Free Asana Ticketing System — Automated Bot — DIY (Helpdesk / Support)
In today’s fast-paced work environment, efficiency is key. Automating repetitive tasks can save time and reduce errors, which is why we’re introducing a solution to automate ticketing in Asana using a Google Apps Script.
This step-by-step guide will walk you through setting up an Asana Ticketing Bot that automatically creates and manages tickets based on form submissions.
TLl;DR
Skip and watch the video to understand how to setup and how it works
Step 1: Set Up Your Asana Board
Log in to your Asana account and decide whether to create a new board for this purpose or use an existing one. Boards are flexible and can be tailored to various workflows, including ticket management.
Step 2: Create Sections Within Your Board
If your board lacks sections that represent different stages or categories of your ticketing process, such as “To Do,” “In Progress,” and “Completed,” create them now. Sections help organize and prioritize tasks effectively.
Step 3: Create a Form for Ticket Submission
Asana allows the creation of forms for automatically generating tasks within a project. Set up a form in your board for ticket submissions, making sure to include all necessary fields such as title, description, and others. Leave the task assignment field blank to keep tasks unassigned initially.
Step 4: Set Up Google App Script
Go to Google Drive and create a new Google App Script by navigating to Google Drive, clicking on ‘New’ > ‘More’ > ‘Google Apps Script’. This script will process form submissions and create tasks in Asana.
Step 5: Implement the Script
Copy the script from the provided GitHub Gist: GitHub Gist Script. This script listens for new form submissions, creating tasks in Asana based on the submissions, and handles task assignments and section movements.
Step 6: Configure Script Constants
You’ll need to personalize the script with your information, including:
ASANA_ACCESS_TOKEN: Your personal access token from Asana, obtainable from the My Apps section of the Asana Developers Console here.ASSIGN_TO_USER_ID: The default user ID for unassigned tasks. Find this in your Asana profile URL.SECTION_ID&TARGET_SECTION_GID: IDs for where new tasks will initially land and where they should be moved to. Use the Asana API Explorer here to fetch section IDs.
Step 7: Authorize and Set Up Triggers
Authorize the script to access your Asana account and set up a trigger in the Google Apps Script editor to run the script when a form response is submitted.
Step 8: Save and Test
After configuration, save your script and submit a test ticket through your Asana form. If correctly set up, the new ticket will appear in the specified section on your Asana board.
By automating the ticket creation and management process in Asana, your team can focus more on the tasks that matter, enhancing productivity and reducing manual errors.
If you are not able to setup and want my help, I would be happy to help you and set it up, just reach out to me directly at any of the link below.
