How AI Studio Agents are saving us hours in Asana ⏳

[Arthur_BEGOU]

Hi Asana users and AI enthusiasts

At iDO, we’re a team of Asana consultants, and Asana is at the heart of everything we do. We rely on it to manage our meetings, streamline marketing efforts, content creation, and even run our entire CRM & Sales workflow efficiently.

In 2025, our Goal is to reach a new level of efficiency with the help of AI Studio and I have to say the first results have been already quite impressive!

Over the past months, with my fantastic colleagues @Bastien_Siebman, @Kelsea_Lopez and @Julien_RENAUD we have implemented multiple AI-powered Agents to streamline our internal processes.
And to see if we are on the right track, we have started to evaluate the real impact of these AI teammates—not in financial terms (yet), but in terms of time saved first.

Sharing is caring
Below is a detailed breakdown of some of the AI agents we’ve used - how much time they’ve saved us, where they’ve added value and even the exact prompts we use, complete with screenshots!

AI-Powered Agents at iDO

Basic Automations

#1 Standardize Task Titles

Function: Standardizes naming conventions for certain items, improving clarity and consistency across projects.
Problem Solved: In the context of one of our key project (the Asana Roadmap we follow carefuly), we want to make sure of the naming consistency. AI automatically renames items according to predefined rules.
Time Saved: Medium
Monthly Gain for the team: 60 min / month

See screenshots

See the associated prompt

> The project contains features we are tracking. Each task is named after a feature. Here's how a task name is built:

1. an emoji “”
2. a “status emoji”
3. an “impact emoji”
4. an “AI emoji”
5. a blank " "
6. the feature name

When the “release status” field changes, we want to update the task name and replace the existing “status emoji” with the correct one.

Here are the different possible options for the “release status” dropdown, and the emoji to use.

1. A/B Test in progress →
2. Beta test →
3. Planned or rolling out →
4. Secret →
5. Unknown → no “status emoji”
6. Considered →
7. Cancelled (back-pedal) →
8. A/B Test finished & not shipped →
9. Launched 100% →
10. no value → no “status emoji”

If the “ Impact” field value is “ Minor (not tracked)”, then the “impact emoji” added is . Otherwise remove it. Also we only want the “impact emoji” if the “release status” is “A/B Test in progress” or “Planned or rolling out”. or “Unknown” or no value.

If the task has a tag named “ AI” then the “AI emoji” added is . Otherwise remove it.

#2 Status Update Standardization (with Asana Smart Status)

This use-cases leveraged the feature Smart Status (not AI Studio)
Function: Standardizes engagement status updates across projects, keeping teams aligned.
Problem Solved: Our Clients’ projects updates were manually inputted and often inconsistent. AI now ensures uniform updates across all projects and for all iDO consultants.
Time Saved: High
Monthly Gain for the team 200 min / month

See screenshots

See the associated prompt

### 📜 Project Status Update - Version 1.2

This prompt is the Version 1.2 - make sure that’s the correct one in the prompt name: Project status update on Strategic Clients - version 1.2 or copy the new version from the task linked.

Key Information

• Start with the project/client name in bold or H2.
• Mention key stakeholders if relevant.
• Include 3 main points about the project’s current state.
• If a major milestone/session was scheduled during this period, mention it: “The engagement kicked off on {date}”
• End this section with: “For more details, see the following sections ”

Licenses (if applicable)

• List any updates related to licenses, renewals, upgrades, or unpaid invoices.
• Mention upcoming renewals or required actions.
• If no updates, skip this section.

Support (if applicable)

• Summarize actions, ongoing tasks, and outstanding issues.
• Include hours remaining (if tracked) in active support packages.
• Highlight any scheduled sessions.
• If an invoice is unpaid, mark it with

Next Steps

• List 2-4 key recommended actions.
• Address any risks or urgent follow-ups ().
• Keep sentences short and actionable.

General Guidelines:

• Keep all information clear and structured.
• No task links, just concise summaries.
• If no relevant updates in a section, exclude it.
• Arrange items chronologically for easy reading.
• Use relevant emojis to highlight key details (e.g., for quotes, for sessions, for risks).

Title format: Use the date of the update.

Information Organization

#3 Alfred – Clean Up Dictated Tasks

Function: Automatically processes and refines tasks dictated (voice) through the iOS app, ensuring they are structured, clear, and categorized properly.
Problem Solved: Dictated tasks often contain unnecessary words, lack structure, or need prioritization. AI improves task clarity and categorization, making tasks actionable and well-organized.
Time Saved: High
Monthly Gain for the team 100 min

See screenshots

See the associated prompt

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#4 Consolidate Information in Our Large Knowledge Base

Function: Identifies and consolidates key features across multiple knowledge sources, making information retrieval easier.
Problem Solved: Previously, searching for specific features in large knowledge bases was time-consuming. AI automates and structures the process.
Time Saved: Low
Monthly Gain: 30 min

See screenshots

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Asana as a CRM

#5 Triage Contact Form Incoming Requests

Function: Automatically categorizes lead form submissions based on urgency and type, ensuring rapid and accurate responses.
Problem Solved: Previously, form submissions were manually sorted, leading to delays. Now, AI prioritizes and routes them instantly.
Time Saved: Medium
Monthly Gain for the team: 60 min/month

See screenshots

See the associated prompt

You receive contact requests from our website. Each task contains a message from someone who wants to get in touch, and we need you to assign the right team member depending on what the person is asking.

