Break planned projects into Asana tasks and subtasks
Turns each planned project in Notion into an Asana task with a subtask for every step, and never sends the same project twice.
What it does
The integration steps this workflow runs, in the order it first runs them.
- 1NotionQuery database
- 2AsanaCreate task
- 3AsanaCreate subtask
- 4NotionUpdate page
How it works
Everything the template sets up, and what to fill in before the first run.
Every two hours this workflow reads your Notion planning database and, for each project it has not sent across yet, creates one Asana task and adds a subtask for every step of the work - so the project lands in Asana already broken down instead of as a single line nobody can start on.
Your database needs three properties, spelled exactly like this:
- 'Steps' - a Text property listing the steps of the project, one per line or separated by semicolons. Each one becomes a subtask, in the order you wrote them. - 'Asana task' - a Text property, left empty. The id of the task created for that project is written here, and it is how the workflow knows which projects have already gone across. Only rows where it is empty are picked up. - 'Due date' - a Date property. Optional: it becomes the due date on the Asana task, and a row without one becomes a task with no due date.
The row's own title is used as the task name, whatever the title column is called, and the task description links back to the Notion row.
A row with no steps listed yet is left alone and reported, not sent - fill the steps in and it goes across on the next run. Up to 15 steps become subtasks; if a row lists more the workflow says so.
The Notion row is marked only once the task and all of its subtasks exist. If a subtask cannot be created the run stops there and names the project and the step, leaving the row unmarked - so the project is rebuilt in full on the next run rather than sitting in Asana half broken down and never mentioned again. Delete the half-built task in Asana before that next run.
Up to 10 projects are handled per run, so a large backlog drains over the following hours instead of arriving all at once.
Fill in 'notionDatabaseId' with the id of your database, and 'asanaProjectIds' with the id of the Asana project the tasks belong in (several ids separated by commas also works).
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