Creating workflows for Asana users – Oomnitza Documentation

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You'll get visibility of your Asana users by creating configurable workflows to automate tasks such as:

- Workflows for getting user information.
- Workflows for adding, creating, deleting, and updating portfolios.
- Workflows for creating, deleting, and updating projects.
- Workflows for updating, creating, deleting, and reassigning tasks.
- Workflows for creating, updating, and removing users from a team.
- Workflows for adding and deleting users from a workspace.
- Workflows for getting SaaS user roles.

Before you start
Set your Asana Workspace ID as a global variable
Creating workflows
Create user workflows
Create SaaS user workflows

Before you start

Before you can create the integration with Oomnitza, you need to have added your Asana OAuth credentials to Oomnitza. For further information, refer to Adding your Asana credentials to Oomnitza.

We recommend that you also create an extended integration for Asana users. You can use the information retrieved in these integrations to trigger workflows.

Set your Asana workspace ID as a global variable

To save time when you use the API block to create workflows, set your workspace ID as a global variable.

To get your Workspace ID, enter the following URL in your browser: https://app.asana.com/api/1.0/workspaces (ensure you are logged into Asana when viewing this page). This will display a JSON object of your workspace ID. Copy the workspace ID corresponding to the relevant workspace name.

Log into Oomnitza.
From the menu, click Configuration > General > Global Settings.
Click Add new variable (+).
Add the Asana.WorkspaceId variable and its value.
Save your changes.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:

Click Configuration > Workflows
Click Add and select Users from the Objects list.
Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block.
Drag and drop the API block onto the Sandbox.
Click Edit on the API block and enter Asana in the search field.
Select a preset from the list below. To choose a preset, click the forward arrow (>).
Select the credentials that you created in Adding your Asana credentials to Oomnitza.
Your Workspace ID should be derived from the global variable you created in Setting your Asana workspace ID as a global variable.
Enter any mandatory information when prompted.
Select Advanced Mode.
Select the Params or Body tab. Review and ensure that the properties referenced in these locations, such as {{user_external_id}}, exists in Oomnitza and is populated with information before you run this workflow. You can create a user integration to retrieve this information before you run this workflow.
Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields, as per the example below.
Connect the Blocks.
Save, validate, and activate your workflow.

Understanding Workflows

Fig: Mapping the Update Workspace Name response

General Information workflows

Using the Asana Get Portfolios Filtered by User preset

The Asana Get Portfolios Filtered by User preset returns a list of the portfolios, using the User ID of the portfolio owner. The owner of the portfolio is referenced in the Advanced Mode > Params tab in the property{{user_external_id}}.Currently, API users can only get a list of portfolios that they themselves own. For further information, see Asana Docs: Portfolios

Using the Asana Get Projects Filtered by Team preset

The Asana Get Projects Filtered by Team preset returns projects by Team ID. For further information, see Asana Docs: Projects

Using the Asana Get Task Records Filtered by User preset

The Asana Get Task Records Filtered by User preset returns tasks by Assignee. The assignee is referenced in the Advanced Mode > Params tab in the property{{user_external_id}}. For further information, see Asana Docs: Tasks

Using the Asana Get Users Filtered by Team preset

The Get Users Filtered by Team preset returns users by Team ID. For further information, see Asana Docs: Users

Portfolio workflows

Using the Asana Add User to a Portfolio preset

The Asana Add User to a Portfolio preset adds users to a portfolio, by Portfolio ID. The user to be added to the portfolio is referenced in the Advanced Mode >Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Add users to a portfolio

Using the Asana Create Portfolio preset

The Asana Create Portfolio preset creates a new portfolio. You need to supply the following information to create a portfolio:

Name: The name of the portfolio, i.e Bug Portfolio
Color: The color of the portfolio, i.e light-green
Public: Select this checkbox to make the portfolio visible to workspace members.

For further information, see Asana Docs: Create a portfolio.

Using the Asana Delete Portfolio preset

The Asana Delete Portfolio preset deletes a portfolio, by Portfolio ID.

For further information, see Asana Docs: Delete a portfolio.

Using the Asana Remove User from Portfolio preset

The Asana Remove User from Portfolio preset removes a user from a portfolio, by Portfolio ID.

The user to be removed from the portfolio is referenced in the Advanced Mode >Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Remove users from a portfolio.

Using the Asana Update Portfolio preset

The Asana Update Portfolio preset updates a portfolio, by Portfolio ID. You need to supply the following information to create a portfolio:

Name: The name of the portfolio, i.e Bug Portfolio
Color: The color of the portfolio, i.e light-green
Public: Select this checkbox to make the portfolio visible to workspace members.

For further information, see Asana Docs: Update a portfolio.

Project workflows

Using the Asana Add User to a Project preset

The Asana Add User to a Project preset adds a user to a project, by Project ID.

The user to be added to the project is referenced in the Advanced Mode > Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Add users to a project.

Using the Asana Create Project preset

The Asana Create Project preset creates a new project. You need to supply the following information to create a project:

Name: The name of the project.
Color: The color of the portfolio, i.e light-green
Description: Free-form textual information associated with the project (ie., its description).
Public: Select this checkbox to make the project visible to team members.

Warning
If the workspace for your project is an organization, you must also supply ateamto share the project with.

For further information, see Asana Docs: Create a project.

Using the Asana Delete Project preset

The Asana Delete Project preset deletes a project, by Project ID.

For further information, see Asana Docs: Delete a project.

