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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.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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

  1. When your intake form receives a new client, it sends their details to ClickRuntime.

  2. A new onboarding project named after the client is created in Asana from your template, with due dates counted from today.

  3. A welcome email is sent to the client from your Gmail address.

  4. 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

RunsThe moment it happens
Set up an Asana project and welcome email for each new clientjust nowSucceeded
Email · ConfirmationOnboarding set up for Northwind Traders: project created in Asana and welcome email sent to their operations lead.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. 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.

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

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
new_client_asana_onboarding_project_welcome_email.pyexample
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?
You write it once with placeholders for the client's name and company, and it is sent from your own Gmail address. Replies come straight back to your inbox.
Do I need a paid Asana plan?
Project templates need a paid Asana plan. On other plans, the automation duplicates an existing template project instead, which gives the same result.
Which form tools can start it?
Any intake form or CRM that can send a new submission to a web address, such as a deal marked as won or a signup form on your website.
What permissions does it need?
Asana workspace write; gmail.send. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

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