When you tag a task in Asana with a pre-defined tag, Zapier can automatically trigger checklists and paste the checklist URL in Asana. This means you can run things like blog pre-publish checklists without having to switch apps, and automatically keep a log of Process Street activity in Asana without copying and pasting.
- A company wants to use Asana to manage their blog content creation
- The company wants to run a pre-publish checklist when the Asana task is tagged with ‘prepublish’, and then add the checklist URL to Asana for easy access
- We will add a hidden field to a Process Street template
- We will create a zap in Zapier to run a Process Street checklist when an Asana task is tagged
- We will create another zap in Zapier to listen for new checklists
- We will configure the zap to paste the checklist URL back into the Asana task
Let’s look at how we can do this.
How to run a Process Street checklist from Asana
Zapier is an integration platform that connects over 750 different apps. Any action in any of the supported apps (like forwarding an email or adding an attachment to a task) can trigger another app’s features automatically. Zapier integrates with both Asana and Process Street. The whole ‘recipe’ sequence is known as a zap.
In this article, we’ll be walking you through how to set up a zap that links Asana and Process Street to run a checklist when a task is tagged in Asana.
Add a hidden field to your chosen Process Street template
Zapier needs to know which Asana tasks are associated with which Process Street checklists. To make that possible, you need to add a hidden field to the Process Street checklist you want to run automatically from Asana. In this example, we’ve chosen a blog pre-publish checklist — a list of items you should check off before publishing a blog post.
Edit the template, and add a hidden form field anywhere you like:
I’ve called the field ‘Task-ID’ so I can more easily distinguish it in Zapier’s configuration menus.
Create a zap that runs a checklist when you tag an Asana task
Choose Asana for the trigger step, and select the ‘Tag Added to Task’ trigger.
Specify the tag in the next step.
For the action step, choose Process Street and select ‘Create Checklist’ as the action.
Select the same template to which you added the hidden field earlier, and select the name of the checklist to be the same as the task.
Make sure you push the Asana task ID to the Task-ID hidden field you set up earlier, or the next parts won’t work.
Create another zap to push the checklist URL back to Asana
To make sure you keep track of your checklists, and to avoid searching around and wasting time, it’d be ideal if the automation you set up passed information back to Asana. In this case, it’s the checklist URL.
The zap you’re about to create will listen for new checklists, and send the checklist URLs to their respective Asana tasks.
Make a new zap, and choose the Process Street ‘New Checklist’ trigger.
After the trigger, you’ll need to make a filter to ensure the zap only fires when a relevant checklist is created. With the configuration below, the zap doesn’t run unless the hidden field you created earlier was filled with a task ID.
The next step is a Search Action step. When executed as part of the zap, Asana will search for a task name that matches the Process Street checklist title.
The task ID is then fed into the next step, where a Process Street checklist URL is pushed into the task’s notes.
Now, if you’ve gone through all of the Zapier tests, you should be able to go back into Asana and see your task updated with the Process Street checklist URL.
Make 100% sure that the integration is working by checking your zap logs inside Zapier.
Grab the pre-publish checklist we used in this example below: