Microsoft Teams Transcript -> Copilot -> Asana Tasks

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1

Hello:

I am attempting to create an automated and customizable workflow that:

  • Takes a transcript from a Microsoft Teams meeting, and
  • Applies a Copilot agent/prompt to summarize and format in a particular way, and
  • Parse out the tasks and send them to Asana

I haven’t seen this yet. I figure this should be standard fare at this point in terms of getting Asana to really work well within the Office 365 environment to drive productivity. Big use case.

If someone has this figured out, please let me know!

2

From Perplexity:

Automate task capture from Teams meetings into Asana: 2 primary, low-friction approaches

Main takeaway: The simplest, most automated approach today is to use Teams’ native Meeting Notes (Loop) + Microsoft 365 Copilot to extract action items in-meeting and drive one-click creation of Asana tasks via the Asana app in Teams or a Power Automate flow. For stronger “no-touch” automation after meetings, add a Power Automate flow that listens for Copilot/Loop outputs or specific meeting artifacts and auto-creates tasks in Asana with project/assignee logic. Asana’s new Smart Chat in Microsoft 365 Copilot and the Asana Copilot connector enhance discovery and follow-up, but the actual task creation still hinges on Teams apps and/or Power Automate flows today.learn.microsoft+6

Below are two recommended patterns, prioritized for automation and simplicity.

Option 1 (fastest to deploy): Teams Meeting Notes (Loop) + Microsoft 365 Copilot for action items + Asana in Teams for one-click task creation, optionally with a light Power Automate assist

What it does

  • During the Teams call, use “Meeting notes” powered by Microsoft Loop to capture agenda, decisions, and action items collaboratively in real time. Copilot can propose and refine action items live. After the call, the meeting recap persists and the Loop page is stored under the organizer’s OneDrive “Meetings” folder and can be added to a Loop workspace for ongoing access and collaboration.youtube+1learn.microsoft

  • In the same meeting window or associated channel/chat, use the Asana app for Teams to quickly turn marked action points into Asana tasks without leaving Teams. This lowers friction and keeps context intact.creospark+1

  • Optional: Add a simple Power Automate flow that watches a designated “Action Items” Loop checklist or tagged message in the meeting chat, and when a new row is added or a message is flagged (e.g., “/task” or a Teams message action), it creates a task in Asana automatically with project, assignee, and due date mapping via the Asana connector.learn.microsoft

Why this is the easiest baseline

  • No new vendor beyond Microsoft and Asana, and no custom code. It uses features users already see in Teams meetings (Meeting notes, Copilot) and the official Asana Teams app.asana+1youtube

  • Copilot helps extract action items in real time, minimizing manual typing. Asana’s Teams app turns those into tasks with minimal clicks. A basic Power Automate rule can capture items you consistently format or tag (e.g., any bullet with “[AI]” prefix becomes a task).youtubelearn.microsoft+1

Setup steps (high level)

  1. Standardize meeting capture:

    • Enable Meeting notes and Meeting recap in Teams. Confirm Loop meeting notes are available for organizers and participants; ensure users understand where notes live in OneDrive/Loop workspaces and how to add a meeting’s notes to a Loop workspace for continuity.youtube+1learn.microsoft

    • Encourage Copilot usage in the call to generate “Decisions” and “Action items” sections automatically.

  2. Add Asana to Teams:

    • Install the Asana app in Teams org-wide or per team. In chats/channels/meetings, sign in to Asana when prompted. Users can convert messages to tasks, create/update tasks, and pin Asana tabs for key projects.creospark+1

  3. Optional “light automation” with Power Automate:

    • Use the Asana connector actions (Create Task V2, Add Comment V2, Complete Task V2). Create a flow that triggers on a Teams “message flagged” action or a specific Teams keyword (e.g., “/asana”), then maps message content to Asana fields (name, description, project, assignee, due date).learn.microsoft

    • Keep it simple: one trigger, one Create Task action, plus static mappings per meeting series or team.

What to expect and limitations

  • This is highly usable and quick to roll out. Most teams will achieve near-real-time task capture during the call with minimal training.

