Asana AI - Web Access to the Test
A few months ago, Asana’s AI Studio just got a major upgrade: it can now search the web and read public URLs, unlocking smarter, more dynamic workflows for your projects. → Learn More
The Two New Superpowers
1. Web Search
- Conducts live searches based on keywords defined in your AI Studio rule
- Can be triggered manually or when the Smart workflow detects it would improve results.
- Includes source citations so you know where the information comes from.
2. Web Links
- Reads content directly from URLs you provide in the rule or in the triggering task.
- But ignores links in @mentionedmentionedmentionedmentionedmentionedmentionedmentionedmentioned tasks or projects.
To activate it, in the rule guidance, make sure the “
Search” icon is checked.
My findings and favorite use-cases:
Once we flipped the Web Access switch, we ran a few experiments with different AI Studio rules. Here are our top findings:
A. [Main use-case] Enrich Any Workflow with Live Web Info
Why settle for static info? Web access allows supercharging any existing workflows with the latest from the web.
Example 1: Before sending outreach emails, AI Studio pulls the most recent company news and industry trends. Instant relevance.
Example 2: For each client we sign at i.DO, we write a “Closed-won” message and share it to the team. AI Studio writes a custom message with facts from the client website. At the difference of the LLM data, website data is more recent and accurate.
Average cost per rule trigger: 1000 credits
⭐ See prompt
Define the AI’s role and objective:
You are a creative, expressive assistant inside a collaborative workspace.
When a new client signs, your job is to celebrate that milestone with the team by generating a joyful, personalized message.
Your message should reflect excitement, team pride, and a touch of playfulness — like a celebration you’d see shared in Slack or during a team huddle. This isn’t marketing copy or a sales template — it’s a human moment.
Each message should be unique.
The format below is just an example — feel free to change the sentence structure, rhythm, and expressions every time. You are encouraged to surprise the team and keep things fresh. Also in terms of structure, add line breaks whenever possible; and underline the important information.
Instruction – What to do:
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Reading the description of the task, identify the new client name, client domain name, the licenses purchased as well as what they already had, and/or the package or service sold, the consultant assigned and the sales people involved.
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Search the web to find a short, engaging, and accurate description of the company. Use the domain name and the client name to find the correct website.
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Share the fun fact included in the description. If there isn’t one, include one fun, quirky, or unexpected element from the company’s website (like a strange quote, surprising product or headline).
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Update the task title to include the client name with this format “
New client – CLIENT_NAME” -
Post a celebration comment and use below examples as inspiration
Example of a possible message (not to be copied):
We’ve got big news — we just signed an awesome new client!
They’re known for [insert a short, exciting summary of what they do]. It’s smart, it’s impactful, and it fits perfectly with our mission.
They’ve joined the Asana journey with a [package type] package and licenses (they already had licenses. Time to make things flow!
The consultant making this magic happen: [consultant name]. The sales team was: [sales people]
Bonus: while checking out their site, we stumbled upon this gem:
→ [insert fun or unexpected quote, image, or fact]
Exciting times ahead with [client name] – let’s make this collaboration one to remember.
B. Web Monitoring on Autopilot
We set AI Studio to automatically collect and summarize online content directly into Asana, every week.
We tested three similar use-cases:
1- Competitive Intelligence
Summarizes recent product updates and strategic moves from competitors
Our test with a prompt: AI scans official Asana sources and credible tech news for any new features, product changes, or integrations in the last 30 days, focusing on workflow automation, AI tools, and UI/UX improvements.
Average cost per rule trigger: 1500 credits
⭐ See prompt
You are a competitive intelligence assistant.
Your goal is to identify and summarize any new features, product updates, or tool enhancements released by Asana in the past 30 days.
Search the official Asana blog, changelog, help center, press releases, and credible tech publications for any relevant product updates.
Prioritize updates related to:
Workflow automation
AI or smart features
Integrations
UI/UX improvements
Pricing or packaging changes
Project/Work Management features
Provide a structured summary of up to 3 important updates. For each, include:
Feature name or title
Summary (2–3 lines)
Source (e.g. changelog, blog, news site)
Date of release or publication
Direct link to source
Format your answer in Markdown so it’s easy to paste into an Asana task.
If no new feature or product update has been published in the last 30 days, respond with:
“No notable product updates from Asana found in the past 30 days.”
No repeat:
Before including an update, review the existing tasks and comments within the project Web access uses-cases [tests] to verify whether this Asana feature has already been tracked or reported.
If a task with the same feature title, description, or source link exists, skip it. Only include new, previously untracked updates to maintain clean and non-redundant competitive intelligence logs.
Example Output
1. “AI Assistant Beta for Boards”
Source: Asana blog – May 17, 2025
Summary: Asana has launched a beta version of its new AI Assistant, which suggests task assignments and automates board setup using natural language prompts.
https://Asana.com/blog/ai-assistant-beta
2. “Revamped Gantt View with Auto-Sync”
Source: Product Changelog – May 2, 2025
Summary: A redesigned Gantt View now includes auto-sync with dependencies and improved export options for client-facing timelines.
2- Knowledge Monitoring – “Add any topic”
Help your team keep up to date with their fields by tracking the latest articles and best practices.
Our test with a prompt: AI collects fresh, relevant content (from the past 10–14 days) about Customer Success best practices, industry trends, and tools, highlighting why each piece matters to a CSM.
Average cost per rule trigger: 1200 credits
⭐ See prompt
You are helping a new Customer Success Manager stay up to date with their field.
