How to Send an Email When a Tag is Added to Asana Tasks Using Pabbly Connect

Learn how to automate email notifications when tags are added to Asana tasks using Pabbly Connect. Step-by-step guide for seamless integration. Learn to create powerful connections between your critical applications without requiring specialized programming knowledge or extensive technical background.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integration

To begin the integration process using Pabbly Connect, navigate to the Pabbly Connect website by typing ‘Pabbly.com/connect’ in your browser. This platform allows you to automate workflows between different applications seamlessly.

If you are a new user, click on the ‘Sign Up’ option to create an account, which takes less than two minutes. Existing users can simply click ‘Sign In’ to access their dashboard. Upon signing up, you will receive 100 free tasks to explore the features of Pabbly Connect.

2. Creating a Workflow in Pabbly Connect

Once logged in, you will be directed to the ‘All Applications’ page. Here, click on the ‘Create Workflow’ button on the right side. A dialog box will appear, prompting you to name your workflow. Enter a name that reflects the objective of sending an email when a tag is added to Asana tasks.

• Click on ‘Create’ to proceed.
• You will see options for triggers and actions.
• Select Asana as your trigger application.

In this step, you will set the trigger event to ‘Tag Added to Task’. Click on this option to ensure that every time a tag is added to an existing task, the workflow will be triggered. This is where Pabbly Connect acts as the bridge for automation.

3. Connecting Asana to Pabbly Connect

After selecting the trigger event, click on ‘Connect’ to link your Asana account with Pabbly Connect. You will be prompted to add a new connection. Follow the authorization steps to allow Pabbly Connect to access your Asana account.

Once connected, you need to map the tag ID for the specific tag you want to monitor. For example, if you want to use the ‘Demo Tag’, select it and save the settings. Click on ‘Send Test Request’ to capture the response from Asana, which will confirm the connection is working properly.

4. Getting User Details from Asana

The next step requires retrieving the user details from Asana to send an email notification. Again, select Asana as your action application and choose the action event as ‘Get User’. This will allow you to fetch the email address of the assignee associated with the task.

Click on ‘Connect’ and use the existing connection established earlier. Map the user ID or email ID from the previous step to ensure the correct user is identified. This mapping is crucial as it allows Pabbly Connect to dynamically pull the correct email address for each task.

5. Sending Email Notifications via Gmail

Now that you have the assignee’s email address, it’s time to set up the final action to send an email using Gmail. Select Gmail as your action application and choose ‘Send Email’ as the action event. Click on ‘Connect’ to link your Gmail account with Pabbly Connect.

Once connected, you will need to fill out the necessary fields, including the recipient’s email address (mapped from the previous step), the subject line, and the email content. For instance, you can write, ‘Dear [Assignee Name], we have successfully added the [Tag Name] to the task [Task Name].’ After filling in these details, click ‘Save and Send Test Request’ to finalize the setup.

After testing, you should receive a confirmation email indicating that the integration is successful, demonstrating how Pabbly Connect has effectively automated the email notification process.

Conclusion

In this tutorial, we explored how to use Pabbly Connect to send automated email notifications when a tag is added to Asana tasks. By integrating Asana and Gmail through Pabbly Connect, you can streamline your workflow and ensure timely communication with your team.