with other Ambassadors in Slack as well so everyone can leverage this amazing tips :star:

2 Likes

Thanks @Samantha_O for your comment :wave:
Really happy you found our content (with @Kelsea_Lopez) useful :wink:

2 Likes