Best Practices Gmail Asana Task Workflow

English Forum Ask the Community
, , ,
1

Hello Community,

I am considering moving over from Trello, but the one feature that keeps me in the Trello eco-system if the Sendboard “Email for Trello” Power-up. It essentially uses the Card (Task) Comment Feature as an email thread. With it, a new email comes in as a Card(Task) and then I can reply to the email right within Trello and any subsequent correspondence in that thread will be captured in the comments. Additionally, if a client starts a new email or another stakeholder on the same topic emails, I can merge that email into the original Card (task) and choose which thread I want to respond to… It keeps all the correspondence in with the Card without leaving Trello. I don’t have to flip over to my inbox and try to find different emails associated with a relevant task.

I have played around around with the Gmail Integration, but the functionality is not quite at the same level. I will say that handling emails in a native email app, is a better experience, but I am at a loss to come up with an efficient workflow in Asana that keeps all of the relevant correspondence with a Task together.

I would love to hear how Asana members are keeping email inflow and associated organized - ideally without copying and pasting!

Thanks,

Oliver.

3

Thanks @Ayush_kumar ! I have been using Trello for 10 years and realize that Asana is really more appropriate for bigger teams with all of it’s built in functionality. I am thinking there might be a Trello automation that could grab the unique Asana Task email to add a comment in Asana from an email created in Trello.

  1. Create a Zap that makes a new Trello Card every time I am assigned in a new Asana Task (Asana is my client’s tool of choice).
  2. In Trello, when a card is updated, send email to Asana task with new status.

This would be pretty easy, but I would need Trello to be able to grab the Asana task email address/ID. Where can I find that???

4

Hi @Oliver36 ! You’re on the right track with using Zapier to bridge Trello and Asana like that. To find the unique email address for an Asana task (which lets you add comments via email), you can:

1. Open the Asana task you want to connect.

2. Click the “More actions” menu (three dots) in the task’s top-right corner.

3. Select “Copy task email” — this copies the unique email address linked to that specific task.

You can then use this email address in Trello or Zapier to send emails that will appear as comments on that Asana task.

If you need to automate getting the email for newly created tasks, unfortunately, Asana’s API doesn’t expose task email addresses directly, so you might need a manual step or a custom integration.