Hellooooooooooo Asana users. Ready to use your favorite project management application to submit your design requests?

YES??!!!

Fantastic. Because in this knowledge base article we’re going to do just that. 

We’re going to walk you through the steps that will let you use Asana to submit design requests to your Design Pickle designer. 

P.S this task is just to submit your requests. 

Total Expected Setup Time: 

  • 5ish minutes if you're already familiar with zapier
  • Or...15-20 minutes-ish if you’re not familiar with using Zapier and Asana and want to set up everything manually. Less if you are. 

What You’ll Need

You'll  want a sample design request set up in Asana before beginning setting up the zap. It should look something like this with a description, title, and multiple attachments.

 Feel free to use this as a "real" request - meaning you can write it up like you were requesting something from your designer. You'll be able to submit it later in the process. 

Once you've added this task, create a new tag in your Asana account called "Submit to Design Pickle" (or something of the sort). Tag this task with your new Design Pickle tag. 

Got something like this ready? Then 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, make sure your task is tagged with your "sent to design pickle" type tag. 

If you haven't already done this, you can 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 called ours “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. Your sample should include the same information you created in your sample request. 

 Just click “continue” here as well. This will complete the trigger section of the setup.

Step Two: Create the Ticket

Click the “Set Up This Step” button in the left hand column in the "2. Action step". Search for Design Pickle from the dropdown menu and select it. 

Select “Update Request”, 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.

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. 

  • Subject: Asana task name
  • Details: Notes
  • Size: Manually type in “See details”
  • Target, links not looking for, file notes: Leave blank
  • File 1 URL:  Attachments 1 URL
  • File 2 URL:  Attachments 2 URL

Send the test to Design Pickle. Once it’s green, finish and continue on to the next step. 

Here you can name the zap and turn it on. 


How will you know once it's on?

In the previous step, you submitted a test ticket through Asana. 

Check your email to see if you have a submission request confirmation email. If you do, it went through successfully!

This may take up to 15 minutes to complete. 

One quick favor. If you decided to use a placeholder designer, please click the "delete" button in the Design Pickle Platform after it is submitted. otherwise your designer may go, huh?!?! :-) 

How to Use the Zap

When you create a new task in Asana, make sure you include the following :

  • a name of the task 
  • a description (be sure to include any notes for your designer including things like size and what you’re looking and not looking for)
  • 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!


Troubleshooting
Within Asana, zapier will only read the information at the time the tag is submitted. So, what does that mean?  

If you add a tag and then make any changes, zapier will not be able to see any modifications after the task is modified. If you need to make changes to an Asana task that was already sent to Design Pickle, you'll have to create an entirely new task in Asana with your new information and then apply the tag. 

Therefore, we recommend adding the tag only when the request is has a unique title , completed description, and is ready to be sent to your designer. 

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