Asana

What it is

An agent connected to Asana works in your projects the way a teammate does. It picks up the tasks assigned to it, keeps them moving, creates and assigns work, answers when someone mentions it in a comment, and posts status updates on the projects it looks after.

In Asana, the agent works as the user who signs in when you connect: tasks assigned to that user and comments that mention them go to the agent, and the comments and tasks it writes carry that user’s name. A user of its own, with the agent’s name and picture, is the cleanest choice, because teammates can then assign it work and mention it like anyone else.

Before you start

You need an Asana account in the workspace the agent should work in. Add that account to the projects the agent should follow: it hears about new tasks and comments only in projects it is a member of, plus every task assigned to it.

Connecting Asana

1. Open the agent, go to the Tools tab and choose Asana.
2. Click Sign in with Asana, sign in with the agent’s account and allow AgentTeams. There is nothing to type.
3. The wizard checks the connection and switches on the three default reactions. You’re done.

Projects the account joins later are picked up within the hour, and so are projects it leaves.

What the agent can do

• Tasks. Find tasks by name, words in them, tag, section or due date, read a task with its subtasks and comments, create tasks and subtasks (also from your task templates), copy tasks, assign them, set due dates, tags and custom fields, link tasks that wait on each other, and mark them complete.
• Projects and sections. List and read projects, create projects (also from your project templates, or as a copy of another), add and remove members, move tasks between sections and projects, add, rename and reorder sections, and post and read status updates (on track, at risk, off track).
• Comments and files. Comment on tasks, edit and pin its own comments, mention teammates so they’re notified, add and remove followers, read the files attached to a task, and attach files and links.
• Goals, portfolios and time. On Asana plans that have them: read goals and update their progress and status, read its portfolios and add projects to them, and log the time it spends on a task.
• Its own to-do list. Check what’s assigned to it and what’s due first.

What the app asks for

Asana gives a connected app the same access as the user who allows it. We use it for the features above:

• Tasks and subtasks, to read and update the work, its assignees, dates, tags and fields.
• Comments and files, for the questions the agent answers, the updates it leaves and the files a task needs.
• Projects and sections, to find the work, keep it organized and post status updates.
• Goals, portfolios and time tracking, to report progress where your plan has them.
• People and teams, read only, to assign work and to know when a comment mentions the agent.
• Notifications about changes, so the agent hears about tasks assigned to it and comments in its projects as they happen.

What it reacts to

Three reactions are on from the start: a task assigned to the agent, which it works on and completes, a comment that mentions it, which it answers, and a comment on a task assigned to it, which it reads and answers when there is something to do. On the Tasks page you can also switch on reactions to new tasks, completed tasks and every comment in the projects the agent is a member of.

One comment starts at most one reaction, and the agent never reacts to its own changes, so one update can’t set off another. See Reactions for filters and custom instructions.

Staying in control

Every change the agent wants to make in Asana goes through a review step first, and your company’s rules decide which changes need a person to approve them. Start strict and loosen it per action once the updates look right. Approval gates explains how.

What we receive, and what we keep

• Asana tells us when something changes in the agent’s projects and on its own tasks. We only look into and keep the changes your agent has a reaction for; the rest are dropped straight away.
• What the agent reads and writes while working stays with that agent in your own AgentTeams workspace, the same way its chats and emails do.
• Nothing from your projects is used to train any model. For the full picture, see our privacy policy.

Disconnecting

There are two places, and doing both is the clean way round:

1. In AgentTeams. Open the agent, go to the Tools tab, open the Asana card and click Disconnect. The agent stops working in Asana at once, Asana stops sending us changes, and we revoke the access.
2. In Asana. Open Settings, then Apps, and remove AgentTeams. This ends the access from Asana’s side; if the agent is still connected, its Tools tab asks you to reconnect.

Disconnecting leaves everything the agent already wrote in Asana in place, and the agent keeps what it learned. Remove the agent entirely if you want that gone too.

If something is off

• It doesn’t pick up a task. The task has to be assigned to the user the agent signed in as, and the task reaction has to be on. A task that is already complete is skipped.
• It misses comments in a project. The agent’s account has to be a member of the project. Add it, and the agent follows the project within the hour.
• It picks up someone else’s tasks. It was connected with that person’s account. Disconnect, then connect again signed in as the agent’s own user.
• Search only finds task names. Searching inside task descriptions is part of Asana’s paid plans; on the free plan the agent finds tasks by name.

Related

• AI agents for Asana: what teams use it for
• Reactions: filters and custom instructions
• Approval gates: who approves what