Flowsana: workflow automation for your Asana projects

#1

Flowsana is now available!

What is Flowsana?

Flowsana is a service, specifically created for and integrated with Asana, which provides a number of automation capabilities for your Asana projects. You can sign up for a free 30-day trial subscription at https://flowsana.net.

More specifically, Flowsana consists of three different types of workflows that you can apply to any of your projects.

Auto-Adjust DueDate-Based Workflow

This type of workflow is simple: If you change the due date of a task in the project, and that task has dependent tasks, the start and due dates of all of those dependent tasks will be automatically shifted the same number of days that you moved the initial task. And it takes weekends into account, so a shifted task will never end up starting or ending on a weekend.

Here’s an example of an Auto-Adjust workflow in action:

autoadjust_workflow

In addition, when you put a project under this type of workflow control, you have the option of choosing “Treat Subtasks as Dependent Tasks”. If you choose that option, then the above rule also applies to subtasks; i.e. if you change the due date of a task in the project and that task has subtasks, then the start and due dates of all those subtasks will be shifted the same number of days that you moved their parent task.

Dynamic Duration-Based Workflow

This type of workflow lets you have projects where rather than setting specific due dates on tasks, you instead set a duration for each task, defining how long it will take to complete each task. You can optionally also set a lag time for a task; this indicates there should be a delay between the end of a previous dependency task and the start of the task which depends on the previous task.

You then set a start date for the overall project. When you do, Flowsana automatically sets the start and due dates for all tasks in the project.

You can also set or change a start date for a particular task, and Flowsana will adjust the start and due dates for all of its dependent tasks.

You can see an example here - once I set the project start date, Flowsana fills in all of the task dates for the project:

dynamic_workflow

Rule Workflow

This type of workflow is comprised of a condition and an action, otherwise known as an If-Then Rule. This allows you to automate a large number of behaviors on your Asana tasks, such as moving them, associating tags, setting custom fields, assigning to users, etc. Here are the currently-available conditions and actions:

Here are just a few examples of the type of behaviors you can automate with If-Then Rules:

If a task is moved to the Completed column, mark it complete.

If a task is marked complete, move it to the Completed column.

If the Priority custom field is set to Urgent, assign the task to Mary Smith.

If it’s a new task, assign it to John Wilcox.
(This provides the ability to automatically assign all new tasks in a project to you.)

If a task is tagged with the Active tag, add it to the Marketing Activities project.

If a task is moved to the Urgent Tasks column, set its Priority custom field to Pants On Fire.

Here you can see in action the rule, "If a task is marked complete, move it to the Completed column":

rule_workflow

How do I get Flowsana?

Sign up for Flowsana at https://flowsana.net.

You can also learn more about it in the online Flowsana Knowledge Base with detailed information on how it operates.

I hope you’ll try out Flowsana and see how it can make your use of Asana more efficient and productive!

9 Likes
Due Dates for Templates
Template tasks showing for users
Overdue Task Notification
New Custom fields notification feature- feedback
Custom Fields with Default Values
Tasks, Subtasks, Dependancies, and Timeline View
How can I get some help with some questions?
Custom Templates HELP
Schedule without dates?
Auto generated task due dates based on project due date
Make "complete" button move story to complete column in board
Later (Dependency) Task Due Date based on by Completion Date of Earlier Task
Meet our new Task option Menu
Boards - Automatically move completed tasks to the "Completed" column
Board column assignments
Is it possible to have a default due time for every new task (so I always have tasks in my calendar and not in the top bit without a time)
New workflow automation solution is available
Changing project from list view to board view
Removing the tasks of a template from My Tasks
Checkmark vs "Done" Column
New workflow automation solution is available
Project Templates- Dynamic Due Dates (T+)
Auto-Populate a Project Date Range
#2

Congrats @Phil_Seeman looks great and am sure there will be lots of interest…

Jason.

1 Like
#3

Thanks very much, @Jason_Woods!

And this is only release 1.0 :slight_smile: - I have lots more planned, like automated processing involving subtasks and other good stuff.

2 Likes
#4

Congratulations, @Phil_Seeman!
Your product is really amazing! I use it in production already and the feedback of my team is great!
In my opinion, Flowsana is really the missing part of ASANA.
I love the fact that, once you establish a good structure of the project (dependency, duration, lag-time), the schedule of the project is created automatically, but, more than that, I like a lot how al the necessary adjustments, based on the implementation data gathered during the project (e.g. completion date of tasks) are taken into consideration dinamicly.

