Alright my pickle people. Pull up a chair and a fresh hot cup of coffee because this Zap is a doozy to set up. However, it will easily save you hours of your time if you’re a frequent Asana user.
This Zap is going to let you use Asana to submit design requests to your Design Pickle designer.
But…..unlike this Asana zap that is easier to set up, this zap will let your asana task will also be marked as completed once your request is completed and will also pull back in the completed files. No need to go digging around Jar to find your files. They'll be right there in Asana for you.
Total Expected Setup Time: An hour-ish if you’re not familiar with using zapier and Asana. Less if you are.
What You’ll Need
- A PAID Zapier account (this is a big workflow, so Asana needs your money to complete it (it’s $20/month))
- An Asana Account
- A Design Pickle Account
- Your Design Pickle API Key (found in jar.designpickle.com/settings)
- A Sample Design Task in Asana (Copy the one below)
- Title: Sample Request — How-to use Zapier + Asana Example [DPID: 0001]
- Description: This is a sample request. The graphic should include the copy: How-to Use Zapier + Asana to Level Up Your Design Workflow. Would love to keep it in the same style as Design Pickle current blog images.
- Attachments: Attach TWO files from your computer
- Tag: Sent to Design Pickle
How to Set-Up The Zap
Here are the steps we'll be taking...
- Step One: The Trigger
- Step Two: Text Formatting
- Step Three: More Text Formatting
- Step Four: Create the Ticket in Design Pickle
- Step Five: Update the Ticket in Asana
You'll first need this link:
Let’s get started. Go ahead and click on “Make a Zap” in Zapier to get the process rolling.
Step One: The Trigger
First, select “Asana” as your trigger app.
Next, click on “Tag Added to Task” as the Asana Trigger. Click “Continue”.
If you haven’t already, connect the Asana account you plan to use to create your design requests in. Once you’ve selected the account you would like to connect, click “Continue”.
In Asana, create a new tag by hitting “tab + t” on your keyboard. This tag will be added to tasks whenever you’re ready to send a task over to your Design Pickle designer. We’ve created a tag in our own Asana account called “Sent to Design Pickle”. Feel free to use this same verbiage or use your own wording.
From the dropdown menu in Zapier, select the tag you just created. You may have to refresh your choices for it to pop up in the list.
Click “continue”. Zapier will then pull in a sample . Just click “continue” here as well. This will complete the trigger section of the setup.
Part one down. Only four more to go!
Step Two: Text Formatting
Select or search for “Formatter by Zapier”.
Select “text” from the options. Click “Continue”.
On the next screen, select “Extract Pattern” for the transform option.
Then, choose the “name” field from the list of dropdown under “input” (Sample Request — How-to use Zapier + Asana Example [DPID: 0001])
To wrap up this screen, enter the following value in the “Pattern” text input field.
You’ll then be prompted to test this step. Click “send test to formatter by zapier” to continue. When your test is green, click “Finish” to complete this step.
Step Three: More Text Formatting
What, you thought we were done?! We still have one more text formatting step before we can get into the fun part of creating and updating the ticket.
We’re going to do another formatting step. Once again, select or search for “Formatter by Zapier”. Then, select “text” from the options. Click “Continue”.
This time, rather than “extract pattern”, we’re actually going to choose “replace” as our transform option.
We’ll select the “name” field from step one once again as the Input.
This time (and this part is tricky, so follow closely and look at the screenshot for reference) we’re going to type in
Then select “output 0” from step 2.
And close the statement with a bracket.
It will look something like this…
Leave “replace” blank and click “continue”.
Send the test. Once it’s green, click on the “finish” button.
Step Four: Create the Ticket
Click the “Add a Step” button in the left hand column. Search for Design Pickle 1.1.0 from the dropdown menu.
BE SURE TO USE 1.1.0, please :-)
Select “Create/Update Ticket”, then “Save + Continue”.
Connect your Design Pickle account if you haven’t already. If you haven’t, you’ll be asked for your API key which you can find in jar.designpickle.com/settings.
Save + Continue.
Now, here is the trickiest part of this whole process. We’re going to set up what from your Asana ticket gets sent to your designer.
This is what is going to go in your fields
ID: Step 2 - Output 0
Subject: Step 3 - Name
Details: Step 1 - Notes
Size: Manually type in “See details”
Targetlinksnot looking for file notes: Leave blank
File 1 URL: Step 1 - Attachments 1 URL
File 1 Filename: Attachments 1 Name
File 2 URL: Attachments 2 URL
File 2 Filename: Attachments 2 Name
Formats/Priority: Leave blank
It should look like this:
Send the test to Design Pickle. Once it’s green, finish and continue on to the next step.
Step Five: Update the Task in Asana
So when this zap is actually running (right now it’s not) it will have sent in our request to our designer.
Wouldn’t it be nice if rather than having to log in to Jar to get our files, they went straight into Asana? Sure would.
That’s what this step does.
Hang tight. This is the last one!
Go ahead and “add a step” and once again select Asana from the dropdown list.
Select “Update Task” from the list of options. Save + Continue.
Select the same Asana account as you previously used. Save + Continue.
We’ll modify three of these fields. First, select “Use a custom value (advanced)” from the dropdown menu for the “Task” field.
In the next field (“Custom Value for Task ID”), we’ll select the ID field from step one.
We’ll leave the “task completed” field blank.
Finally, under the “Name” field, we’re going to select the name field from step 3.
Followed by [DPID:
The select “ID” from step 4
And add a closing bracket.
It should look like this:
Click “Continue”, send the test to Asana, and make sure it’s green.
You’ll be asked if you’re ready to turn on your zap. Go ahead and do it! You can also name it something convenient if you’re up for it.
How to Use the Zap
When you create a new task in Asana, make sure you include the following :
- a name of the task that includes [DPID: INSERT AN ID NUMBER HERE]
- a description (include the size and things you want your designer to know here)
- attachments of inspiration you like
When it looks good, then just add the tag you created that sends the task to Design Pickle to get it over to your designer.
p.s It will not send it right away. Typically the zap will fire around every 15 minutes or so! So please be patient!