How to set up the Asana integration

Connect Asana so your team can link tasks to the journey-map steps they affect.

An Admin connects Asana once at the account level. After that, anyone in your workspace can search Asana and link tasks to planning cards on any journey map.

In this guide

1. Set up the Asana integration

2. Verify the setup

3. Use Asana in planning cards

4. Troubleshooting

Set up the Asana integration

Prerequisites

• Admin role at the account level. Only Admins can configure integrations, and the connection applies to the whole account.

• An Asana account you can sign in to and create a Personal access token from.

Asana uses a single authentication method: a Personal access token, plus the Workspace ID of the Asana workspace you want to connect.

Here's a quick look at the full setup before you start.

1

Open the Asana integration in Smaply

Go to Account Settings > Integrations and click Set up next to Asana. The Configure Asana page opens with empty fields for your Workspace ID and Personal access token.

Configure Asana, empty form

2

Create a Personal access token in Asana and find your Workspace ID

In a new tab, sign in to Asana at app.asana.com, then keep that tab open so the next two links return your data.

To get your token, open app.asana.com/0/my-apps. Under Personal access tokens, click + Create new token. Enter a token name you'll recognise later, such as smaply-connector, tick I agree to the Asana API Terms, and click Create token.

Asana developer console, creating a Personal access token

To get your Workspace ID, open app.asana.com/api/1.0/workspaces. The page returns a short list of your workspaces. Copy the gid value for the workspace you want to connect. That number is your Workspace ID.

Important: copy the token before you close the dialog

Asana shows the token only once. Click Copy and paste it straight into Smaply. If you lose it, create a new token and start this step again.

3

Enter your details and save

Back on the Configure Asana page, paste the gid into Workspace ID and the token into Personal access token. Click Save Configuration.

4

Confirm the connection

Smaply tests the connection and, once it succeeds, the page shows a green confirmation. Asana is now available to everyone in your account.

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Verify the setup

Reopen the Configure Asana page from Account Settings > Integrations. A connected integration shows your saved Workspace ID and a masked token, with a green Connection setup message confirming you're connected to your Asana workspace. From here you can also Edit Configuration or Delete Configuration.

If you don't see the green confirmation, check the Troubleshooting section below.

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Use Asana in planning cards

Once Asana is connected, anyone in your workspace can add a planning card to a journey map, search Asana, and link the task it relates to. The card shows the task's live status and updates as it changes in Asana. For the full flow, see How to use planning cards.

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Troubleshooting

The Configure Asana page shows the integration's current state. Pick the symptom below that matches what you're seeing.

Connection Error or the connection won't save - Connection issue

The Workspace ID or token is wrong, or the token doesn't have access to that workspace. Reopen Configure Asana, click Edit Configuration, and check each value:

• Workspace ID is the gid from app.asana.com/api/1.0/workspaces, with no extra characters. It's a number, not the workspace name.

• The token is the most recent one you created, pasted with no extra spaces.

Save again. If it still fails, create a fresh token in Asana and re-enter both values.

No items found when adding a planning card - Search issue

The connection works but Asana returns nothing for your search. Check that the search text matches a task you can open in Asana, and that it lives in the workspace whose ID you connected. The connection runs with the token owner's Asana access, so tasks they can't see won't appear.

A connection that worked has stopped - Token revoked

A working Asana connection breaks if the token is deleted in Asana, or if the user who created it loses access to the workspace. Asana Personal access tokens act on behalf of the person who created them, so the connection depends on that account.

Create a new token at app.asana.com/0/my-apps, then reopen Configure Asana, click Edit Configuration, and paste in the new token.

Tasks are missing or you can't connect at all - Permission issue

Configuring the integration needs an Admin role at the account level. If Set up or Edit Configuration isn't available, ask an account Admin to make the change.

For which Asana tasks appear, the connection uses the token owner's Asana access. If a teammate can't find a task you can see, the token owner may not have access to that project in Asana.

For questions about how the connection behaves across your account, such as disconnecting Asana or what happens when you remove it, see How to manage integrations.

Still not working? Contact support at [e-mail]

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Related topics

How to manage integrations

Change, disconnect, or reconfigure an existing integration

How to use planning cards

Search and link tasks from connected tools onto a journey map

Set up your first integration

Choose an integration type and connect your first tool