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Every 15 minutes

Create Asana onboarding projects from new sheet rows

Add a client to your sheet and an Asana project is created from your onboarding template, with the link written back to the row.

Runs
Every 15 minutes
Apps
Asana, Google Sheets
AI
Not needed
Access
Sheets edit; Asana write

Send this to your assistant

Create a ClickRuntime automation: every 15 minutes, find new rows in my Clients sheet, create an Asana project from my onboarding template for each, and write the project link back to the row.

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

An accounting practice tracks new clients in a Google Sheet that the partners already update after each signing. The onboarding work lives in Asana, and someone has to notice each new row and set up the project by hand. On busy weeks that takes days, and the client's documents request goes out late.

Letting the sheet drive Asana means adding a row is all it takes. The project appears within fifteen minutes, and the link in the row shows at a glance which clients are set up.

What you get out of it

  • Keep using the sheet you already have

    Nobody has to change how they record a new client. The row they already add is what starts onboarding.

  • Every client gets the full template

    Projects are built from your Asana template with all tasks and sections. The steps are the same for every client, every time.

  • The sheet shows what is set up

    The project link is written back to the row. A blank link cell means a client is still waiting, which is easy to spot.

  • No duplicate projects

    Rows that already have a link are skipped. Editing a client's details later never creates a second project.

How it works

What happens, step by step

  1. Every 15 minutes, ClickRuntime reads your Clients sheet.

  2. Rows that already have a project link are skipped, so each client is only set up once.

  3. For each new client, an Asana project is created from your onboarding template.

  4. The project link is written back to the row, and a short message is posted in your #onboarding Slack channel.

Before it runs live

  • Connect Asana
  • Connect your Google Sheets account and pick the spreadsheets it may use

What you get

RunsEvery 15 minutes
Create Asana onboarding projects from new sheet rowstoday, 9:00Succeeded
Slack · #onboardingOnboarding project created for Acme Logistics: https://app.asana.com/0/1209876543210

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 Google Sheets 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_rows_in_a_sheet_become_asana_onboarding_projects.pyexample
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, notify, report_fetched

SHEET_ID = "your-spreadsheet-id"
TEMPLATE_GID = "your-asana-project-template-gid"
TEAM_GID = "your-asana-team-gid"

@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="Clients!A2:C").execute().get("values", [])
    new = [(i + 2, r[0]) for i, r in enumerate(rows) if r and r[0] and (len(r) < 3 or not r[2])]
    report_fetched(len(new))
    if not new:
        return {"summary": "Nothing new"}
    asana = {"Authorization": f"Bearer {credentials.connection('asana', 'work')}"}
    for row, client in new:
        job = http.post(f"https://app.asana.com/api/1.0/project_templates/{TEMPLATE_GID}/instantiateProject", headers=asana,
                        json={"data": {"name": f"{client} onboarding", "team": TEAM_GID, "public": True}}).json()["data"]
        link = f"https://app.asana.com/0/{job['new_project']['gid']}"
        sheets.spreadsheets().values().update(spreadsheetId=SHEET_ID, range=f"Clients!C{row}",
                                              valueInputOption="RAW", body={"values": [[link]]}).execute()
        notify.slack(f"Onboarding project created for *{client}*: {link}", channel="#onboarding")
    return {"summary": f"{len(new)} projects created"}

FAQ

Common questions

Which columns does the sheet need?
A client name column and an empty column for the project link. Other columns such as start date or account manager can be included in the project name or notes.
What if I add several clients at once?
Each new row gets its own project in the same check. They are created one after another and each link is written back to its row.
Can I post a message when a project is created?
Yes. A Slack message can be posted to a channel such as #onboarding with the client name and project link.
What permissions does it need?
Sheets edit; Asana write. 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 each time it checks. Checks that find nothing new and stop right away aren't counted.
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.

Set up “Create Asana onboarding projects from new sheet rows” from your assistant

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