If you're part of a team that uses the Asana platform as a tool to manage the cross functional responsibilities associated with the onboarding process for new starters you can automatically create a task using Pyn. This will allow you to further streamline the workload associated with the initial phase of bringing a new team member onboard, allowing for a smoother and more efficient process.
Before getting started youâll need to verify the following:
Your domain is authenticated in Pyn.
The email alias in Asana is also set as Sender in Pyn.
The email alias that tasks are sent from in Pyn is verified in Asana.
How Itâs Done
This is a multi-step process that requires you to gather and set up information in various places. For this example, we'll use the Will Be Joining/Onboarding automation.
In your Asana Workspace, youâll need to gather the unique project email address. To find a projectâs email address follow these steps in Asana:
Click on the drop-down arrow beside the Project name.
Click on Import and then choose Email.
Copy the email to your clipboard.
In Pyn, navigate to your Settings and select the Alternative Email Recipient.
Set up a recipient using the unique Asana workspace email address by clicking on the + Add button in the top right corner. Be sure to add a Name that can be easily recognized (e.g. Asana Task Import). â ď¸Only Pyn Admins will be able to see this alias.
In the Will Be Joining automation create a new message with the desired tokens. As this will be a template format applied to all new hires, itâs recommended that the information be kept as direct as possible.
Set the Sender to be an alias that is verified in Asana.
In the Recipient field choose the custom Asana Task Import alias.
Whatâs Next
When a new hire becomes eligible for enrollment into the Automation, a message is sent to the Onboarding Workspace in Asana via Asana Task Import email. The subject line of the message in Pyn serves as the title of the Card, and the message details appear in the description of the Card in Asana.
FAQ
Q: I ran a test and the task did not show up in Asana, what should I check for?
A: Check to see that the sender email address in Pyn has been updated and that that sender is set up correctly in Asanaâs Email forwarding.
Q: Do tokens pull in employee information when the task is created?
A: Yes, as long as your data is clean the tokens will pull in the employee information.
Q: What formatting is pulled from the Pyn automation into the Asana task?
A: Itâs recommended that the information be kept as direct as possible and that double spacing be used to break up categories. Most formattingâincluding bullet pointsâis lost when sending the message to Asana as a task. This can be modified in the Asana card if needed.