1. if this appears to be a lead speaking English, you can assign to @Kelsea
2. if this appears to be a lead speaking French, you can assign to @Celio
3. if this appears to be an existing client, you can assign to @Jeanne
4. if this appears to relate to API, tools, tokens, Asana Pulse… you can assign to @Bastien

Then post a comment explaining the assignment following this example:

“This contact request was assigned to you because you seem to be the best fit within the team. If this is not a lead, make sure to delete the subtask. Otherwise, remember to work in the parent task as soon as it is created by Julie.”

And also make a suggestion for an email to use to answer.

Make that email suggestion short and dynamic professional style.

#6 Enrich Leads with Industry and Size

Function: Extracts and enriches lead information based on company industry and size, providing valuable insights for sales teams.
Problem Solved: Instead of manually researching each lead, AI provides instant enrichment, improving decision-making and outreach efforts.
Time Saved: Medium
Monthly Gain for the team: 40 min/month
One-time Cleanup: 1000 min

See screenshots

See the associated prompt

You

You are an expert of the companies from all over the world.

And you will assess the industry of a company based on multiple information, as well as its Size.

The important information to be taken into account to identify the company

1. The task name contains the company name (ex: if task name is “ Coca Cola [5S][O]”, that means the company is “Coca Cola”)
2. The Custom field “ Domain” contains the company website domain

What you do:

1. Based on this information, and all the relevant data you can find:
2. identify the company industry by changing the field “ Industry”
3. identify the Company size by changing the field “ Size”
4. Amend the task description in a section at the end called “AI Activity feed” or “Fil d’activité IA” with the values you picked OR explain you couldn’t find those values. Write a kind of notification of your action, in a bullet point list. And don’t delete the previous notifications, to create a thread of notifications in that description section.

If you don’t find anything sufficiently relevant, change the field “ Industry” to the option “Unknown - Misc”; and the field “ Size” to “Unknown” and say you couldn’t find anything in a comment.

#7 Extract Information from Uploaded Documents (Like Invoices)

Function: Extracts and organizes subscription dates from documents like invoices & expenses, reducing manual input.
Problem Solved: Finance teams no longer need to read invoices and manually input values, AI automates this crucial task.
Time Saved: High
Monthly Gain: 100 min

See screenshots

See the associated prompt

Document Processing Assistant - Generic Version

You are an assistant helping a company process documents related to time-bound agreements. Each document contains a start and end date, which need to be extracted and stored correctly. The task triggering this process represents an invoice or related document.

Your Responsibilities:

1. Find the relevant document

• The task may contain no documents, one, or multiple attachments.
• Identify a document where the filename begins with a year (e.g., “2021”, “2022”, …, “2026”, or “20”).
• If no suitable document is found, create a subtask and update the verification field to “Document needed”. Otherwise, update it to “Extraction done, no analysis”.

2. Identify the date format

• If the document contains an address indicating the United States (mentions “US”, “USA”, or “United States”), assume the date format is MM-DD-YYYY.
• Otherwise, assume a DD-MM-YYYY format.
• Ignore bank addresses at the bottom of the document.
• If unsure about the format, note this in the task description.

3. Extract the start and end dates

• Locate the section labeled “Period (*)” or “Période (*)” at the top of the document.
• The first date is the start date, and the second is the end date.
• If no dates are found, document the issue in the task description and create a subtask.

4. Update the date fields

• Store the start date in the field Start Date.
• Store the end date in the field End Date.

5. Report issues and reasoning

• If any issue arises (e.g., missing document, unclear date format, unreadable data), describe it in the task.
• Summarize findings, including the extracted dates, identified format, and reasoning behind your choices.

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Asana for marketing

#8 Translate Content Automatically [Asana for Marketing]

Function: Translates and adapts marketing content for different regions, eliminating language barriers and manual translation work.
Problem Solved: Ensuring content consistency across different languages and markets required external tools and manual adjustments. Now, AI automates the process efficiently.
Time Saved: High
Monthly Gain for the team: 100 min/month

See screenshots

See the associated prompt

We are an Asana consulting firm, we publish a lot of content online. Our tone is light, fun and informative.

You are a translation bot. In the task description you’ll find a social media post, written in English, and you should share a French translation as a subtask for us to review. The task title has to be translated as well, it will be the post title.

Make sure to translate the “we” to “nous” in French, and not “on” as this would be too casual for our taste.

