We recently migrated to Asana. Our old system had email responses built into the request forms for folks external to the system. The requester would receive a confirmation that their request was submitted and a notification when their job was completed. We receive a high-volume of quick turn requests, so we really need some automated way to notify folks their work has been completed instead of a manual email each time. Anyone find a workaround here? Or perhaps there’s just a feature I’m totally overlooking.
Yes, as @Emily_Roman mentioned, my Flowsana integration can do what you’re wanting.
Here’s what you would do:
First, create a Forms Support workflow for the request form, the critical part being to check the highlighted option to add the submitter as a Collaborator:
(You might also want to use the “Send email confirmation to the form submitter” functionality; Asana also sends a confirmation but it’s canned, whereas here you can customize the subject and body of the email that gets sent.)
Then, create the following Flowsana rule for the form’s project:
This is incredibly helpful, thanks @Phil_Seeman (and @Emily_Roman for the connection). I’m going to share this internally with the team. We’re in the higher education, so adopting integrations is never as easy as it should be But hopefully we can get the wheels turning soon. Thanks!
Phil, one question here: we’re trying to generate auto-responses for folks EXTERNAL to Asana. See Step 4 below.
Example:
Step 1: Client completes form submission.
Step 2: Client receives automated message noting receipt.
Step 3: Team completes client request. Team marks complete in Asana.
Step 4: Client receives automated message noting completion.
I’m in Flowsana now, but it seems like the workflow mentioned in your comment works only for folks who have seats in Asana. Correct? Again, thanks for the help here. Very much appreciated!
Being able to send to external email addresses is on the Flowsana roadmap, but not sure when it’ll get added. (It’ll work by being able to specify a custom field as a notification recipient, and then you can put the form submitter’s email address into that custom field as part of the form submission.)
I came across this trying to accomplish the same thing. I created an account to try Flowsana and tried to follow the workflow mentioned above. After creating the Form Support workflow, I do not get the options to select the conditions. I also do not see an option to edit the workflow once it is created under my Workflows.
I have a custom field in Asana that populates from the Submitter Email Address. I see that it may no be possible yet to select that custom field, but I can’t even see the trigger condition for the workflow.
In your case, you won’t need a Form Support workflow; you already have the submitter put into a custom field. You’ll only need to build a rule as shown in the second Flowsana screenshot above; but instead of “to the task’s followers” as shown above, you’ll select “to an address in a custom field” and you’ll select the custom field containing the submitter’s email address.
Thanks, that is simpler than I expected. I am still however, running into a hiccup. I must be missing something, as it does not allow me to click the button to activate the flow.
My greater hope would be to have the submitter automatically (either through Flowsana or Asana rules) added as a collaborator/guest on the task, but that doesn’t appear to be possible yet in an automatic manner.
thank you!
