Asana Integration

Overview

Integrate Solatis with Asana to automatically create tasks, sync project status, and maintain a seamless workflow between knowledge capture and execution.

Setup

Quick Start

1. Integrations → Asana
2. Click "Connect Asana"
3. Authorize access
4. Select workspace
5. Configure defaults

Permissions Required:

• Create tasks
• Update tasks
• Read projects
• Read team members
• Add comments

Features

Automatic Task Creation

From Meeting Action Items:

Meeting transcript:
"Sarah, please update the marketing materials by next Friday"

Creates Asana task:
✅ Update marketing materials
📅 Due: Next Friday
👤 Assignee: Sarah
📁 Project: Marketing
🔗 Source: Meeting link

Smart Project Mapping

Auto-Select Projects:

Meeting title: "Product Team Sync"
→ Maps to: Product Development project

Document: "Q4 Marketing Plan.pdf"
→ Maps to: Marketing Q4 project

Conversation about: "Customer onboarding"
→ Maps to: Customer Success project

Task Templates

Predefined Templates:

Sprint Task:

name: [Task Name]
project: Engineering
section: Current Sprint
assignee: auto-detect
due_date: Sprint end
custom_fields:
  - Story Points: 3
  - Priority: Medium
tags: [sprint, development]

Marketing Campaign:

name: [Campaign Name]
project: Marketing
section: Active Campaigns
due_date: Launch date
custom_fields:
  - Budget: TBD
  - Channel: Multi-channel
  - Status: Planning
tags: [campaign, marketing]

Workflow Automation

Meeting → Tasks Flow

Meeting ends
  ↓
Transcript analyzed
  ↓
Action items extracted:
  - Update docs (Alice, Nov 15)
  - Review budget (John, Nov 12)
  - Send proposal (Sarah, Nov 10)
  ↓
Create 3 Asana tasks
  ↓
Add to appropriate projects
  ↓
Set due dates
  ↓
Notify assignees
  ↓
Link to meeting transcript

Document → Tasks Flow

Upload: "Project Requirements.pdf"
  ↓
AI analyzes document
  ↓
Finds requirements list
  ↓
Creates subtasks for each
  ↓
Groups under parent task
  ↓
Assigns to team members

Advanced Features

Subtask Management

Auto-Create Subtasks:

Main Task: "Launch New Feature"

Subtasks created automatically:
- [ ] Write specifications
- [ ] Design UI mockups
- [ ] Implement backend API
- [ ] Create frontend components
- [ ] Write tests
- [ ] Deploy to staging
- [ ] QA review
- [ ] Deploy to production

Dependency Tracking

Smart Dependencies:

Task A: "Write API specs"
Task B: "Implement API"

Dependency detected:
Task B → waiting on Task A

Custom Fields Mapping

Map Solatis Data to Asana Custom Fields:

Priority Level → Priority (dropdown)
Estimated Time → Time Estimate (number)
Category → Department (multi-select)
Status → Stage (dropdown)

Portfolio Integration

Project Rollup:

• Aggregate tasks from multiple projects
• Portfolio-level views
• Status reporting
• Resource allocation
• Timeline visualization

Use Cases

Product Development

Sprint Planning:

1. Sprint planning meeting
   ↓
2. Stories discussed and prioritized
   ↓
3. Solatis captures requirements
   ↓
4. Creates tasks in Asana
   ↓
5. Organized by sprint section
   ↓
6. Team starts working

Marketing Campaigns

Campaign Execution:

1. Campaign brief uploaded
   ↓
2. AI extracts deliverables
   ↓
3. Creates tasks for each:
   - Content creation
   - Design assets
   - Email setup
   - Landing page
   - Social posts
   ↓
4. Team executes campaign

Client Onboarding

Standardized Process:

1. New client signed
   ↓
2. Trigger onboarding template
   ↓
3. Create task list:
   - Kickoff meeting
   - Requirements gathering
   - Setup accounts
   - Training sessions
   - Follow-up calls
   ↓
4. Assign to CS team
   ↓
5. Track progress

Best Practices

Task Quality:

• Clear, actionable titles
• Specific due dates
• Appropriate assignees
• Linked context
• Proper project placement

Integration Hygiene:

• Review auto-created tasks
• Merge duplicates
• Archive completed projects
• Update templates regularly
• Monitor automation rules

Configuration

Default Settings

Default Workspace: Company Workspace
Default Project: General Tasks
Task Assignee: Auto-detect from context
Default Due Date: +7 days
Default Section: To Do

Custom Rules

Create Automation Rules:

IF meeting title contains "Sprint Planning"
THEN create tasks in "Engineering" project
AND add to "Current Sprint" section
AND tag with "sprint-planning"

IF action item priority is "high"
THEN set Asana priority to "High"
AND notify assignee immediately
AND add to "Urgent" section

Troubleshooting

Tasks Not Creating:

• Check Asana connection status
• Verify project permissions
• Ensure assignee exists in Asana
• Test manual task creation
• Review integration logs

Wrong Project:

• Update project mapping rules
• Check default project setting
• Manually move tasks
• Adjust automation rules

Missing Assignees:

• Verify user email matches
• Check Asana workspace membership
• Update user mapping
• Use default assignee as fallback

Next Steps

• Trello Integration - Alternative kanban tool
• Jira Integration - Development-focused PM
• Task Automation Guide - Automation details

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Last Updated: October 11, 2025