Now rolling out: Gmail + Asana improvements to streamline workflows and connect planning with execution

Hi Asana Community! :wave:

I’m Vicky Phan from Asana’s Product Marketing team, and I’m excited to share that we’ve begun rolling out new improvements to our Asana for Gmail integration!

This enhancement to our existing Asana for Gmail integration is part of a series of improvements that we are planning for the coming year. WIth this update, you can choose to sync an email thread to a newly created task, right from within Gmail.

Once the sync option is selected, future email replies will be updated into the connected task as rich previews, for seamless reference and collaboration.

Using this integration, you can easily and seamlessly turn emails into actionable, trackable tasks in Asana–all without ever leaving your Gmail inbox.

For example, using Gmail + Asana together, you can:

  • Create a work request for another partner team, with all the email context captured in a task so they can appropriately triage, prioritize, and execute on work

  • Capture customer-facing conversations around product requests or troubleshooting, and share the details with internal teams as a reference

How do I get started?

To access this functionality, install this add-on from the Gmail Add-On Marketplace. The integration works with the Gmail app on both Android and iOS. (Note: This integration also includes other Google Workspace functionality, such as the ability to tag Asana tasks in your Google Docs).

If you are the administrator for your domain, you can install the add-on for your entire organization. (Please note, it can take up to 7 days for the add-on to show up with Admin Install.)

  1. Install the Asana add-on from the Gmail Add-on Marketplace.
  2. Open an email in Gmail and click the Asana logo in the side panel.
  3. Sign in using your Asana account details.
  4. After logging in, you will see the option to create a new task within your email.
  5. When creating the new task, select the check-box for Sync future replies to this task.

I’m an admin - can I enable this for my team at scale?

If you are the administrator for your Asana domain, there is also an option for you to install the add-on for your entire organization, instead of having end users install the app individually through the Google Workspace / Gmail flow shown above. (Note: When doing an Admin Install, it may take up to 7 days for the add-on to appear.)

In order for the add-on to be installed, the Gmail app would also need to be allowed from the Asana side via App Management. To make any adjustments to this, visit App Management in the Admin Console.

Where to learn more

For more in-depth details about the set-up and usage of this integration, visit the Asana Guide.

This integration is available on all Asana plans.

As always, we are excited to hear your thoughts and feedback! What are some ways this integration will help your teams streamline processes, create visibility and alignment, and partner even better together?

Comment below and let us know how we can help you continue to drive teamwork and collaboration at your organization. Thanks!

8 Likes

Hi @Vicky_Phan Thanks for the update - this sounds very useful (if you’re using Gmail at least!). Can you share if there are any similar plans for the Outlook + Asana integration?

thanks!
Tony

5 Likes

Awesome! This was a much-needed update. I was able to log in and connect the two systems easily.

@Vicky_Phan Are there any plans to add the ability to respond to the email thread via Asana task comments?

2 Likes

When you do not check te sync option, the email is no longer attached to the task. (As it was before). The sync option syncs all mails e.g. mails we get from scan2mail. Which is not what we want. As far as I am concerned this update was a downgrade.

My plugin is no longer working at all. It asks me to log back in, and every time I try to do that i get this error:

Error: Error retrieving token: invalid_grant, The code provided has been previously deactivated., Build an app with Asana (line 606, file “Service”)

I like the idea of this, but when creating a task from an email (that had multiple back and forths prior to be creating the task) it seems that the comment “Synced an email from _____” is added to the task for every previous email exchange. This means that I am getting notification emails for all of these “syncs” despite the emails not being new.

This is EXTREMELY annoying - please resolve this!!

Hi all and thanks for all the feedback you shared so far. I’ve compiled it in a task which I have escalated to the team working on this update. I’ll circle back here once I have an update on any of these points.

@Lauren_Spokane, if you’re still running into this issue, I would suggest creating a new thread in the Tips and Tricks so we can help you with your specific issue!

2 Likes

Hi @Vicky_Phan,

Is there a way to leverage Asana fields as variables within an email template in the Gmail integration? If not, are there any plans for this?

Best,
Rebecca

Hello @Rebecca_Golden, that’s not possible at the moment, but a really good idea, and I will make sure to share with our team :slight_smile:

1 Like