Create a ticketing system with Outlook and Asana

15-min read

Create a project in Asana that you will use for your ticketing system.
Request to be added to the shared mailbox you want to use for the ticketing system. Please note until this step is completed you cannot move forward with integrating Asana and a Shared Outlook inbox. If it is a shared mailbox outside of our department you will need to include someone who has access to the mailbox when requesting access from IT so that can verify that you have permission to be added.

Log in to your Microsoft Office Online Account.
Navigate to Power Automate.
Click the Create button located in the left-hand menu.
Scroll to the Start from Connector section located toward the bottom of the page, and choose Office 365 Outlook.
Choose the When email arrives in shared mailbox trigger.

Steps 1–5 shown in above video

In the When new email arrives in shared mailbox trigger, add the shared mailbox you want to target in the Original Mailbox address field.
Click on the New Step button to add the second step to your automation.
Click in the Search connectors and actions field type, and type in Content Conversion. Then choose this operation.
Once you are in the Content Conversion operation, choose the HTML to text (Preview) action.
Click into the Content field, a dynamic content popup will appear on the lower-right-hand side of your screen.
From the list of dynamic content, choose Body (the body of the message).

Steps 6–11 shown in video above

Click on the New Step button to add the third and final step to your automation.
In the Search connectors and actions field search for Asana (If this is your first time connecting Asana in Power Automate, you will be prompted to sign in and connect Asana).
Scroll down to the actions listed below for Asana and choose Create Task (V2).
The Workspace ID type is wsu.edu.
In the Project ID type, choose the name of the project you want to create the tasks in.
Click in the Task field, and the Dynamic content popup will appear again, choose Subject (the subject of the message) from the list.
Click on the Show advanced options link in the lower-left-hand corner of the Create Task card.
Click in the Description field and choose The plain text content from the Dynamic content popup, you can also add From if you want to add the sender’s email to the task description.

Steps 12–19 shown in video above

You have finished setting up the automation. (Make sure you give it a name.)
To name the automation, double click on the Untitled text next to the blue back arrow, and give it a name that will be easy to remember if you ever need to update or change this automation.
The final step is to save your automation. Nice work! Now let’s test to make sure it is working.

Before testing, make sure you have named and saved your automation.
To test your automation, send an email to the mailbox you have connected. Add a subject line and some text in the body of the email to make sure all the dynamic content is being pulled in as expected. (Please note that there is lag time between sending the email and the email appearing as a task in Asana. Be patient—it can take up to 5–10 minutes sometimes.)
Open Asana to see the email you sent created as a task in the connected project.
If you have any issues and your automation is not working as expected please reach out to MedTech for help troubleshooting.