The BetterWorks integration with Asana can be used to automatically track progress on completed tasks in Asana. Using individual Asana authentication, a BetterWorks user has access to any of their Asana workspaces, projects and tasks and can use filters to locate specific tasks to integrate or to define a dynamic list of tasks to track progress on in BetterWorks.
Here's our video on how to set up this integration in sixty seconds but feel free to find more detailed setup instructions and troubleshooting information below!
Setting Up the Integration
Once an Admin in your organization has activated the Asana integration, you can select the integration while creating a new goal or you can add it to an existing milestone.
If you're creating a new goal from the Goal Create page, you can add the integration when you define any of your milestones. You'll see Asana icon on the right-hand panel:
If you'd like to add the Asana integration to an existing milestone, navigate to the Goal Detail pane of the milestone you want to integrate and click the "Edit Milestone" button to access the integration list:
Both of these will open the integration interface which will, if it's your first time using the integration, prompt you select your Asana account. The Asana account selected determines the workspaces/tasks to which you have access based on the permissions of that account (if you can't find a task, make sure you have permission to access it in Asana first).
Important: This BetterWorks integration is only available in our production environment and is not available in demo, trial, or preview environments and must be activated by an Admin initially before it will be visible for normal users.
Selecting Tasks to Integrate
The Asana integration interface (accessed either from Goal Create/Edit page or from the "Edit Milestone" screen) allows you to search for and select a workspace and then set filters based on project, assignee, tags, and date. A user can either manually select tasks to track or use the "Sync all tasks" toggle to create a dynamic integration that will update the target metric as issues which fit the criteria are added or removed:
Once the integration has been successfully configured, an Asana icon will appear on the milestone and any issues with the integration will appear as an error alert on the milestone (see "Issues with your Integration" below for more detail).
Important: If you've enabled the "Sync all tasks" toggle then any new task created that matches the criteria set will be added to the target metric automatically AND any tasks which are updated in Asana such that they no longer meet the filter criteria will be removed from the milestone target.
Updating an Integrated Milestone
The Asana integration will update progress automatically every hour but if you've made an update to the status of your Asana task that you need to see reflected in BetterWorks immediately, use the Action menu on your milestone and select "Sync":
Note: The browser may need to be refreshed initially after setup in order for the integration to update the progress for any tasks which have already been completed in Asana
Editing an Existing Integration
To make a change to an existing integrated milestone without making any changes to it's parent objective, use the "Edit Milestone" button to access the integration options - this will enable you to either edit (using the pencil icon) or remove the integration (using the trash can icon):
Issues with your Integration
If there is an error with the integration between BetterWorks and Asana, then it will show next to the current/target metric data on the milestone itself:
This means either that there is an issue with the account credentials used to access the task status in Asana or that a manually selected task has been deleted from your Asana workspace and BetterWorks can no longer query that status of that task:
- If the integration cannot load in the Edit screen, then remove the integration from the milestone and set up a new one - this should trigger a prompt to re-insert Asana credentials
- If the integration screen is still loading the correct filters, then there is an issue with individual task(s) which can no longer be queried by BetterWorks. Please confirm that these tasks still exist in your Asana instance and re-select tasks as needed.
Once you've tried the above troubleshooting steps and the issue persists, feel free to reach out to firstname.lastname@example.org for additional assistance.
We hope that this integration is of value and, as always, welcome any and all feedback!