  • It’s semi-automated: Copilot proposes action items; users confirm and click to create tasks. Full “zero-click” creation depends on consistent triggers/keywords and a simple flow, which can be added incrementally.asana+2youtube

  • Loop tasks sync to Planner/To Do in the Microsoft stack, but Loop does not natively push tasks into Asana. That’s why the Teams app and/or Power Automate bridge is recommended.learn.microsoft

Notable enhancements to consider

  • Asana Smart Chat in Microsoft 365 Copilot: Ask Copilot for project status or blockers from Asana right inside Teams/Office, then follow up by creating tasks via Teams app or a Power Automate shortcut. This boosts insight and follow-through speed, though it is not itself a push-to-Asana task creation agent today.asana+3

  • Asana Microsoft 365 Copilot connector: Index Asana data into Copilot to enhance search and Q&A across tasks. This improves discovery and context in Copilot, but it does not create tasks back into Asana; it’s read/search-focused with noted limitations (no comments/custom fields indexed).learn.microsoft+1

References for features and behavior: Teams Meeting Notes via Loop storage/recap and workspace linking ; Asana in Teams (create/update tasks inside meetings and chats) ; Power Automate Asana connector coverage ; Asana Smart Chat in Microsoft 365 Copilot and Copilot connector.netflows+9youtube+1

Option 2 (more automated at scale): Post-meeting pipeline using Copilot meeting recap signals + Power Automate flows to auto-create Asana tasks, plus Copilot-integrated discovery

What it does

  • After each Teams meeting, rely on Copilot meeting recap and Loop notes as the “source of truth.” A Power Automate flow scans specific outputs (e.g., a structured “Action items” section in recap or a dedicated Loop checklist) and automatically creates tasks in Asana with standardized routing: project, assignee mapping (e.g., from mentions), due date heuristics (“by next Friday”), and labels.learn.microsoft+1youtube+1

  • In day-to-day work, use Asana Smart Chat in Microsoft 365 Copilot to ask, “Show all action items created from yesterday’s meetings” or “What are the blockers for Project X?” Then continue triage in Teams or Asana. The Asana Copilot connector also improves retrieval for Copilot across your Asana data.asana+6

Why this increases automation

  • Reduces reliance on users clicking anything in-meeting. As long as the team consistently captures action items in the recap/Loop section format (which Copilot can help standardize), the flow does the rest.youtube+1learn.microsoft

  • Robust mapping logic can be added over time without changing end-user behavior. For example, mention parsing (@Display Name → Asana user), simple due date parsing, or per-series project routing.learn.microsoft

Setup steps (high level)

  1. Standardize action item structure:

    • Create a short meeting template in Loop notes with a dedicated “Action Items” checklist. Instruct users to accept Copilot-suggested items into that section and to @mention owners for each bullet.learn.microsoftyoutube+1

    • Optionally tag items with a unique marker (e.g., “[AI]” or a Loop checkbox property) for reliable parsing.

  2. Build the Power Automate flow:

    • Trigger: When a meeting concludes or on a scheduled poll against the meeting’s chat/recap/Loop file.

    • Logic: Retrieve the Loop page content or meeting recap artifact; extract “Action Items” lines. Use simple parsing to split task title, assignee mention, and due date text. Map mentions to Asana user IDs; map meeting series to a specific Asana project.learn.microsoft

    • Actions: Use Create Task (V2) in the Asana connector. Optionally add a comment with the meeting link and paste the relevant excerpt for context.learn.microsoft

  3. Optional: Add friction-reduction touches

    • If users add a Teams message action like “Create Asana task” during the call, the same flow can handle both live and post-meeting captures with one ruleset.asana+1

    • Maintain a small reference table (in Dataverse, SharePoint list, or Excel) for series→project mapping, owner defaults, and label conventions.

What to expect and limitations

  • Highest automation potential once the parsing convention is stable.

  • Requires admin-level comfort with Power Automate and governance for connectors and service accounts.

  • Asana Copilot Smart Chat and the Asana Copilot connector add powerful context and retrieval inside Microsoft 365, but they do not write back tasks. The write path remains Power Automate or the Teams Asana app.asana+7

References: Loop/Meeting notes lifecycle and workspace linking ; Asana connector in Power Automate including Create Task and comment actions ; Asana/M365 Copilot “Smart Chat” and connector coverage.devblogs.microsoft+8youtube+1

Decision guide: which to choose?

