How to send an automated email to form submitter?

English Forum Tips and Tricks
1

I’ve seen this question asked a few times since 2023 but I don’t see an actual solution which is pretty disappointing and might determine if my company continues to use Asana for our workflows.
We’d like to have a rule set that when someone submits a request form and the approval status changes to “Rejected” the form submitter receives an email to their gmail account telling them their request has been rejected. Workflow should flow as:

  1. Internal employee fills out our departments request form
  2. We review the form and manually change the status to either greenlit or rejected
  3. If rejected the FORM SUBMITTER receives an automated email with a custom message informing them of the rejection.

Very basic and simple. I tested out the rule and it seems the only option is for the rule triggerer to get an email which seems pointless because the rule triggerer will always be my team and we don’t need an automated email confirming a task we’ve just done. I tested it with “task creator” and the rule doesn’t work/I get an error when the rule runs. It seems the functionality is there so I’m confused why there’s no option for “form submitter” or for “task creator” to be the person who submitted the form and therefore created the task vs asana auto email address. We get about 10-15 requests a day so having an automated response would be extremely helpful to our workflow. Is Asana doesn’t have this functionality please let me know so we can find a different project management software.

2

Hi @Lauren_Nicholas, welcome to the forum!

You can use the gmail integration for this! The rule would be as follows: When [custom field] is changed > check if [custom field] is “rejected” > Do this (external actions > send email. In the To section, you will select the + and select Custom fields. From there you can choose the email field connected to the form. Then add your generic subject and canned response in the body.

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3

Thank you for the detailed explanation. Exactly what I needed

2 Likes
4

Hi there,

Do we need to create a custom field with the form submitters email in order to send the email letting them know their request was rejected?

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