Integrating With Asana (Connect 2.0)

Connect Ziflow and Asana to automate the syncing of proof progress with Asana. Enterprise edition only.

Updated over a week ago

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:

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.

How to connect with Asana

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.

To access Asana fields at the review level, please 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.

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.

Create flow button in Ziflow

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.

Select Ziflow event type that will trigger the flow

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

New proof/version event settings in Ziflow
  1. Triggered by - select the type of request that will trigger the Zibot.

  2. Created in - select the Ziflow folder that this flow will monitor.

  3. Created by - select the user responsible for this flow activation.

  4. 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

Proof updated event settings in Ziflow
  1. 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.

  2. Modified in - select the Ziflow folder that this flow will monitor.


Decision made

Decision made event settings in Ziflow
  1. 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.

  2. Type of decision - choose the type of decision that needs to be made to activate the flow.

  3. Created in - select the Ziflow folder that this flow will monitor.


New comment/reply

New comment/reply event settings in Ziflow
  1. Triggered by new comment / new reply - please select whether a comment or a new reply should trigger the flow.

  2. Made by - choose if a Zibot should be activated by a specific reviewer or anyone who adds a comment/reply.

  3. Created in - select the Ziflow folder that this flow will monitor.


Comment resolved

Comment resolved event settings in Ziflow
  1. Created in - select the Ziflow folder that this flow will monitor.


Comment labeled

Comment labeled event settings in Ziflow
  1. Trigger by label made - please determine whether this event should prompt action based on adding labels to comments, replies, or both.

  2. Comment is labeled as - select which label(s) should trigger a Zibot.

  3. Created in - select the Ziflow folder that this flow will monitor.


Stage updated

Stage updated event settings in Ziflow
  1. 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.

  2. Modified in - choose the Ziflow folder that this flow will monitor.


Stage started

Stage started event settings in Ziflow
  1. Triggered by - select which type of the stage updated event should trigger the Zibot.

  2. Modified in - choose the Ziflow folder that this flow will monitor.


Comment reaction

Comment reaction event settings
  1. Triggered by - choose to start a flow based on reactions added to comments, replies, or both.

  2. Comment reacted with - select what type of reaction should trigger a flow.

  3. 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:

Setting up Asana Zibot action in Ziflow

Use the following Zibots:

  1. 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.

    Create Asana task Zibot configuration

  2. Search Asana - with this Zibot, you can search for projects, tasks, and users.

    Search Asana Zibot configuration

  3. Update Asana task - with this Zibot, you can update the required task in the Asana workspace.

    Update Asana task Zibot configuration

  4. Update Asana task column - with this Zibot, you can update the required Asana task column.

    Update Asana task column Zibot configuration

  5. Update Asana task section - with this Zibot, you can update the required Asana task section.

    Update Asana task section Zibot configuration

  6. Assign Asana task - with this Zibot, you can assign the required Asana task.

    Assign Asana task Zibot configuration

  7. Add attachment URL - this Zibot will attach a proof URL as an external attachment to the selected Asana task.

    Add attachment URL Zibot

  8. Create a story (comment) on Asana task - this Zibots lets you add stories (comments) to selected Asana tasks.

    Create a story (comment) on Asana task Zibot

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).

Connecting Ziflow proof with Asana 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.

  1. Start creating a flow by selecting an event trigger which will be a New proof/version.

  2. Choose the Create Asana task from the Zibot list:

  3. 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).

  4. 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.

  5. Fill out the Add proof integration property Zibot configuration.

    Fill out the Add proof integration property Zibot configuration.

  6. 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.

Supporting Material:

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