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The moment it happens

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.

Runs
The moment it happens
Apps
Asana, Gmail
AI
Yes, uses the built-in AI allowance
Access
Asana write; gmail.send

Send this to your assistant

Create a ClickRuntime automation: give me a trigger link for leads. Score each with AI, create an Asana task for hot leads, and send them a reply from Gmail.

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 small consultancy gets leads from its contact form, a webinar sign-up and the occasional partner referral. Some are serious buyers with a budget and a deadline, most are students or vendors. The founder reads them in a batch on Friday, by which point the best lead has already booked a call with a competitor who answered on Tuesday.

Scoring each lead as it arrives and replying straight away means serious buyers hear back within minutes, and the follow-up work for them lands in Asana where the team plans its week.

What you get out of it

  • Every lead hears back within minutes

    Speed of reply is one of the biggest factors in winning a deal. An immediate, polite response keeps the lead warm until a person can follow up.

  • Time goes to the leads worth it

    Only leads that score well become tasks. The team does not spend Friday afternoons sorting through vendor pitches and spam.

  • Follow-up lives in your project tool

    Hot leads appear as Asana tasks with the score and a short summary. They can be assigned, given a due date and tracked like other work.

  • A reason with every score

    Each score comes with a one-line explanation, such as budget mentioned or clear timeline. That makes it easy to check the judgement and adjust the criteria.

  • Consistent criteria every time

    Every lead is judged against the same description of your ideal client. The result does not depend on who reads the form or how busy they are.

How it works

What happens, step by step

  1. When a lead comes in through your trigger link, ClickRuntime receives their details straight away.

  2. AI scores the lead from 1 to 10 against your description of a good client and writes a one-line summary.

  3. Leads that score high become Asana tasks with the score and summary attached.

  4. Every lead gets a reply from your Gmail, so nobody waits for an answer.

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
Score inbound leads and create Asana tasks for the good onesjust nowSucceeded
Asana · LeadsFollow up: Dana at Northwind Logistics (8/10) — 120 staff, budget set, wants to start in November

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
  • Change what the AI looks for, or how it writes the result
  • 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.
qualify_inbound_leads_into_asana_tasks.pyexample
import base64
from email.message import EmailMessage
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, http, ai

PROJECT_ID = "your-asana-project-id"
IDEAL = "B2B companies with 20-500 staff, a clear project and a budget."
SCHEMA = {"type": "object", "properties": {"score": {"type": "integer"}, "summary": {"type": "string"}}, "required": ["score", "summary"]}

@on_event
def handle(event):
    lead = event.json or {}
    try:
        r = ai.generate(f"Ideal client: {IDEAL}\nLead: {lead.get('name')} {lead.get('company', '')}\n{str(lead.get('message', ''))[:2000]}",
                        system="Score this lead 1-10 and summarise in one line.", json_schema=SCHEMA, max_output_tokens=100).json
    except ai.AIError:
        r = {"score": 5, "summary": "Not scored"}
    hot = r["score"] >= 7
    if hot:
        http.post("https://app.asana.com/api/1.0/tasks", headers={"Authorization": f"Bearer {credentials.secret('ASANA_TOKEN')}"},
                  json={"data": {"name": f"Follow up: {lead['name']} ({r['score']}/10)", "notes": r["summary"], "projects": [PROJECT_ID]}})
    msg = EmailMessage()
    msg["To"], msg["Subject"] = lead["email"], "Thanks for getting in touch"
    msg.set_content(f"Hi {lead['name']},\n\nThanks for reaching out. " + ("We'd love to talk. Reply with a time that suits you." if hot else "We'll get back to you shortly."))
    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()
    return {"score": r["score"], "hot": hot}

FAQ

Common questions

What decides whether a lead is hot?
You describe your ideal client in plain words, such as company size, budget or need, and each lead is scored from 1 to 10 against it. Leads at or above your threshold become tasks.
Do cold leads get a reply too?
Yes. Every lead receives a short, friendly reply. Hot leads can get a different message, for example with a link to book a call.
Where do the leads come from?
Any form, landing page or tool that can send a webhook to your trigger link. The lead's name, email and message are the fields that matter most.
What permissions does it need?
Asana write; gmail.send. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly 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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