Communication - Asana for Gmail add-on

• Open an email and click the Asana logo in side panel. Sign in using your Asana account details.
• If the add-on was just installed, it might not show up right away. If this happens, try refreshing the page, logging out and then in, and/or opening several email messages. Google add-ons can sometimes take a few seconds to load.

• After logging in, you will see the option to create a new task and search for a task from within your email.

Creating an Asana task from an email

When creating a task, you can:

1. Change the task's name
2. Add an assignee
3. Set a due date
4. Add a task description
5. Add the task to a project

Email sync

Email sync allows you to sync future email replies to tasks in Asana. This means you no longer need to create multiple Asana tasks each time you receive a new email reply and removes the “middle man” by ensuring email context is being shared with all collaborators contributing to the same task or project.

When creating a new task using the Gmail add-on, you can enable the Sync future replies to this task feature. All future replies within this email thread will be automatically synced to the Asana task as comments.

Once a task has been synced with an email thread, you can add collaborators to the task to share the email context without needing to regularly update the task each time a new email reply is received.

Email sync set up and authentication

1. Open Gmail and navigate to the email you wish to create a task from.
2. Open the Asana tab via the right side panel.
3. Log in to Asana by clicking Log In.
4. Follow the authentication flow as shown in the GIF above.
5. Once you’ve logged in, you can create tasks from emails.

Syncing future email replies

1. Open the Asana tab via the right side panel.
2. Under Options, the option to Sync future replies to this task will be checked by default. This will update the Asana task each time a new email reply is received. 
3. If you don’t want to sync future email replies, uncheck this box. 

To stop email syncing

Email syncing can be stopped in two ways:

1. In Asana, you can remove the email attachment by selecting Delete attachment. This will stop the sync. If you wish to delete the previously synced email messages, users with edit access can do so manually. 
2. In the Gmail add-on, navigate back to the email thread from which you want to remove the sync. Click on the Stop sync button.

Email sync for mobile

Email syncing is also available on the Gmail mobile app. To set up email syncing on mobile:

1. Open any email and scroll down to the Asana for Gmail add-on section.
2. Creating a task from here also provides the option to sync future replies from an email to the created tasks.

Please note, this option will only be available via mobile if it has been previously installed on the Gmail web app. 

Email syncing FAQs

Who can see synced email messages?

Any users that are added to the task that is synced with an email thread can see the synced email messages.

I want to sync an email thread with more than 5 messages. Why do the most recent 5 messages from the email thread appear in the sync when I create the task?

When you create a task and want to sync an email thread with more than 5 messages, only the most recent 5 messages are pulled into the task. However, any future email messages are synced from that point on. 

Is HTML email supported?

Unfortunately not, HTML is converted into text when displayed in Asana.

I don’t see the “Sync future replies” option. What should I do?

This can happen if a user has logged in with the incorrect email address. The email address used to log into Gmail must match the email address used for completing the authentication process for the Asana for Gmail add-on.