Flowsana: workflow automation for your Asana projects

Hi @Giorgos_Noulikas!

Not yet, sorry. It’s not ready for release yet, not sure when we’ll be able to do that.

I can’t believe I’m just seeing this now. Great work, @Phil_Seeman!

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Thanks very much, @Marquis_Murray!

More good stuff coming soon! :slight_smile:

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Announcing some new enhancements to Flowsana; these new features are available now!

Automate your subtasks

When creating a new workflow, you now have the option of selecting to include subtasks in that workflow! These subtasks do not have to be attached to the project to be included in the workflow automation, as was previously the case.

This option is available via a new checkbox you’ll see when you create a workflow:
"Include subtasks" option\ 558xauto
For an Auto-Adjust workflow, this option means that you can set subtasks as dependent tasks and give them start/due dates, and those subtasks will have their dates adjusted just the same as Flowsana adjusts the dates of top-level tasks.

For a Dynamic Duration workflow, this means that you can set subtasks as dependent tasks and give them a Duration (and optionally a Lag Time and/or Assign To), and Flowsana will adjust those subtasks just the same as it adjusts top-level tasks.

For an If-Then Rule, setting this option means that the rule will be evaluated, and run if the trigger condition is met, for all subtasks in the project in addition to its top-level tasks.

Custom email notifications

Flowsana has a “Send an email notification” rule action. Previously, the content of the notification email was fixed; it indicated what change occurred that caused the rule to be triggered.

While this email format is still available as a default, you now have the ability to override it and specify your own email subject and/or body! Even better, you can use Flowsana’s variable substitution feature to further customize the email.

Here’s an example of what the new option looks like when creating a rule with the “Send email notification” action:
Custom email notification\ 588xauto

Powerful quick task entry

Previously, Flowsana’s Hashtag Automation workflow only operated on a task’s Description field. Now when you create a Hashtag Automation workflow, you have the option of having it operate on the task Name. Here’s what the new option looks like when you create a Hashtag Automation workflow:
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In addition, when it processes hashtags on the task Name, it strips out the hashtags after it processes them.

What all of this means is that Hashtag Automation is now a powerful way to quickly set various properties on a task simply by typing them at the end of the task’s name, without having to use the Asana web or mobile interface to separately set each property. Flowsana will set all of them and then will remove them from the task name, leaving it clean.

What can you set on a task using Hashtag Automation?

  • The due date
  • The assignee
  • The section it gets added to within the project
  • Any number of tags
  • Any number of additional projects

See the Hashtag Automation documentation to learn exactly how to use it.

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Anymore Phil and Asana will just buy Flowsana :wink:

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Excellent update, @Phil_Seeman–three really nice additional features there!!!

Thanks,

Larry

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We’ve added some more new features to Flowsana!

More flexible subtask options

Recently we introduced the ability to process subtasks along with your top-level tasks.

Now you have an additional option for a workflow to apply to only subtasks.

When you create a workflow, you’ll now see this set of options to choose from:
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You can read more about this option here.


Insert dates into task fields

Flowsana has a feature called “variable substitution” that allows you to insert data from your tasks, sections, and projects into a task’s name and/or custom fields. (This feature also allows you to create unique short IDs and links for your tasks.)

We’ve expanded this feature to support various date fields. You can now insert any of these dates into your task names and custom fields:

  • Start date
  • Due date
  • Completion date
  • Creation date
  • The current date; i.e. today’s date

In addition, you can choose the format you want Flowsana to use: mm/dd/yyyy, dd/mm/yyyy, or yyyy/mm/dd. You can also set the delimiter character to use, so you can have dates like 12/23/2021, 04-12-2021 or 23.07.2021 - or no delimiter at all, like 20210519 which is good for sorting purposes.

You can read more about this capability here.


Insert information from parent tasks into subtask fields

Following on the heels of the date enhancements above, we’ve also expanded the “variable substitution” feature in another way: you can now insert any field from a subtask’s parent task.