1 Like
#5

Thanks so much, @Simion_ILIE - I really appreciate the kind words, and happy to hear that you’re finding Flowsana valuable!

1 Like
#6

FLOWSANA NEWS UPDATE - New Features and More!

I’m happy to announce the addition of two new rule actions, and some performance improvements and bug fixes…

New rule action: Email Notifications!
Users can now receive an email notifying them whenever any rule condition is met. You can get notified when a certain tag is added or removed from a task, when a custom field is set to a particular value, and much more. You can choose to have notifications go to the task’s assignee, to all task followers, or to all members of the project. Check it out in If-Then Rules.

New rule action: Move to Project
Another new rule action was recently added to Flowsana: Move to project. This is a close cousin of the Add to project action that already existed. Now, though, you can choose to move a task out of the current project and over into a new one, based on the results of any condition. Move to project is now live in If-Then Rules.

Performance improvements and squashed bugs
Flowsana depends on the Asana API (“application programming interface”) to do its thing, and as a result is subject to certain limitations in performance. Having said that, I’m committed to improving Flowsana’s performance and speeding it up wherever possible. This will be an ongoing effort and you can expect to see incremental gains over time.

Recently some internal changes were implemented as a first step toward this goal. Your mileage will vary based on a number of factors, but you should in general see improvements of 15-20% in speed and response time to Asana changes.

Additionally, I’ve been busy finding and squashing bugs, and a number of those have been resolved in the past week or so. If you previously found that Flowsana did not do what you expected it to do, please first do a full refresh (by clicking the Refresh ALL Asana data option on the Add Workflow page of the Flowsana website) and then try your workflow again. And if you have any questions or issues at all, please don’t hesitate to write to support@flowsana.net.

3 Likes
#7

Hi Phil
Congratulations on creating this. We’re about to upgrade our Asana account so will be candidates for this.

One function that would be super useful to us would be to have the subtasks of a task populate based on a selection made in a custom field. e.g. if we change Content Type to Blog Post, the subtasks related to Blog Post are added to the task automagically. Kind of like a template that gets created on the fly. Is anything like that on your roadmap at all?

#8

Hey Phil, great integration! Question for you- can you setup flowsana workflows and then save that Asana project as a template and the flowsana workflows will save and apply when the template is used to create a new project?

#9

Hi @Brett_Jarman ,

My apologies, I missed this question you had asked previously. Question for you: would the subtasks you refer to already exist as subtasks of the task and you just want them assigned to the project; or if not (and I think you meant they would not), where would you envision those subtasks to be living such that Flowsana would know to add them to the task as new subtasks?

I have some ideas here but wanted to pick your brain as to what you have in mind.

#10

Hi @SavvyHeather,

Currently, after you create a new project from the template, you then need to go to the Flowsana website, refresh your projects list, then add that project under workflow control. It only takes a few minutes for that process but I realize it’s an extra step.

Coming in hopefully a month or so, there should be a much more streamlined process available, where this extra step will not be required!

1 Like
#11

Hi @Phil_Seeman. Thanks for the reply.

Ideally, Flowsana would know to add them to the task as new subtasks.

The first scenario you mentioned wouldn’t work for us as the sub tasks would change depending on what gets selected as the Content Type.

Having said that if Flowsana could do both that would be ideal - i.e. create the subtasks then assign them to the project. And if she could create and maintain predetermined dependencies at the same time that would change Flowsana to Nirvana for us :-).

Look forward to hearing back on this.

#12

Yeah, that’s what I figured you meant. Your comment of “Kind of like a template that gets created on the fly” was spot on in terms of a description. It would really be a “subtask template”.

I’ve given some thought to adding “task templates” as a Flowsana feature, and “subtask templates” would just be a variation on that theme, so to speak. I don’t want to promise anything at the moment but I will give it some serious thought! I definitely see the value you’re pointing to.

1 Like
#13

Good to hear @Phil_Seeman.

The task templates sound like they might be useful as well. What will the features be of that?

#14

Still too early to say. :slight_smile: I haven’t settled on an implementation yet, it’s just in the idea stage at present.