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ClickRuntime

Connect Asana to Gmail

Asana keeps your team's work organised, but clients, leads and partners are on email. Connect Gmail and Asana so new clients, leads and renewals become tasks with owners, and the right emails go out at the right time.
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Ideas

What you can do with Asana and Gmail

Asana tasks from new clients, leads and renewals, with emails sent when they're due. These are ready-made starting points. Anything else you can describe works too.
On a scheduleAI

Find sales leads on Reddit and Hacker News and track them in Asana

Posts where people ask for what you sell become Asana tasks, and you get a daily email digest of the best ones.

See how it works
The moment it happens

Set up an Asana project and welcome email for each new client

When a new client signs up, their onboarding project appears in Asana from your template and they get a welcome email from your Gmail.

See how it works
The moment it happens

Follow up on canceled meetings automatically

When someone cancels a booked meeting, they get a friendly email inviting them to reschedule and you get an Asana task to follow up.

See how it works
The moment it happensAI

Score inbound leads and create Asana tasks for the good ones

Every new lead is scored, the promising ones become Asana tasks for follow-up, and each lead gets a prompt reply from your Gmail.

See how it works
On a schedule

Get Asana tasks and an email for contracts renewing soon

Every contract renewing within 60 days gets one Asana task, and each morning's new renewals arrive in your inbox.

See how it works Your own logic

Any other automation you can describe in words

Your own rules, schedule and AI steps with Asana and Gmail, plus any other app. Describe it and your assistant builds it.

See how to build your own

Build your own

Build any Asana and Gmail automation you can describe

The ideas above are ready-made starting points, not a fixed list. Describe what should happen between Asana and Gmail in your own words, with your conditions, other apps or an AI step, and your assistant writes it, tests it and runs it on ClickRuntime.

  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

For example, ask your assistant

When a client emails, have AI list each separate request in the email and create one Asana subtask per request under a parent task.

Every Friday at 4pm, email each client a summary of tasks completed in their Asana project this week, skipping clients with nothing completed.

Use cases

Why people connect Asana and Gmail

How the two apps work together

  • The automation checks Gmail for new messages matching a label or search every few minutes.
  • Each matching email becomes an Asana task, or a comment on an existing task in the same thread.
  • Asana webhooks send task changes to a trigger link, and the script can send or draft an email in response.

  • Client requests by email become tasks

    Agencies turn client emails into Asana tasks in the client's project. The task holds the email text and a link back to the thread.

  • Task completion emails to clients

    Account managers email a client when a task tagged client-facing is completed. Clients hear about progress without Asana access.

  • Weekly project status by email

    Project managers send stakeholders a Friday email with completed, upcoming and overdue tasks from a project.

  • Invoices and approvals tracked as tasks

    Finance and ops teams turn invoice or approval emails into Asana tasks with a due date and assignee.

More apps

Asana, Gmail and other apps in one automation

An automation isn't limited to two apps. Add the next step in another app and it runs as part of the same automation.

Client emails to Asana with Slack alert

When a client emails the support address, create an Asana task in their project and post it in #account-team.

Email attachments to Drive and Asana

When an email with an invoice attachment arrives, save it to Drive folder Invoices and create an Asana task with the link.

Asana tasks for emails from big accounts

When an email arrives from a HubSpot company in the Enterprise tier, create an Asana task due tomorrow for the account owner.

Setup

Connect Asana and Gmail once

Every idea on this page uses the same two connections, so you set them up once. If one is missing, your assistant tells you and links to the right place.

Asana

Project management

  1. In Asana, open the developer console at app.asana.com/0/my-apps.
  2. Create a new token. Asana asks for a description, such as 'ClickRuntime automations'.
  3. Copy the token.
  4. In the ClickRuntime dashboard, open Connections & secrets and save the token as a secret for Asana.

Gmail

Email

  1. At console.cloud.google.com, create a project and enable the Gmail API under APIs & Services → Library.
  2. Set up the OAuth consent screen. On Google Workspace choose Internal. On a personal Gmail account choose External, then under Audience click Publish app so it is In production, not Testing.
  3. Under Data Access, add the scopes you need, such as https://www.googleapis.com/auth/gmail.modify, or gmail.send if you only want to send.
  4. Under Clients, create an OAuth client of type Web application with the redirect URI https://clickruntime.com/oauth/callback.
  5. In the ClickRuntime dashboard, open Connections, choose Gmail and enter the client ID and secret. On a personal account Google shows an unverified-app screen: click Advanced, then go to your app.

FAQ

Questions about connecting Asana and Gmail

Which Asana project do tasks go into?
The project you choose when you set it up. Onboarding automations can create a new project for each client from a template.
Are emails sent automatically?
Only the ones you ask for, such as a welcome email to a new client. Anything sensitive can be saved as a Gmail draft for you to review.
Can it assign tasks to a person?
Yes. Tasks can be assigned to a fixed person or to whoever owns that client or lead.
How do I connect Asana?
With an Asana personal access token saved as a secret in your ClickRuntime dashboard. Gmail is connected through your own Google account.
Can it attach the email to the task?
Yes. The script can attach the email files and include the email text in the task description.
Can it set due dates from the email?
Yes. Built-in AI can read a date from the email text and the script sets it as the due date.
Can replies update the same task?
Yes. The script stores the Gmail thread ID with the task and adds later replies as comments.

Related pages

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