Communication - Microsoft Teams and Asana integration

Installation

• Go to the Apps tab in MS Teams
• Search for Asana Project management
• Click Asana
• Click Add to install

Manage the app for your organization

To manage the app, search Asana in the Teams admin center, and ensure Allow is checked. Add Asana to Pinned apps in Teams admin center to find it more easily in future.

Onboarding

Once installed, you have access to the integration bot in your 1:1 chat. Add the bot to specific team channels, and ask it questions for updates on Asana project activity.

When initially interacting with the integration, you will engage with a chatbot which introduces the integration, shows examples of use cases, and provides links to Help Center articles you might need.

 

Share Asana links

Users can unfurl tasks, projects, portfolios, status updates, and teams to show more information in Teams.

To share links, simply paste an Asana URL and hit send.

Search

Find tasks, projects, and portfolios by clicking the Asana logo in the message composer.

Create a new task

1. Click the + button in the Asana message composer dialog
2. Select Create new task
3. Fill out details in the pop-up screen that appears
4. Click on Create task

Create new Asana tasks anywhere in Teams. Use the create task command with the Asana bot, the option from the composer, or within any message in a conversation. You can also assign it to a teammate, set a due date, and add it to an Asana project.

Add a message to a task

Under the three dot icon options, click More actions and choose Add message to task. Via a pop-up window, search and select an Asana task for the message to be added to as a task comment.

 

View an Asana project within Teams

To see a project view within Microsoft Teams, we recommend using the Website tab option to view the project, add and edit tasks, and enjoy full Asana functionality. You can add this tab to Teams and Events.

Access project view

Choose the project you want to view.

Navigate to the Team or Event you want to add the project view to, and click the + button at the top. Search for Website and select.

 

From the pop up, add the Website tab so you can access services and enable project view

 

To view project, paste the URL or the name of the project you want to add to Asana and save. After loading, it will unfurl to view the entire Asana project within Teams.

 

Add Asana projects as web tabs

Once the Asana app has been added to a Teams channel, users can opt in to add Asana projects as web tabs by searching for the Asana project name. To do this, you'll first need to grant additional permissions from Microsoft which allows the Asana app to create web tabs on your behalf.

• To get started, click Add project
• Next, in the new window, grant the Asana app the relevant permissions
• If unable to grant permissions, please reach out to your Microsoft admin

• Finally, back in Teams you can search by project name to find the relevant project
• Click Add to add the Asana project as a web tab

Note that website tabs are not available on the Microsoft Teams web application.

Notifications

Receive personal notifications

1. From the sidebar, access your chat and click on the Asana bot chat
2. Write “link project”
3. Click the Link project button

 

The Asana bot will then ask you to select a project to link to. Select My Tasks and click Link to start receiving personal notifications.

You’ll receive notifications when you're assigned or unassigned a task.

For tasks assigned to you, you'll receive a notification when:

• Tasks are completed
• Due dates change
• All dependencies are completed
• Dependences are uncompleted
• Dependency due dates change
• You're added as a collaborator
• Someone comments on a task you collaborate on

Setting notifications

Navigate to any team channel or 1:1 chat.

In the + menu, select Link Project. Select a project that you want to receive notifications for.

 

Configuring notification settings for Microsoft Teams

From the Asana message composer:

1. Navigate to notification settings from the + menu in the Asana dialogue pop-up
2. Select which communication notifications you wish to receive

 

Custom notifications

You can create custom notifications using the Asana Rule feature, such as sending a custom message to a channel whenever a task is updated or moved. Learn about Asana rules integrations.

Asana bot

The Asana bot for Microsoft Teams will chat with the app to ask questions and find things, seamlessly returning a response based on input from the user. There are a number of commands you can use with this app to save time.

Bot interactions:

From the Asana chatbot, you can select your workspace or switch to another one to suit your project needs with the command change workspace.

Asana and Microsoft Teams Meetings

Asana’s Microsoft Teams integration also works with Teams Meetings, allowing tasks to be created without leaving the meeting window. You can also see a summary of tasks created in a meeting. This is supported in the Teams desktop app, but not the browser version.

The meeting organizer must add the team or event to the integration before the meeting starts. Navigate to the team event you want to add the integration to and click the + button at the top of the screen.

Keep work connected

Add the Asana tab:

• Search for ‘Asana’ and select it to add the Asana tab
• Click Add to confirm

 

To join the meeting

Connect to Asana:

• Next, you will be prompted to Connect to Asana
• After you authenticate with Asana, select a workspace to prep for the meeting
• Join meeting event

 

Create tasks, and review any tasks you’ve created within the Event or Team. Tasks created in Teams are by default only visible within Teams to the user who created them. Tasks will always be found in Asana.

Create tasks in a Teams meeting

When you join the event, you’ll also see the Asana logo in your meeting menu. Clicking it will open a side panel where you can create tasks mid-meeting and review tasks you’ve created in the meeting.

Other attendees will also see this in their menu and will be able to authenticate and create tasks as well. Any tasks created here will also be visible in the Asana Tab for reviewing tasks post-meeting.

Need help? Check out Microsoft's Support page here.