Using the Asana Remove User from a Project preset

The Asana Remove User from a Project preset adds a user to a project, by Project ID.

The user to be removed from the project is referenced in the Advanced Mode > Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Remove users from a project.

Using the Asana Update Project preset

The Asana Update Project preset updates a project, by Project ID.

You need to supply the following information to create a project:

Name: The name of the project.
Description: Free-form textual information associated with the project (ie., its description).
Public: Select this checkbox to make the project visible to team members.

For further information, see Asana Docs: Update a project.

Tasks workflows

Using the Asana Add Comment to Task preset

The Asana Add Comment to Task preset adds a comment (also referred to as a story) to a task, by Task ID.

For further information, see Asana Docs: Create a story on a task.

Using the Asana Add Followers to Task preset

The Asana Add Followers to Task preset adds followers to a task, by Task ID.

The followers to be added to the task are referenced in the Advanced Mode > Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Add followers to a task.

Using the Asana Complete Task preset

The Asana Complete Task preset closes a task, by Task ID.

Select the Task Finished checkbox to complete the task.

For further information, see Asana Docs: Update a task.

Using the Asana Create Subtask preset

The Asana Create Subtask preset creates a subtask and adds it to the parent task.

For further information, see Asana Docs: Create a subtask.

Using the Asana Create Task preset

The Asana Create Task preset creates a new task.

For further information, see Asana Docs: Create a task.

Using the Asana Delete Task preset

The Asana Delete Task preset deletes a task, by Task ID.

Deleted tasks go into the “trash” of the user making the delete request. Tasks can be recovered from the trash within a period of 30 days; afterward, they are completely removed from the system.

For further information, see Asana Docs: Delete a task.

Using the Asana Reassign Task preset

The Asana Reassign Task preset reassigns a task, by Task ID.

The assignee of the new task is referenced in the Advanced Mode > Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Update a task.

Using the Asana Remove Task Follower preset

The Asana Remove Task Follower preset removes a task follower, by Task ID.

The followers to be removed from the task are referenced in the Advanced Mode > Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Remove followers from a task.

Teams workflows

Note
Non-organization workspaces do not have teams. If you use these presets using a non-organization email account, i.e. an account not associated with an organization or company, they will fail with 400 and 403 errors.

Using the Asana Add User To a Team preset

The Asana Add User To a Team preset adds a user to a team, by Team ID.

Team ID: The user making this call must be a member of the team in order to add others. The user that is added must exist in the same organization as the team.

The user to be added to the team is referenced in the Advanced Mode > Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Add a user to a team.

Using the Asana Create Team preset

The Asana Create Team preset creates a new team.

Warning
The Workspace ID must be the same organization or workspace the team belongs to. The user making this call must be a member of the same workspace in order to add or update others.

For further information, see Asana Docs: Create a team.

Using the Asana Remove User from a Team preset

The Asana Remove User from a Team preset removes a user from a team, by Team ID.

The user to be removed from the team is referenced in the Advanced Mode > Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Remove a user from a team.

Using the Asana Update Team preset

The Asana Update Team preset updates a team, by Team ID. You need to supply the following information to update a team:

Team ID
Team Name
Description

Warning
The Workspace ID must be the same organization or workspace the team belongs to. The user making this call must be a member of the same workspace in order to add or update others.

For further information, see Asana Docs: Update a team.

Workspace workflows

Using the Asana Add User to Workspace preset

The Asana Add User to Workspace preset adds a user to a workspace. The user to be added to the workspace is referenced in the Advanced Mode > Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Add a user to a workspace or organization.

Using the Asana Delete User from Workspace preset

The Asana Delete User from Workspace deletes a user from a workspace, by Workspace ID.

The user making this call must be an admin in the workspace.

Typically, you use this preset when an employee leaves the company or when an employee has not used the application for a certain period of time.

The user to be deleted from the workspace is referenced in the Advanced Mode > Body tab in the property{{user_external_id}}.

For further information, see Asana Docs: Remove a user from a workspace or organization.

Using the Asana Update Workspace Name preset

The Asana Update Workspace Name preset updates a workspace name, by Workspace ID.

For further information, see Asana Docs: Update a workspace.

Reference articles for workflows

Create SaaS user workflows

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the software entry in the Software > SaaS menu.

To create a Saas User workflow using the Asana SaaS presets, complete the following steps:

Click Configuration > Workflows > Saas Users from the menu.
Click Add (+). The Begin and End blocks are automatically added to the sandbox.
Enter the name and a description of the workflow.
Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
Click the Edit icon.
Enter Asana in the search field and choose one of the following presets:
1. Asana user role
2. Asana extended user role
Click the right arrow >.
Enter your Credentials.
Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Asana > Users if they are not found in your Asana instance.
Click SAVE.
Connect the blocks.
Save, validate, and activate your workflow.

To view active Asana users in the SaaS Users UI, complete the following steps:

Click Software from the menu.
Select the Saas tab, and select your software entry for Asana.
Click Users in the side pane.
The Role column will be populated with the user details to confirm that this user has been found in your Asana SaaS.

Asana user role preset

When the workflow that uses the Asana User Role preset is run, it detects which users are active. It then assigns the Member role to the active Asana users that were loaded into Oomnitza.

Users with invited-only status are omitted as they are not relevant from a licensing perspective.

Asana extended user role preset

To run the Asana extended user role preset, you must enter the workspace ID of the Asana workspace.

When you run the workflow, the roles of Admin, Member, or Guest are assigned to the Asana users that were loaded into Oomnitza based on their status.