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 editions.
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Create Ziflow columns in Asana
Connect Ziflow proofs with Asana tasks
Create Ziflow custom fields in Asana
To view information about your Ziflow proof reviews in Asana, you will need to create new custom fields (columns) in your Asana project.
Open your Asana project and create new custom fields. You will select these later during this integration.Ziflow recommends adding the following basic fields:
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Proof Status: To display the current status of the proof
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Ziflow Link: To display the link users need to view the proof
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Proof Version Number: To display the current version iteration of the proof
Connect Ziflow with Asana
Before setting up the integration between Ziflow and any third-party tool, you must connect Ziflow with the external application.
- 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. Once you authenticate in Asana and authorize Ziflow to connect with Asana, you can set up automated actions between Ziflow and Asana.
- Review the information in the Grant Permission window, and select Allow.
The Asana integration tile 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.
Set up Asana automated flows
Once Ziflow and Asana are connected, you can set up automated flows to send information to Asana.
- 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 trigger the integration.
Ziflow events
Depending on the event you selected, the events on the event details page will vary:
New proof/version
An event is triggered by creation of a new proof or a new proof version.
Field Description 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 Select a source event from which the flow will be triggered. Proof updated
An event is triggered by a proof update.
Field Description 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
An event is triggered by a decision.
Field Description Triggered by decision made Select which level a decision needs to be made to activate the flow. For example, you 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
An event is triggered by a new comment or a reply.
Field Description Triggered by new comment / new reply 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
An event is triggered by a resolved comment.
Field Description Created in Select the Ziflow folder that this flow will monitor. Comment labeled
An event is triggered by a comment label.
Field Description Trigger by label made Select 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
An event is triggered by updating a stage.
Field Description 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 Select the Ziflow folder that this flow will monitor. Stage started
An event is triggered by starting a stage.
Field Description Triggered by Select which type of the stage updated event should trigger the Zibot. Modified in Select the Ziflow folder that this flow will monitor. Comment reaction
An event is triggered by a comment reaction.
Field Description Trigger by Select whether 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. 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 -
- Task -
- User -
Search text
(required)
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 Select which column to update
(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
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.
Note: Integration fields must be enabled in the application settings to be used while configuring or editing proofs.
To connect proofs with integration tasks 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.
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Start creating a flow by selecting an event trigger which will be a New proof/version.
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Choose the Create Asana task from the Zibot list:
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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 (for example, PROOF.NAME).
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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.
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Fill out the Add proof integration property Zibot configuration.
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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.
Supporting Material:
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Proof Status: To display the current status of the proof
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Available on: Pro & Enterprise editions.
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
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Triggered by - select the type of request that will trigger the Zibot.
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Created in - select the Ziflow folder that will be monitored by this flow.
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Created by - select the user who will be responsible for this flow activation.
Proof updated
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Triggered by - select the type of request that will trigger the Zibot.
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Modified in - select the Ziflow folder that will be monitored by this flow.
Decision made
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Triggered by decision made - select what level decision needs to be made to activate the flow.
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Type of decision - choose the type of decision that needs to be made to activate the flow.
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Created in - select the Ziflow folder that will be monitored by this flow.
New comment/reply
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Triggered by new comment / new reply - choose which option should activate the flow.
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Made by - choose if a Zibot should be activated by a specific reviewer or by anyone that adds a comment/reply.
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Created in - select the Ziflow folder that will be monitored by this flow.
Comment resolved
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Created in - select the Ziflow folder that will be monitored by this flow.
Comment labeled
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Comment is labelled as - select which label(s) should trigger a Zibot.
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Created in - select the Ziflow folder that this flow will monitor.
Stage updated
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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.
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Modified in - choose the Ziflow folder that this flow will monitor.
Stage started
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Triggered by - select which type of the stage updated event should trigger the Zibot.
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Modified in - choose the Ziflow folder that is going to be monitored by this flow.
Comment reaction
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Triggered by - choose if you want to trigger a flow based on reactions added to comments or replies.
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Comment reacted with - select what type of reaction should trigger a flow.
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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:
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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.
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Search Asana - with this Zibot, you can search for projects, tasks, and users.
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Update Asana task - with this Zibot, you can update the required task in the Asana workspace.
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Update Asana task column - with this Zibot, you can update the required Asana task column.
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Update Asana task section - with this Zibot, you can update the required Asana task section.
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Assign Asana task - with this Zibot, you can assign the required Asana task.
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Send proof URL - this Zibot will attach a proof URL as an external attachment to the selected Asana task.
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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:
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