We have set up forms for a couple of projects for our clients to submit work requests but none of our team are receiving email notifications about new tasks as they come through. We are only receiving ‘asana inbox’ notifications which we don’t see on a regular basis. We have all our email notifications turned on but are barely getting any notifications. Is there a way to set this up so that new submissions from forms sends email notifications?
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Hi @Megan_Griffin, welcome to the Community Forum and thanks for reaching out!
In order to receive email notifications each time a form is submitted and a task is added to the project, you’ll need to add a specific user as the assignee of all form submission tasks. This user will be notified by email every time a new form is added to the project.
I recommend you checking this thread where the community members shared more tips: No Email Notifications for Forms? - #9 by Phil_Seeman
I hope this helps!
We need all users in a project to be able to receive notifications, not just a single assignee. How do we accomplish this?
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With all of my forms, if I have notifications for new tasks in a project, I’ll get notifications for the tasks created by form submissions. If your project has a mix of form submissions and manually created tasks there’s no distinction. You could have the project with the form auto-add tasks to another project using rules to separate tasks based on origin.
You could get fancy and use the API to trigger emails out, but I wouldn’t recommend that approach. It will be hard to maintain and there are better ways within Asana to be notified.
I usually enable notifications for myself on a new form so I can keep an eye on things as it goes live, make sure the team is aware of the submissions, etc. Eventually I’ll usually take myself off since I’m not managing the responses day to day, but that’s just me.
@Jessica_Burnie1 if you have access to Rules you could set a trigger for new tasks (via Form entry) to add a comment to those tasks (as the action). This comment could at-mention each of the users you want to make aware of the new entry. This would send them each a notification.
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Appreciate the response and the idea! The main issue we’re having is using the form as a “time is of the essence” project request form. Asana’s tendency to batch email notifications means that even setting up a rule (we set one up to add the entire team as followers to every new task) doesn’t allow instantaneous notification of a client task request.
Unfortunately until we find a more ideal route we’re likely going to switch back to the Wufoo/Asana integration since it affords us the option to email alert the entire team of the filled out form immediately without forcing everyone to be followers/tagged in every task.
@Jessica_Burnie you might also consider Flowsana. I believe @Phil_Seeman’s tool would help address what you are looking to accomplish!
Thanks for the mention, @LEGGO.
Yes, @Jessica_Burnie, you could use a Flowsana rule to have all of the task’s followers notified via email right away whenever a new Asana form is submitted
@Jessica_Burnie A simple solution might be to create an email list in your email server and all project members as members. Then have the form assign the task to email list which would result in everyone getting notified.
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