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.
- Runs
- On a schedule
- Apps
- Asana, Gmail
- AI
- Not needed
- Access
- Asana write; gmail.send
Send this to your assistant
Create a ClickRuntime automation: every morning, find contracts renewing in the next 60 days, create an Asana task for each one that doesn't have one yet, and email me the list.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
An account manager at a services firm looks after forty client contracts, each with its own renewal date and notice period. The dates live in a spreadsheet nobody opens until something goes wrong. A contract auto-renews at the old price, or a client's notice window closes before anyone has spoken to them about expanding the work.
This automation checks the renewal dates every morning and creates an Asana task for each contract that renews within 60 days, plus an email listing the new ones, so every renewal conversation starts on time.
What you get out of it
Every renewal gets a conversation
Sixty days is enough time to review the account, prepare a proposal and talk to the client. Nothing renews silently at the old terms. Price increases and scope changes can be agreed in good time.
Notice periods are not missed
Many contracts need notice weeks before the renewal date. An early task makes sure that window is not lost. That protects you from being locked into terms you wanted to change.
Renewals become assignable work
Each Asana task can be given an owner and a due date and tracked to completion. Managers can see which renewals are in hand. Holidays and handovers no longer drop a renewal.
One task per contract
Contracts that already have a task are skipped, so a renewal is not repeated every morning. The project shows a clean list of upcoming renewals. Your inbox only hears about new ones.
A morning heads-up
The email lists the renewals that just came into range. You can plan the week around them without opening another tool. Quiet days send nothing.
How it works
What happens, step by step
Every morning, ClickRuntime reads the contracts and renewal dates from your sheet.
It picks out any contract renewing within the next 60 days.
It remembers which renewals already have a task, so each one is only created once.
A task is created in your Asana project for each new renewal.
You get an email listing the renewals that were added that morning.
Before it runs live
- Connect Asana
- Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
What you get
Build your own
Need it to work differently?
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.
Changes you can ask for
- Run it at a different time, more or less often, or only on weekdays
- Add an AI step, for example to summarize, sort or draft a reply
- Add another app, for example also send it to Slack
- Combine it with other Asana and Gmail steps into one automation
Under the hood
The code that runs this automation
from datetime import date, timedelta
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, state, notify
SHEET_ID = "your-spreadsheet-id"
PROJECT_ID = "your-asana-project-id"
@on_trigger
def run(event):
sheets = build("sheets", "v4", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
rows = sheets.spreadsheets().values().get(spreadsheetId=SHEET_ID, range="Contracts!A2:B").execute().get("values", [])
done, new = state.get("done") or [], []
limit = date.today() + timedelta(days=60)
for client, renews in (r[:2] for r in rows if len(r) >= 2):
key = f"{client}|{renews}"
if key in done or not (date.today() <= date.fromisoformat(renews) <= limit):
continue
http.post("https://app.asana.com/api/1.0/tasks", headers={"Authorization": f"Bearer {credentials.secret('ASANA_TOKEN')}"},
json={"data": {"name": f"Renewal: {client}", "due_on": renews, "projects": [PROJECT_ID]}})
done.append(key)
new.append(f"{client} renews on {renews}")
state.set("done", done[-1000:])
if new:
notify.email_me(f"{len(new)} contract renewals coming up", "\n".join(new))
return {"new_tasks": len(new)}FAQ
Common questions
Where do the renewal dates come from?
Can I use a different lead time than 60 days?
What if a contract is renewed and the date changes?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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