For example, whereas using a variable substitution of {task.Request Stage} will insert the value of the “Request Stage” custom field from the current task, using a variable substitution of {parent.Request Stage} on a subtask will pull the value of the “Request Stage” custom field from its parent task.

You can read more about this capability here.


Expanded information in your workflows list

The Flowsana web portal displays a list of all of your existing workflows.

Previously, while it displayed some information, like the details of your If-Then Rules, it did not display other information; for example, once you created a Forms Support workflow, there was no way to see the settings of that workflow.

We’ve expanded the descriptions available in the workflows list, so you can now see ALL of the settings and options that you’ve defined for ALL of your workflows.

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Great set of additions…as usual, @Phil_Seeman. Bravo!!

–Larry

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@Phil_Seeman Is it possible to create a rule based on a multi-select custom field type using Flowsana? This is related to the thread started here: Create rule/automation upon custom field selection to add to another project

Not yet; we haven’t yet added support for multi-select custom fields. As you know, they’re sparkling new! It’s coming…

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@Phil_Seeman I have been looking for a solution to the inability to tag a parent task and have the sub tasks also be tagged. Is this something that Flowsana can help with? How would I go about making that happen?

Hi @Jennifer_Steckl,

No, sorry, Flowsana doesn’t currently have any automations to do this. Will definitely keep your request in mind for the future!

Introducing... The new Flowsana app


Since its inception, Flowsana has had its own web portal, located at flowsana.net, and that's where one goes to create and manage one's Flowsana workflows.

Asana has now introduced a new feature, called App Components. This feature allows third-party applications to present themselves in certain specific locations within the Asana interface itself. Pretty cool!

One of these locations is in the Asana rule builder; specifically, Asana now allows third-party behaviors to be chosen as actions in Asana rules.

We are proud to announce that Flowsana is now available in the Asana rule builder, as one of just four third-party applications involved in the initial launch of App Components. All of the unique capabilities of Flowsana rule actions can now be incorporated directly into your Asana rules, right within Asana, without ever having to visit the Flowsana web portal!

Note that this feature has just entered a public beta phase, so there may be some glitches as we and Asana work out the kinks in this exciting new capability. Please contact Flowsana support if you encounter any issues.

Also note that it does require access to custom rules, which means you’ll need an Asana Business or Enterprise subscription. For those at the Basic or Premium Asana subscription level, the Flowsana web portal will always be available for you - it’s not going anywhere.

Lastly, note that this doesn’t involve any changes in terms of Flowsana accounts and billing - a Flowsana rule action used in Asana is treated the same as if you built that rule in the Flowsana portal.

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This is SO exciting! I was just updating some rules on a few projects, and came across this – so much easier than going over to the web portal to make updates! One question - does this mean that all Asana users in my org will have access to creating rules with Flowsana now that I’ve connected it? Thank you!

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Bravo, @Phil_Seeman and Flowsana–excellent work!!!

Larry

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Hi @Jaqueline,

Glad you like this new feature!

Yes! The only criteria is that your Asana account will need to have access to any projects, custom fields, etc. that they use in a rule action. If not, then when they go to save the rule, Asana will prompt them to connect to Flowsana to make their own account. (If they do create a Flowsana account, it will be automatically linked to yours so it’s not like they will have some separate additional unconnected subscription or anything like that.)

Hi Phil. Can Flowsana assign a unique number to each task in Asana and put it at the start of the task name?

Yes it can!

To do that, you’d create a rule that typically looks like:

If a new task is created, then modify the task’s name to {task.ShortId}. {task.Name}

This feature takes advantage of Flowsana’s Variable Substitution capability.

Support for multiple forms per project


I'm pleased to announce that Flowsana's Forms Support workflow now supports multiple forms per project, a feature now available to Asana Business and Enterprise customers.

Now when you create a new Forms Support workflow, you’ll see a dropdown list of the forms in the selected project, and you can choose the form to which this workflow applies:

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If the form is exactly the same, you can create a project template that includes the form (and any rules/workflows that you need recreated as well). Then when you need to create a new project, use that template. It will automatically recreate the form for you.

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