Hi everyone !
Sorry if the question have already been asked - I didn’t find anything about it.
Heres my use case ; we get some feedback with Asana forms on a dedicated board. Everything goes where it needs to be, it’s awesome.
The main issue I have right now, is to communicate to people who add task from forms = they’re not part of the board, and we don’t want them to be, the problem is when we mark the task as finished, they’re not receiving any feedbacks. Of course, Asana doesn’t know who submit the form (even if we take the email, it’s just a field)
Would it be possible one day, from the form, to add a receiver on the task (without being part of the project) that can get email feedback when the task is over without adding it to the project ?
Hi @Léo_Chambon, welcome to the Asana Community Forum! As it stands, it’s currently not possible to send a notification to a user who is not part of Asana when a form submission is marked complete. We have a popular thread for the request to add the form submitter as collaborator, if you are interested, you can upvote here: Automatically Adding Task Collaborators via Asana Forms
@Phil_Seeman is this something Léo could achieve with Flowsana?
That is quite easy to do with Zapier. The trigger would be task completed and the action would be to send an email to the value specified in a specific custom field. You need to map the email question to a custom field in the project. Feel free to ask for help to set it up!
Yes indeed! Flowsana’s Forms Support contains the option to “Add form’s submitter as a Collaborator”; you can use that in combination with a Flowsana rule of “When a task is completed, send a notification email to the task’s collaborators”.
I know this is an old thread, but I am trying to use Zapier to do exactly what you suggest. I am having an issue trying to map the custom field, which contains the desired email.
Not sure if you are aware that Asana has now also launched a Gmail integration for Asana rules so you can trigger emails to be sent via a rule.
More info here.
Maybe I am missing it, but utilizing Asana’s GMail integration with a rule, I don’t see how I can send to an email that was entered as a custom field. I can enter a specific email, but that would always be the same email address. I want to send an email to the person who filled out a form (which one field on the form is their email address). I know I can add them as a collaborator – but I am not sure if I really want them to be notified after each action change in the project – really only want to notify them at specific section changes (i.e. request has been received, request has been sent to x department for processing, request has been completed). Doing this with rules seems much more straightforward (and customizable). I can also create a field on the form that allows the requestor to “opt out” of notifications (and then use that opt out field to decide if the rule will run).
Is there a way to code in a field with the GMail integration as part of a rule?
You’re correct; maybe this is coming one day to Asana but for now a third party tool is required. flowsana.net supports this, or something like zapier.com or make.com.
Bummer…I can’t get Flowsana to work (I signed up but when I try to get it to connect to Asana in my rules, it just spins and spins). Maybe I’ll try zapier.com or make.com.
Update! I just tried Flowsana again and this time it connected! I think I can make that work.
Thanks Larry! I may need to do that as I thought I was going somewhere then found that Flowsana was only letting me see one Custom Field (even though I have multiple custom fields in my project, and it was not the one I needed for my workflow. Two steps forward, one back…
I see you just did a Flowsana refresh. If you’re still not seeing the field, please send the name of it to support@flowsana.net and we’ll take a closer look.
Variables such as this should be a part of Asana normally. You shouldn’t have to pay for a 3rd party to get such an essential function included in most mainstream apps.
