Connect your Ziflow online proofing operations with Asana to automatically create, update, and assign tasks in Asana for new proofs, comments, and decisions to keep your team in sync.

Available on: Pro Enterprise

Check out Integrating with PM Tools - Asana for a guided walkthrough.

Connect Ziflow with Asana

Before you can set up automated actions between Ziflow and Asana, you need to connect the two applications.

Log into Ziflow and go to Connect > Applications.
Find the Asana tile and select Connect.
In the Log in - Asana dialog box, enter your email address and select Continue, or log in through Google.
Authenticate in Asana and authorize Ziflow to connect.
Review the details in the Grant Permission window, and select Allow.

The Asana integration tile in Ziflow should say Connected.
Select the Asana tile again, choose the Settings tab, and select Show next to the Application fields on a proof to enable Asana fields at the proof level.

Create Ziflow custom fields in Asana

To display Ziflow proof review information in Asana, add custom fields (columns) to your Asana project. These fields will be mapped later during the integration setup

Open your Asana project and create new custom fields.

Ziflow recommends adding the following basic fields:

Proof Status: To display the current status of the proof
Ziflow Link: To display the link users need to view the proof
Proof Version Number: To display the current version iteration of the proof

Connect Ziflow proofs with Asana tasks

After connecting and preparing your custom fields, you can link proofs with Asana tasks from the Integrations tab when creating proofs or editing proof details.

Note: Applications fields must be set to Show in the Settings tab in order to see your integration. See the last step of Connect Ziflow with Asana.

Link a proof to an Asana task

Open the Integrations tab while creating or editing a proof.
Select the Asana task details (workspace, project, and task).

Set up Asana automated flows

Once Ziflow and Asana are connected, you can set up automated flows to send information to Asana. If you are new to automated flows, learn more at Understand automation flows (Connect).

Choose Connect and select Create Flow in the upper-right corner of the window.
Select Ziflow as the Application and choose which Event (new proof/version, decision made, new comment/reply, comment resolved, comment labeled) you want to start the integration. For more information, see Ziflow events.

Set 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. Once your actions are set up, Ziflow will send or update data in your designated Asana account.

Projects, users, and tasks must be set up in Asana in order to select them for your Zibots actions.

Create Asana task

Use to add a new item inside the selected workspace and project. The Item name and Task description field can be entered using our token selector.

Field	Description
Application	Select your Asana application
Workspace (required)	Select your Asana workspace
Project (required)	Choose one: Select from projects in the workspace - select an Asana workspace and project to use for all proofs Provided from previous action or direct ID - choose to select an Asana project board by filling in the Asana task URL or ID in the Integrations section when you create a proof
Select project	If you selected Select from projects in the workspace, choose the project in your Asana workspace from the drop-down list
Project ID	If you selected Provided from previous action or direct ID, choose the project ID from the drop-down list
Task name (required)	Choose Proof > Name from the drop-down list
Task description	Enter text and a property you would like to use as a description from the drop-down list

Search Asana

Use search for projects, tasks, and users:

Field	Description
Application	Select your Asana application
Workspace (required)	Select your Asana workspace
What to search for	Choose one: Project - searches the project Task - searches the task User - searches the user name
Search text (required)	Add the text you want to search for

Update Asana task

Use to update the required task in the Asana workspace:

Field	Description
Application	Select your Asana application
Workspace (required)	Select your Asana workspace
Provide task ID (required)	Choose the task ID from the drop-down list
Task name (required)	Choose Proof > Name from the drop-down list
Task description	Enter text and a property you would like to use as a description from the drop-down list

Update Asana task column

Use to update the required Asana custom field (column):

Field	Description
Application	Select your Asana application
Workspace (required)	Select your Asana workspace
Provide task ID (required)	Choose the task ID from the drop-down list
Column (required)	Choose one: Select from columns in the workspace - select a task column to update for all Provided from previous action or direct ID - choose to select a column by filling in the Asana task URL or ID in the Integrations section when you create a proof
Select which column to update	If you selected Select from columns in the workspace, choose your column from the drop-down list
Provide column ID	If you selected Provided from previous action or direct ID, choose the column ID from the drop-down list
Provide value	If you selected Provided from previous action or direct ID, enter a value

Update Asana task section

Use to update the required Asana task section:

Field	Description
Application	Select your Asana application
Workspace (required)	Select your Asana workspace
Provide task ID (required)	Choose the task ID from the drop-down list
Select project (required)	Select the project in your Asana workspace
Select section (required)	Select a section from the drop-down list

Assign Asana task

Use to assign a user to an Asana task:

