Summary: With our Asana integration, users can extend their Ziflow online proofing operations to Asana. Users can automatically create, update & assign tasks in Asana for new proofs, comments, decisions, and more to keep their team up to date with the tools they're already using.
Follow the instructions on how to:
Please note that before setting up the integration between Ziflow and any third-party tool, it is necessary to connect Ziflow with the external application first. The process of connecting Ziflow to external applications can be found below.
How to connect with Asana
To integrate Asana with Ziflow, open the Connect tab in the Ziflow account and click on the Applications tab on the left. Once inside the Applications menu, select Asana from the list. You'll be asked to authenticate with Asana credentials and then authorize Ziflow to access the Asana account.
To enable Asana fields at the proof level, please go ahead and navigate to the connection settings and activate them by selecting the Show option.
Once this is done, you should see Asana integration on a connections list.
Setting up Asana automated flows
Once Ziflow and Asana are connected, you can set up automated flows to send information to Asana. Start by going to the Connect tab and clicking the Create Flow button in the upper right corner of the screen.
Select Ziflow as the Application and choose which Event (new proof/version, decision made, new comment/reply, comment resolved, comment labeled) you want to trigger the integration.
You will be presented with the event details page, which will vary depending on your selected event. There are nine different types of events:
New proof/version
Triggered by - select the type of request that will trigger the Zibot.
Created in - select the Ziflow folder that this flow will monitor.
Created by - select the user responsible for this flow activation.
Created from - you can also select a source event from which the flow will be triggered: Ziflow, Adobe Creative Cloud, Asana, monday.com, Zibot intake form, Dropbox, Google Drive, or Final Cut Pro.
Proof updated
Triggered by - select the type of request that will trigger the Zibot. Use various events that might trigger the flow: folder change, proof settings updated, custom property edited, integration properties changed.
Modified in - select the Ziflow folder that this flow will monitor.
Decision made
Triggered by decision made - select on what level a decision needs to be made to activate the flow. We might distinguish three different levels of decision: on proof, on stage, and by reviewer.
Type of decision - choose the type of decision that needs to be made to activate the flow.
Created in - select the Ziflow folder that this flow will monitor.
New comment/reply
Triggered by new comment / new reply - please select whether a comment or a new reply should trigger the flow.
Made by - choose if a Zibot should be activated by a specific reviewer or anyone who adds a comment/reply.
Created in - select the Ziflow folder that this flow will monitor.
Comment resolved
Created in - select the Ziflow folder that this flow will monitor.
Comment labeled
Trigger by label made - please determine whether this event should prompt action based on adding labels to comments, replies, or both.
Comment is labeled as - select which label(s) should trigger a Zibot.
Created in - select the Ziflow folder that this flow will monitor.
Stage updated
Triggered by - select which type of the stage updated event should trigger the Zibot. There are three types of stage update events: reviewer added, reviewer removed, stage locked, and deadline changed.
Modified in - choose the Ziflow folder that this flow will monitor.
Stage started
Triggered by - select which type of the stage updated event should trigger the Zibot.
Modified in - choose the Ziflow folder that this flow will monitor.
Comment reaction
Triggered by - choose to start a flow based on reactions added to comments, replies, or both.
Comment reacted with - select what type of reaction should trigger a flow.
Created in - select the Ziflow folder that this flow will monitor.
Setting up Asana Zibot actions
After saving the event flow triggers, choose an Asana Zibot action that will pass the information set in the previous step directly to Asana:
Use the following Zibots:
Create Asana task - adds a new item inside the selected workspace and project. The Item name and Task description field can be entered using our built-in token selector.
Search Asana - with this Zibot, you can search for projects, tasks, and users.
Update Asana task - with this Zibot, you can update the required task in the Asana workspace.
Update Asana task column - with this Zibot, you can update the required Asana task column.
Update Asana task section - with this Zibot, you can update the required Asana task section.
Assign Asana task - with this Zibot, you can assign the required Asana task.
Add attachment URL - this Zibot will attach a proof URL as an external attachment to the selected Asana task.
Create a story (comment) on Asana task - this Zibots lets you add stories (comments) to selected Asana tasks.
Combining various actions with the events described earlier allows you to create flows capable of handling multiple integration use cases. Using events and actions (also known as Zibots) will facilitate the sending or updating of data within the designated Asana account. Also, at the end of this article, you can find a few examples of flows that can show how we use our flows functionality.
Connect Ziflow proofs with Asana tasks
Once you've connected Asana to Ziflow, you can start linking proofs with the Asana tasks from the Integrations tab while creating proofs or editing proof details.
It's important to keep in mind that to use integration fields while configuring or editing proofs; you must enable them in the application settings.
Connecting proofs with integration tasks is very quick and straightforward. During the proof configuration, open an integrations tab and select the Asana task details (workspace, project, and task).
Asana flow examples
Automatically create Asana tasks when the proof is generated and seamlessly populate application fields.
Before you start configuring the flow, please make sure to read the Ziflow internal Zibots article. This step is necessary because you need to connect Ziflow as an internal application in order to use it to update proofs.
Start creating a flow by selecting an event trigger which will be a New proof/version.
Choose the Create Asana task from the Zibot list:
Fill out all necessary data in the Zibot configuration. In my example, I want to add a new task with a name of a newly added proof in Ziflow. I want to add this task to the Project Plan project. Please note that you can use various tokens from the list (I went with a PROOF.NAME).
Please add another Zibot to the workflow. This Zibot should be an internal Ziflow Zibot (Add proof integration property) and its purpose is to populate the application fields of a newly created proof with information sourced from Asana.
Fill out the Add proof integration property Zibot configuration.
Create a proof that will trigger the automation and check if it created the task on the Asana side, and then filled in application fields on a proof level.