  • Choose Option 1 if the goal is immediate wins with minimal change management. It leverages Copilot to generate action items in-meeting and the Asana Teams app for near-zero-friction creation. Add one simple flow later to catch anything missed.creospark+2youtube

  • Choose Option 2 if the goal is to minimize user clicks and ensure every action item in the recap becomes a task without fail. Standardize the action-items section and let a Power Automate pipeline handle task creation and enrichment after the call.youtube+1learn.microsoft+1

Implementation tips for Saint Marys, Ontario-based O365 tenant with Asana

  • Governance and service accounts: Use an Azure AD service account for Power Automate flows that create Asana tasks; authenticate the Asana connector with an admin-authorized OAuth app and document scopes and throttling (30 calls/60s per connection) to size for meeting volume.learn.microsoft

  • Identity mapping: For Asana user assignment, maintain an email-to-Asana-ID mapping table if UPNs differ from Asana emails. This is especially useful in Option 2’s parsing step.learn.microsoft

  • Project routing: Create per-meeting-series routing rules so recurring meetings always send tasks to the right Asana project/section, avoiding post-creation triage.learn.microsoft

  • Copilot enrichment: Enable the Asana Microsoft 365 Copilot connector so Copilot can answer status questions spanning Asana projects. Enable Asana Smart Chat in Microsoft 365 Copilot for faster insight and prioritization inside Teams/Outlook/Word, then pivot to the Teams app or a quick action to spawn tasks as needed.learn.microsoft+6

  • Loop best practices: Train organizers to add meeting notes to a Loop workspace and keep the action items section consistent. This consistency is what allows Option 2 automation to be highly reliable.youtube+1learn.microsoft

What not to rely on (yet)

  • Direct, fully automated “Copilot-to-Asana task creation” without Teams/Power Automate: As of the latest updates, Asana’s Copilot integrations focus on insights and discovery in Microsoft 365, while the write path to Asana tasks still runs through Teams app interactions or Power Automate connectors.asana+7

  • Loop tasks auto-syncing to Asana: Loop’s task list syncs with Planner/To Do, but not to Asana. A connector/flow is required to bridge the gap.learn.microsoft+1

Quick start checklist

  • Immediate rollout (Option 1):

    • Ensure Meeting notes (Loop) and Copilot meeting recap are enabled for Teams.learn.microsoftyoutube

    • Install and pin Asana in Teams meetings and key channels; sign in across the team.creospark+1

    • Encourage Copilot to generate action items during the call; create tasks using the Asana app’s message actions.

    • Add a simple Power Automate flow for a consistent “/asana” keyword to create tasks from marked messages.learn.microsoft

  • Progressive automation (Option 2):

    • Standardize an “Action Items” section format in Loop notes; use @mentions and due dates in plain language.youtube+1

    • Build a Power Automate flow to parse the section post-meeting and auto-create tasks in Asana with routing logic.learn.microsoft

    • Enable Asana Smart Chat and the Asana Copilot connector to speed follow-up Q&A and prioritization in the Microsoft 365 environment.netflows+6

  1. https://learn.microsoft.com/en-us/microsoftsearch/asana-graph-connector

  2. https://learn.microsoft.com/en-us/microsoftsearch/connectors-gallery

  3. https://forum.asana.com/t/asana-summer-2025-release-launch-ai-workflows-tailored-to-your-team-s-needs-built-for-scale-and-security/1088783

  4. https://netflows.de/en/blog/asana-release-notes-july-2025/

  5. https://asana.com/inside-asana/summer-release-2025

  6. https://learn.microsoft.com/en-us/connectors/asana/

  7. https://help.asana.com/s/article/microsoft-teams-and-asana-integration

  8. https://www.youtube.com/watch?v=froEvKUU1FA

  9. https://www.youtube.com/watch?v=f5YY3hLRhIE

  10. https://learn.microsoft.com/en-us/answers/questions/5429264/i-am-taking-meeting-notes-in-loop-for-my-teams-mee

  11. https://creospark.com/connecting-microsoft-teams-and-asana-enter-the-flow-state/

  12. https://learn.microsoft.com/en-us/microsoft-365/community/which-task-management-option

  13. https://forum.asana.com/t/asana-release-notes-july-2025/1081872

  14. https://devblogs.microsoft.com/microsoft365dev/bring-your-own-agents-into-microsoft-365-copilot/

  15. https://forum.asana.com/t/anyone-using-microsoft-loop-in-conjunction-with-asana/1014629

  16. https://asana.com/apps/microsoft-office365-connector

  17. https://www.cdata.com/ai/connect/asana-to-copilot/

  18. https://bestaiprojecthub.com/execution-collaboration/ms-loop-faqs

  19. https://forum.asana.com/t/microsoft-or-google/1091939

  20. https://help.asana.com/s/article/top-asana-integrations

3

@Matt_Switzer,

You might also want to take a look at this new Flowsana feature we just announced: FlowAgents.

The ability to summarize a meeting transcript and generate action items is one of the first AI capabilities we built into it. :wink:

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