Field	Description
Application	Select your Asana application
Workspace (required)	Select your Asana workspace
Provide task ID (required)	Choose the task ID from the drop-down list
User	Choose one: Select from Workspace Users - Provided user ID -
Select user (required)	If you selected Select from Workspace Users, choose a name from the drop-down list
Provide user ID	If you selected Provide user ID, choose a name from the drop-down list

Add attachment URL

Use to attach a proof URL as an external attachment to the selected Asana task:

Field	Description
Application	Select your Asana application
Provide task ID (required)	Choose the task ID from the drop-down list
Attachment URL (required)	Choose Proof > Public link from the drop-down list

Create a story (comment) on Asana task

Use this to add stories (comments) to selected Asana tasks:

Field	Description
Application	Select your Asana application
Provide task ID (required)	Choose the task ID from the drop-down list
Text (required)	Add the text you want to add as a comment

Asana flow examples

Create Asana tasks when a proof is generated and populate application fields

Before you start configuring the flow, Connect your Ziflow app and read the Ziflow events article.

Create a flow and add your event

Open the Connect tab and select Create Flow.
In Choose Application, select Ziflow.
Note: If you do not see Ziflow, you need to connect the Ziflow application. See Connect your Ziflow app.
Select the New proof/version event and complete the information.

Add an Asana Zibot

Select Create Asana task from the Zibot list:
Complete the Zibot configuration. In this example, we want to add a new task with a name of a newly added proof in Ziflow and add this task to the Fall campaign project. You can use various tokens from the list (for example, PROOF.NAME). See Use Ziflow tokens to insert dynamic proof details.
Select the + in the Flow pane to add another Zibot to the workflow.
Select the Add or update proof integration property to populate the application fields of a newly created proof with information sourced from Asana.
Fill out the Add proof integration property Zibot configuration.

To find the Integration property value, go to Create task (zibot[0]) > Create task > ID.

Test your automation flow

Create a proof that will trigger the automation and check if it created the task on the Asana side, and then fill in application fields on a proof level.

Follow 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 then click on the Applications tab on the left. Once inside the Applications menu, click on the "Connect Application" button and select Asana from the list. You'll be asked to authenticate with Asana credentials and then authorize Ziflow to access the Asana account.

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 begin setting up automated flows to send information to Asana. Start by going to the Connect tab and by clicking on 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 which event you selected. There are nine different types of events:
New proof/version
1. Triggered by - select the type of request that will trigger the Zibot.
2. Created in - select the Ziflow folder that will be monitored by this flow.
3. Created by - select the user who will be responsible for this flow activation.
Proof updated
1. Triggered by - select the type of request that will trigger the Zibot.
2. Modified in - select the Ziflow folder that will be monitored by this flow.
Decision made
1. Triggered by decision made - select what level decision needs to be made to activate the flow.
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 will be monitored by this flow.
New comment/reply
1. Triggered by new comment / new reply - choose which option should activate the flow.
2. Made by - choose if a Zibot should be activated by a specific reviewer or by anyone that adds a comment/reply.
3. Created in - select the Ziflow folder that will be monitored by this flow.
Comment resolved
1. Created in - select the Ziflow folder that will be monitored by this flow.
Comment labeled
1. Comment is labelled as - select which label(s) should trigger a Zibot.
2. Created in - select the Ziflow folder that this flow will monitor.
Stage updated
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
1. Triggered by - select which type of the stage updated event should trigger the Zibot.
2. Modified in - choose the Ziflow folder that is going to be monitored by this flow.
Comment reaction
1. Triggered by - choose if you want to trigger a flow based on reactions added to comments or replies.
2. Comment reacted with - select what type of reaction should trigger a flow.
3. Created in - select the Ziflow folder that is going to be monitored by this flow.
Setting up Asana Zibot action

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:
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.
2. Search Asana - with this Zibot, you can search for projects, tasks, and users.
3. Update Asana task - with this Zibot, you can update the required task in the Asana workspace.
4. Update Asana task column - with this Zibot, you can update the required Asana task column.
5. Update Asana task section - with this Zibot, you can update the required Asana task section.
6. Assign Asana task - with this Zibot, you can assign the required Asana task.
7. Send proof URL - this Zibot will attach a proof URL as an external attachment to the selected Asana task.
8. Create a story (comment) on Asana task - this Zibots lets you add stories (comments) to selected Asana tasks.
And you're done! Ziflow will now send or update data in users' designated Asana account.

Supporting Material:
- FAQ: How can I use JSONPath in Webhook Zibots?
- API Reference Page