Flowsana: workflow automation for your Asana projects

Thanks so much for that great feedback, @Steven_Talbott - very happy to hear you’re loving Flowsana!

Hi Phil,

I just signed up for your free trial. What I’m trying to do is a rule based workflow where when anyone is assigned to a task from any project, that task is added to a specific project. It looks like this can’t be done with tasks from any project. It has to be tasks from a specific project, which won’t work for me. Is that right?


Hi @James_Campbell,

Correct - at present, rules are project-based only. This is not a Flowsana decision but an Asana limitation - currently Asana’s programming interface works strictly at the project level.

However, the reason I say “at present” and “currently” is that there are some changes coming from Asana which may alter this dynamic and make it possible to set workflows at a team level, for example. I can’t say more about that just now, but “watch this space”, as they say.

Hi Phil,

I just want to say that this is a fantastic addition to Asana. Great work.

I’m using the trial right now and I’m starting to create quite a lot of rule based automations. I’m wondering if there is a limit to the amount of workflows we can have and if increasing the number of workflows slows down lag time. I did notice that when I performed two operations that trigger workflows at the same time, the automations did not happen at the same time. they were about 6-7 seconds apart, almost as if it processed one them one at a time.

Thanks, @James_Campbell, that’s great to hear!

If you have multiple rules defined for one project, then that means all of those rules have to be evaluated whenever a task in that project changes (or is added). The rules do need to be evaluated one at a time as there can be potential interaction between rules. So in that sense, the more rules in a project, the more evaluation/execution time for them all. But also, it’s not that simple of an equation as there are lots of other factors influencing execution time, including but not limited to: the time it takes Asana to communicate that there was a change to Flowsana; the time it takes to record a change from an external app in an Asana task, which is not an instantaneous process; the load on the Flowsana servers at that moment; Asana’s rate limiting which limits the number of activities an external app can perform within a certain time span.


Announcing Forms Support:
Automatically have due date and assignee set; Send email confirmation to submitter

Announcing a new Forms Support feature in Flowsana! With this set of capabilities, you can do the following:

Have an email notification sent to the form submitter

You can choose to have form submitters automatically receive an email confirmation, letting them know their submission has been successfully received. The email will contain the contents of their submission; in addition, you have the ability to enter your own desired Subject line, as well as any text you want to put in the email body above the submission information.

Have Start Date and/or Due Date set

Whenever a form is submitted and it creates a task, you can have the task’s Start Date and/or Due Date automatically set. These dates can be based on either the form’s submission date or on a date the user enters in a form field. And you can define a number-of-days offset as well.

Here are some examples:

This will set the task’s start date to 2 days following the form’s submission date.

This will set the task’s start date to 7 days prior to the date the user enters into the “Date Needed” field on the form.

Have the task assigned to a user

You can choose to have the task automatically assigned to a user. You have two options: you can select a specific user and always have the form’s task assigned to that user, or you can have the assignee set from a field on the form.

(The first of those options is already available as part of Asana Forms on the Asana Business-level subscription, but this makes it available to Premium users.)


Anyway to sign up for a demo?

Hi @Terra_Melia,

Thanks for your interest in Flowsana! If you can email a note to support@flowsana.net and describe a little bit about what you’re hoping to do with Flowsana, I will get back to you. Thanks again!

Hi @Phil_Seeman! I’m excited to discover Flowsana. I’m currently looking for a way to sync up 2 projects within Asana meaning if I update one, the other will be updated as well.

We are planning on using an Internal Project Tracker (for our team) and an External Project Tracker (for clients). I would like to avoid having to add the Internal Project Tracker to the client’s External Project Tracker so I’m searching for an alternate solution.


Hi @Ann_Lopez,

I’m not 100% clear on your goal… Are you looking to have a set of tasks where each task appears in both the Internal and External Tracker (i.e the same task would show in both projects), or you’re wanting the two Trackers to each have a separate list of tasks from the other but each task in the two lists would be a mirror of an equivalent task in the other and each “pair” of equivalent tasks stays in sync? Or something else which I’m not getting?

@Phil_Seeman thanks for responding. I was able to set up Asana rules to accomplish what I wanted.

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This is our biggest challenge to any of the forms and form integrations, (aside from auto creation of subtasks) - we are constantly creating new projects, including a new weekly project task list each week. Having a form (i.e. creative brief / job submission) that can be applied to an umbrella of projects, vs having to continually recreate the same forms… a MUST. Anymore news or solutions on this?

Hi @Christine_Andrews and welcome to the forum!

Afraid there is no news on this, it’s still necessary to recreate the form for each new project.

In case you’re not aware, Flowsana can definitely handle this via its rule condition “Add Subtasks from a Template”.

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Thanks you @Phil_Seeman thats great! My dream - personalized subtasks auto added from a form, w individual, dependent due dates :slight_smile:


I do not know if it is technically feasible but it would be a great feature to be able to use OR/AND operators in workflow rules?
If a task has custom field ‘Product’ set to a value of ‘Option A’ OR ‘Option B’ OR ‘Option C’, then assign it to ‘User A’.

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I’d be interested to know your solution because I have a similar problem - though it happens to be all within the same company. We’d like to have a project - brochure for example - with creative and proofreading reviews visible to the design team but not yet to the requester.

Yes, boolean operators in rules (that’s the geeky technical description of your request) is something I’m thinking about!

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Announcing a new Flowsana update!

The following new features are now live in Flowsana:

New rule action: Set task as Approval task

Now you can convert a task to an Approval as the result of a Flowsana rule being triggered. For example:

Rule update: Remove a custom field's value

Now when creating a Flowsana rule action to update a custom field's value, you can leave the value blank. When you do this, you're telling Flowsana to remove (i.e. blank out) the current value in that field.

Note that you can do this for any custom field type: drop-down list, text, or number.

Include weekend days in your workflow

By default, Flowsana skips weekend days when calculating shifts in dates and setting the adjusted date. Now when creating a workflow, you have the ability to tell Flowsana that it should not skip weekends for that workflow, and should include all 7 days of the week when calculating and setting dates. This is done by unchecking the Skip Weekends box when defining a workflow:


Improved performance for the "Add subtasks from a template" rule action

You should now see much less delay in Flowsana creating subtasks as a result of the "Add subtasks form a template" rule action. (This action has proved to be extremely popular, moreso than we were expecting!)

Previously, all rules triggering this action went into just one “queue” for processing, meaning you could potentially have to wait for a number of other users’ subtasks to copy before yours. There are now 16 queues instead of one, so your wait times should be vastly reduced if not eliminated altogther.


Hi i recently found your flowsana and have a rule setup to where it copies subtasks from a template to all new taks that are created in a project works really well and its somthing ive been looking at doing for a while now, my only question is that is there a way to edit a rule thats been created or not?

Not currently, sorry; you’ll need to remove the rule and add a new one. Rule edit capability is on the Flowsana development to-do list!