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.
- Runs
- The moment it happens
- Apps
- Asana, Gmail
- AI
- Not needed
- Access
- Asana workspace write; gmail.send
Send this to your assistant
Create a ClickRuntime automation: when my intake form sends a new client, create their onboarding project in Asana from my template, set the due dates from today, send them a welcome email from my Gmail and email me a confirmation.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A consultancy signs a few new clients each month. Each one needs the same onboarding: a project in Asana copied from a template, dates set from the start day, and a welcome email with next steps. The account manager does it by hand, often a day or two after signing, and steps get missed when two clients start in the same week.
This automation does the setup the moment the intake form is submitted. The client hears from you right away, the team has a dated project ready to work from, and you get a short confirmation that it all happened.
What you get out of it
Clients hear from you straight away
A welcome email arrives minutes after they sign up, while they are still paying attention. It sets the tone for the whole engagement.
Every client gets the same onboarding
The project is copied from your template, so no step is forgotten when the team is busy. Improvements to the template apply to every new client from then on.
Dates are set for you
Due dates are calculated from the start day, so the project is ready to work from as soon as it appears. Nobody has to shift a dozen tasks by hand.
A confirmation for your records
You receive a short email with the project link once everything is done. If something failed, you know at once rather than when the client asks.
How it works
What happens, step by step
When your intake form receives a new client, it sends their details to ClickRuntime.
A new onboarding project named after the client is created in Asana from your template, with due dates counted from today.
A welcome email is sent to the client from your Gmail address.
You get an email confirming the project and the welcome email are done, with a link to the project.
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
- Paste your automation's link into the other app's webhook settings
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
- Act only on the items that match your own rules, and skip the rest
- 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
import base64
from datetime import date
from email.mime.text import MIMEText
from googleapiclient.discovery import build
from google.oauth2.credentials import Credentials
from clickruntime import on_event, credentials, http, notify
TEMPLATE_ID = "your-asana-project-template-id"
TEAM_ID = "your-asana-team-id"
@on_event
def handle(event):
c = event.json or {}
name, company, email = c.get("name", ""), c.get("company", ""), c.get("email", "")
asana = {"Authorization": f"Bearer {credentials.secret('ASANA_TOKEN')}"}
job = http.post(f"https://app.asana.com/api/1.0/project_templates/{TEMPLATE_ID}/instantiateProject", headers=asana,
json={"data": {"name": f"Onboarding: {company}", "team": TEAM_ID, "public": False,
"requested_dates": [{"gid": "1", "value": date.today().isoformat()}]}}).json()["data"]
project = job.get("new_project", {})
msg = MIMEText(f"Hi {name},\n\nWelcome aboard. Over the next week we will set up your account and book a kickoff call.\n")
msg["To"], msg["Subject"] = email, f"Welcome, {company}"
gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
gmail.users().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
notify.email_me(f"Onboarding set up for {company}", f"Project: https://app.asana.com/0/{project.get('gid', '')}\nWelcome sent to {email}")
return {"project": project.get("gid")}FAQ
Common questions
What does the welcome email say?
Do I need a paid Asana plan?
Which form tools can start it?
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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