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Summary: Total Time Saved

AI-Powered Agent	Time Saved:	Total Time Saved
Standardize Task Titles	Medium	60 min/month
Status Update Standardization	High	200 min/month
Alfred – Clean Up Dictated Tasks	High	100 min/month
Consolidate Knowledge Base	Low	30 min/month
Triage Contact Form Requests	Medium	60 min/month
Enrich Leads with Industry and Size	Medium	40 min/month + 1000 min (one-time)
Extract Data from Uploaded Documents	High	100 min/month
Translate Content Automatically	High	100 min/month
TOTAL		690 min/month = 11,5h

Key Takeaways

The impact varies based on workflow frequency, but AI proves to be a valuable time-saver!

We are a relatively small team (about 15 people) but the bigger your operation is, the more time you can save.

We’re just getting started with AI-powered teammates— and more workflows are already being tested

In that first analysis, we haven’t calculated the complete ROI. This would be based on our cost of work as well as the costs saved, like “software costs” (when AI Studio replaces a 3rd party paying subscription), or the additional business opportunities created by those workflows.

Looking forward to your thoughts and feedback!

PS: feel free to “steal our prompts”, use them, improve them, and share your progress here

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Arthur, Asana Expert & AI Enthusiast

iDO - Asana Partner: Services & Licenses

[Vanessa_N]

Wow, @Arthur_BEGOU, this post is incredible!!! It’s clear you put so much thought into this! I don’t have enough emojis to express how impressed I am!

It’s mind-blowing that your team is saving over 11 hours per month (more than a full workday) with the AI agents you’ve set up! This really shows how investing time in building smart workflows can quickly lead to huge time savings and more standardized processes.

Huge thanks for sharing your prompts and screenshots with the community, making it so much easier for others to “steal” them! (I really hope they do and achieve the same amazing results!)

Well done @Bastien_Siebman, @Kelsea_Lopez, @Julien_RENAUD, and the entire team!

[Arthur_BEGOU]

Thanks for your nice comment. I’m supper happy you find it useful.

And that’s just after a few months of using it - so many more processes to optimize with Asana AI

[Bastien_Siebman]

And we are a small team, imagine the impact of AI Studio on a big company

[Von_Apparatus_Quo]

Love this, @Arthur_BEGOU - thanks for sharing!

We here at Apparatus Quo downunder have been exploring AI Studio too, and are loving the sharing of ideas and prompts (its sharing - not stealing )

As Head of Asana Services and Strategic Accounts, my days are full with client meetings and workshops, so meeting preparation and outputs are absolutely KEY for me. As such, I’ve built my own little Agenda Annie and Follow Up Frankie to help with my process.

Agenda Annie kicks in as soon as our Workshop is scheduled, understands the purpose based on the name of the workshop, context from client information shared in related tasks, and creates an agenda ready to be shared with the client 2 weeks ahead of time.

See screenshots of the output

After the workshop, I capture the Zoom AI Summary, recording link, and transcript (sometimes Zoom AI is too summarised for my liking), and drop that into the same agenda task. Once I’ve ticked that off, Frankie comes to the rescue

Follow Up Frankie then tailors me a great follow up email capturing key discussions, decisions, ah-ha moments and insights, and outlines our next steps along with any additional resources that might come in handy. Thanks, Frankie!

Screenshot of output

Client names redacted

Where’s the cheese?

Its a bit of copy-paste at this point, but saving me a good 20 mins per workshop (verging on nearly 2 hours a week in saved time).

Would love to hear any suggestions the folks here might have to improve efficiency and reduce the copy/paste!

[Arthur_BEGOU]

Hey @Von_Apparatus_Quo

Thanks for the great addition. “Agenda Annie” and “Follow Up Frankie” seem to work great.

Can you please clarify part are you still copy/pasting exactly?

Some suggestions already:

1. The Zoom summary into AI Studio can be automated if you follow that great post 💡 No missed next steps: Automate meeting summaries with Zoom + AI Studio
2. Sending email can be done automatically via the Gmail/Outlook add-on (you should have a manual step before to make sure you are ready to send it)

[Von_Apparatus_Quo]

Amazing - great suggestions, @Arthur_BEGOU I’ll check out the Zoom link (and explore the email send for Outlook)

[Arthur_BEGOU]

@Von_Apparatus_Quo

This is how to send email in your rules with Outlook.

In the previous step of your workflow, you need to store the email content in the description or in a text field; that you will then use as a variable in your Outlook integration configuration
This is what it looks like with Gmail

Hope that helps

[Rashad_Issa]

I just saw this post!
@Arthur_BEGOU WOW WOW WOW!

A brilliant post. Thank you so much for the very carefully crafted details. Brilliant user cases.

THANK YOU!!

[Arthur_BEGOU]

Thanks @Rashad_Issa
Much appreciated

[Michelle_A_Dunkley]

Wow - so much information in one post. Thanks for walking us through exactly how you’ve implemented into your day-to-day. Really helpful!