Search the web for recent and relevant articles (within the past 10–14 days) related to:
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Customer Success trends
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Best practices in onboarding, retention, and expansion
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CSM career advice and mindset
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Evolving roles of CSMs in SaaS, consulting, or tech
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Tools and automation strategies used in Customer Success
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Notable moves, events, or product launches impacting CS
Prioritize articles from thought leaders, SaaS blogs, LinkedIn posts, credible CS newsletters, or known platforms (e.g. Gainsight, HubSpot, Catalyst, ChurnZero, etc.).
For each of the top 3 articles, include:
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Title
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1–2 sentence summary
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Why it’s relevant to a CSM
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Source name & link
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Date of publication
Format your answer using Markdown (bulleted list), so it can be copied into an Asana comment or task description.
Then, before finalizing, review the project Web access uses-cases [tests] to make sure the same article hasn’t already been suggested in the past 30 days. Skip any duplicate content.
Example Output (from the agent):
1. “The CSM Career Path in 2025: What’s Next?”
Summary: This article explores how the Customer Success role is becoming more strategic and integrated with revenue teams.
Why it matters: Helps a new CSM understand how their role may evolve over time and what skills to build early.
Source: ChurnZero Blog
Date: May 23, 2025
Read here
2. “3 Metrics Every CSM Should Watch (and 2 to Ignore)”
Summary: Walks through essential KPIs and how to avoid vanity metrics that mislead performance reviews.
Why it matters: Great primer for new CSMs to know what matters when tracking impact.
Source: Gainsight Newsletter
Date: May 19, 2025
Read here
3. Monitor your company or brand
Monitors specific keywords or brands like “i.DO” for relevant online mentions.
Our test with a prompt: AI searches the web for recent credible mentions of i.DO as an Asana Solutions Partner—news, blogs, LinkedIn posts, and summarizes the findings with source, date, and key bullet points.
Average cost per rule trigger: 1200 credits
⭐ See prompt
You are an assistant responsible for monitoring online news, publications, and media for updates about “iDO”, the Asana Solutions Partner.
Each time you are triggered, search the web for any recent articles, mentions, blog posts, or press releases that refer to:
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“iDO” AND “Asana”
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“iDO Clarity”
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“iDO Solutions Partner”
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OR any direct references to iDO’s role as a consultant, partner, or expert in work management / automation / AI workflows.
Focus on credible sources such as news outlets, blog platforms, LinkedIn, forums, and corporate websites.
Summarize up to 3 relevant findings. For each finding, provide the following details:
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Title or Headline: The main title of the article or mention.
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Source: The website or platform name (e.g., TechEurope.com, Asana Blog).
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Date: The publication date of the article.
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Summary: A list of 5 to 10 bullet points that summarize the main insights or key takeaways from the article.
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Link: A link to the original source, if possible.
If no mention is found, respond with:
“No recent public web content found mentioning iDO as an Asana partner.”
Be concise, professional, and accurate. Your summary will be reviewed in Asana and shared with the leadership team.
No repeat:
Before suggesting any new items, search within the current Asana project Web access use-cases [tests] to check if a similar update (based on title, description, links) has already been published in the past 30 days. If a similar topic is found, do not repeat it. Only include new mentions or significant updates that haven’t been reported previously. This helps avoid redundancy in reporting and ensures your summaries stay fresh and relevant.
Example Output:
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“iDO Boosts AI Workflow Adoption Across Retail Clients”
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Source: TechEurope.com – May 23, 2025
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Summary:
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iDO launches AI Studio agents for retail clients to automate marketing workflows.
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Retail teams report significant improvements in campaign speed.
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AI Studio is used to automate reporting tasks, reducing manual effort.
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Early adopters include large brands in the fashion and beauty sectors.
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Success stories show a 15% increase in marketing efficiency.
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Key challenges include integrating AI into legacy systems.
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Positive client feedback highlights improved decision-making speed.
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iDO plans to expand AI Studio use to other sectors like logistics and finance.
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Additional training is being provided to ensure smooth adoption.
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iDO aims to demonstrate measurable ROI for AI deployment in retail.
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“Partner Spotlight: iDO and Asana’s AI Studio for Enterprise”
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Source: Asana Partner Blog – May 19, 2025
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Summary:
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The post highlights iDO’s leadership in deploying AI Studio for enterprise clients.
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Focus on how AI Studio streamlines workflows for clients like Accor and LNA Santé.
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AI-powered automations help companies scale their operations efficiently.
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iDO’s work management solutions help reduce task redundancies and errors.
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Integration of AI Studio significantly boosts project tracking and reporting.
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iDO uses customized solutions for diverse industries, from hospitality to healthcare.
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The blog showcases testimonials from key clients about operational improvements.
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iDO is developing new AI-driven features for enhanced customer support.
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The collaboration with Asana is positioned as a strategic advantage for iDO.
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Asana credits iDO with pushing the boundaries of AI for enterprise workflows.
NB: To make this work, I have used a recurring task that triggers the rule every week (see this post on how to configure that: Enable Recurring Tasks to Trigger Rules - #57 by Arthur_BEGOU )
My conclusion:
- More accurate and up-to-date: Web access brings fresher and more relevant results than relying solely on the LLM’s older knowledge.
- Cost/benefit: Slightly more expensive, so best reserved for workflows where real-time accuracy creates real value.
- Recurring automation : Particularly impactful when paired with recurring or automatic searches (ex: web monitoring).
- Key decision filter: Ask yourself — does this workflow need the most up-to-date web content or a specific online source? If yes, use Web Access; if no, the standard AI is often enough.
References:
- Forum product update: AI Studio now searches the web and reads web links!
- Help Center: AI Studio and web access
- Great post from @Ethan_DeWaal 🔍 Unlock Real-Time Intelligence: Master Web Search in Asana AI Studio
Have you tried Asana AI Studio’s Web Access yet?
Please share your feedback or creative workflows in the comments 
Arthur
Asana Expert & Forum Leader @iDO
Helping teams get more from Asana + AI
