Connecting Asana with Salesforce (task creation)

Note: this tutorial helps you create Asana tasks when new Opportunities are created in Salesforce. If you'd prefer to create projects instead, please see this tutorial.

Overview

The Tray.io Salesforce integration helps teams work better together by streamlining the process of working across teams. It's common for salespeople to live in Salesforce, while the project management, design, and implementations live in Asana. The integration enables each team to work in the system for their choice! 


Prerequisites

  • Create a "template task" in Asana. Templates aren't anything special - they're just regular task. This task should reflect the process that you want to follow for every new opportunity, when it is created. You can add any subtasks, custom fields, tags etc to your template task. 
  • You should be a Salesforce admin
  • Your Salesforce account should be on the Enterprise tier or higher
  • You should be on a paid Asana tier - with "Teams" enabled on your account

Setup

To integrate Asana with Salesforce, we need to install a Tray workflow template. This template:

  • Auto-creates tasks in Asana when Opportunities are created in Salesforce
  • Adds task comments in Asana when the stage of an Opportunity changes in Salesforce (e.g. changed from "Negotiation" to "Closed Won")

1) Visit the Create Asana tasks from Salesforce Opportunities template.

Note: if you'd like to create Asana task when Accounts are created, visit this template instead.

2) Click Use Template and give your new workflow a name (or leave it as the default). Then click Save.

3) Your new workflow will immediately open, and you'll see the "Configure Template" screen. Click Start Configuration.

4) You'll then see a setup guide, with a couple of helpful tips.

IMPORTANT: to install this template, you'll need to be:

  • A System Administrator of your Salesforce account
  • A paying Asana customer, with "Teams" enabled on your Asana workspace.

All good on the above? Click Continue.

5) You'll now be in the "Configure Salesforce" step. There are no Salesforce specific options to pick, but you'll need to connect your Salesforce account with Tray.

Tip: it's also possible to connect a Salesforce sandbox account with Tray, if you'd like to test things first.

Important: you need to be a Salesforce admin to be able to connect your Salesforce account to Tray. Your Salesforce edition also needs to be Enterprise or higher.

Click  New Authentication, and then click Next in the dialog.

6) You'll now either see a login screen (you'll need to login), and then you'll see the following. Click Allow to connect your Salesforce account with Tray.

7) Click Continue.

8) You'll now see the "Configure Asana" step. Here you can connect your Asana account with Tray, and pick the task that you'd like to copy for each Opportunity.

To connect your Asana account with Tray, click New Authentication. Once the window has opened, click Next.

9) After clicking next, you'll now see a popup window open, asking you for permission to connect your Asana account with Tray. Click Allow.

10) Next up, we'll need to choose a few options to configure the template:

  • Choose your Asana workspace (TIP: must be an organization with teams)
  • The team within the workspace where you'd like to create projects 
  • The task that you'd like to use as a template for creating the new tasks. (You'll need to pick the workspace, team, and project first to pick your task)

11) Click Continue.

12) We're almost there! Click the Enable button, and wait until the message "Your workflow is initialising, please wait" message disappears.

13) That's it! Let's try creating an Opportunity in Salesforce, to see it created in Asana in the project your template tasks belongs to.

Once the project has been created, you'll comments added when the opportunity status changes. (Note that this doesn't apply to the accounts template)


Troubleshooting

I see a "Forbidden" error message when starting the workflow.

If you see this message, it means that you haven't got the required Salesforce permissions in your account. You need to be a System Administrator, with full access to the API, including the "Metadata API".

I've noticed tasks are being created for Opportunities that I've created in the past. Is it possible to prevent this?

Yes! You'll need to modify the workflow to specify a "minimum created date" for opportunities. Any opportunities created after this date will not have Asana tasks created for them.  Here's a video of how to do this.

Tasks in Asana aren't being created!

Please reach out to us on support@tray.io and we'll look into this in more detail for you.

I'm seeing a strange error message

Get in touch with us on support@tray.io and we'll take a look! 


Frequently asked questions

How long does it take for new tasks to be created & updated in Asana?

Tasks are created and updated in real-time - immediately after a Salesforce Opportunity is created or updated. Note that it may take a few minutes to fully copy the task over in Asana if you have a lot of tasks and subtasks!

Are there any limits on the maximum number of subtasks the task that we're copying over can have?

Tasks can have no more than 100 tasks. If this is an issue for you - let us know!

Are custom fields copied over?

Yes, complete with all values from the template.

I'd like to only create tasks for a particular Salesforce owner. Is this possible?

Yes - you can edit the workflow to set up this condition.

I'd like to only create tasks when an opportunity reaches a certain stage. Is this possible?

Yes - you can edit the workflow to set up this condition.

Who will be the task assignee in Asana?

By default, the Opportunity "Owner" (sales rep) will be marked as the task assignee in Asana. If you have a separate user field attached to Opportunities (e.g. account manager), you can edit the workflow to mark them as the assignee instead.

Are attachments synced over to the new tasks created?

Currently no. Let us know if this is important for you and we'll look to getting it added!

Is it possible to only create tasks for Opportunities that were created after a certain date?

Yes - you can edit the workflow to specify the date.

Can we add a URL to the Asana task to a custom field in Salesforce?

Yes! This is a very common addition to set up. Usually we recommend creating the following fields in Salesforce:

  • Asana Task ID (number, external ID)
  • Asana Task URL (formula, shows the URL based on the ID field)

You can edit the workflow to automatically pass the task ID to the custom field in Salesforce.

Is it possible to also show Asana tasks inside Salesforce, so our reps know what's happening in Asana?

Not currently with this workflow. Let us know and we'll look to get this added! 

Last updated 14th June 2017