Do you want to export your Asana tasks to Google Sheets and keep them automatically updated in both directions? Look no further! In this article, we will guide you through the process of setting up a simple, code-free integration that transforms your Asana tasks into Google Sheets rows.
Once you’ve implemented the workflow described in this article, you’ll have a seamless integration that converts newly created Asana tasks (or historical tasks) into Google Sheets rows. But before syncing, you need to decide which Asana projects to include and which Asana task fields to synchronize with your Google Sheets. You’ll have to add each Asana task field to the header of your Google Sheets rows because the rows will become tasks and the columns will become fields.
Using a different set of applications or tools? Although this guide demonstrates how to sync Asana tasks with Google Sheets, the same principles apply to other spreadsheet software and databases, such as Microsoft Excel, Airtable, or Smartsheet. You can also substitute Asana with another project management tool, including Trello, ClickUp, monday.com, Favro, Teamwork, MeisterTask, Wrike, and many more. Find out more about this Asana-Google Sheets integration at Crawlan.com.
A Quick Overview of Asana-Google Sheets Integration with Unito
Before we dive into the step-by-step process, let’s take a quick look at what a synchronized Asana project connected to Google Sheets with Unito looks like:
Step 1: Prepare Your Google Sheets Header
The Unito sync associates Asana fields with Google Sheets rows based on the header row. So, make sure to give each column an intuitive name and link it to the corresponding field you want to sync from an Asana task. For example, Asana fields like Task Name or Status should probably sync with a column in the table bearing the same name or similar names.
If you’re not sure where to start, we’ve created a Google Sheets template that you can use to get started.
Step 2: Install Unito Spreadsheet Sync
Head over to the Google Workspace Marketplace and install the Unito Spreadsheet Sync extension. This free extension enables your spreadsheet data to sync with other tools. Once installed and your header row is prepared, simply insert two columns to help Unito sync your contact data. Select “Extensions > Unito Spreadsheet Sync > Open Unito > Insert Two Columns in This Sheet.” Unito will automatically create columns named “UnitoID” and “Last Modified” as the first and last columns. Only the columns between these two will sync with Unito.
Step 3: Connect Asana and Google Sheets to Unito
Open the Unito app and click on “+Create a Flow.” Click on “Start here” to connect Asana and Google Sheets in any order. Select an account for each tool and choose the Asana project and Google Sheet you want to connect. When you’re ready, click “Confirm.”
Step 4: Define a One-Way Flow Direction from Asana to Google Sheets
The flow direction determines how new rows are created but not modified in your spreadsheets. We’ll determine how tasks and rows will be modified later. Choose a flow direction and click “Confirm.”
Step 5: Set Up Rules to Filter Data Between Asana and Google Sheets
You can set up rules to filter specific Asana tasks from syncing to Google Sheets (or vice versa). This is especially useful if your projects contain numerous tasks, but only certain ones are relevant to your spreadsheet use case. By customizing your Asana tags or using dropdown fields in Google Sheets, you can be even more precise about the type of data shared with Google Sheets. For this demonstration, we’ve asked the system to create a corresponding row in Google Sheets for each task in our Asana project with the tags “Demo Tag 1” and “Demo Tag 2.” If you’re syncing tasks, you can also filter rules by progress and opt for tag names like “In Progress,” “Blocked,” “Completed,” etc. Learn more about setting rules on the Crawlan.com website.
Step 6: Configure Field Mapping Between Asana and Google Sheets
On this screen, select “Start from scratch.” While Unito can automatically match similar field types for most tools (e.g., title to title), since each field in Google Sheets is a custom field, we need to manually link our fields. Click “+Add a Mapping” to select an Asana task field and the corresponding field in Google Sheets to sync. This is where the fields you created in your row header will appear in Unito. When selecting your fields, you can break down the specific information you want to sync by mapping it here. You can then map these fields in one or both directions. In each case, the flow direction works as you’d imagine:
- In a one-way field mapping, changes in the source tool affect the other but not vice versa.
- In a bidirectional field mapping, any changes in Google Sheets or Asana will appear in the other.
Note: If you rename a column in a synced spreadsheet, make sure to update the field mapping in your Unito flow, or your data will stop syncing. Click “Confirm” when you’re satisfied with your field mappings to continue. Learn more about configuring field mappings on the Crawlan.com website.
Step 7: Save, Close, and Launch Your Asana-Google Sheets Flow!
If you followed the above steps, your flow will now create a row in Google Sheets whenever a new task is added in Asana based on the rules we defined in Step 3.
What’s Next After Syncing Asana Tasks with Google Sheets?
- Duplicate this flow to sync tasks from other projects with your Google Sheet.
- Have questions about this integration? Check out the recorded Asana – Google Sheets webinar on the Crawlan.com website.
- Read our Asana and Google Sheets overview to better understand the capabilities and limitations of each integration.
- Connect Asana projects between organizations with this step-by-step guide.
- Attend a demo webinar to discover what else you can do with Unito.
Best Practices and Troubleshooting for Unito’s Google Sheets Integration
Common Error Messages
If you see any of the following error messages, it likely means that one or both of the “UnitoID” and “Last Modified” columns have been deleted or modified in your sheet. You’ll need to reinsert them (manually or with the add-on) before your data will sync again.
- “We’ve detected that required columns have been removed from your Google Sheet. Let’s fix that.”
- “The container configuration doesn’t allow us to sync.”
Why Connect Asana and Google Sheets with Unito?
Syncing tasks with spreadsheet rows is particularly useful when you want to speed up the task review process by leveraging the uniformity and flexibility of a spreadsheet. You can quickly and efficiently generate reports for stakeholders through simple automation. It’s also handy for budget and expense tracking, resource management, and collaboration with external contractors, clients, or other contacts.
Plus, it’s useful for sharing specific task or project information with an external contact without giving them full access to your Asana organization or workspace. You can even allow changes made by your external contact in Google Sheets to automatically reflect in your Asana tasks through bidirectional syncing.
Move with Google Sheets and Unito
You can find more information on the following topics in Unito’s knowledge base:
- Supported fields in Google Sheets and other features
- Setting rules in Unito to manage your spreadsheets
- Creating spreadsheets with Unito
- Adjusting date and time format in a spreadsheet
- Finding spreadsheets by their URL
So, what are you waiting for? Get started on your Asana-Google Sheets integration journey with Unito today at Crawlan.com for seamless task management and collaboration. Happy syncing!
This article was written for Crawlan.com by our expert team of Google Sheets enthusiasts. Crawlan is a leading provider of digital marketing solutions and tools. For more exciting content and helpful resources, visit our website.
