Asana Task from Email or Form Intake

Overview

This flow turns inbound email requests into structured Asana tasks. When a new email lands in the configured intake mail folder, the flow creates an Asana task with the request details mapped, sets the assignee and a due date, archives any attachments to SharePoint, and emails the requester a confirmation referencing the new task.

Why it matters: Requests that arrive by email get lost in inboxes. Capturing them as trackable, assignable Asana tasks removes manual ticket entry and gives the team one place to manage incoming work.

Status: Built and published as an unmanaged solution. Ships Off — going live requires only authorizing the three connections and setting the environment variable values.

Use Case

A team that runs its work in Asana wants email requests (to a monitored mailbox/folder) captured automatically as tasks in the right project, with the requester confirmed and any attachments archived for the record.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Office 365 Outlook	shared_office365	OnNewEmailV3 SendEmailV2
Asana	shared_asana	CreateTask
SharePoint	shared_sharepointonline	CreateFile

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Routing

Branch on the email subject or sender to create tasks in different projects (swap flowlibs_AsanaProjectGid for a lookup or a Switch).

Priority

Set priority/labels from subject keywords (note: the Asana connector cannot set native priority; use a custom field via HTTP if needed).

SLA

Change flowlibs_IntakeTaskDueDaysOffset, or vary the offset by request type.

Shared intake mailbox

To monitor a true shared mailbox instead of a folder in the connected account, swap the trigger to SharedMailboxOnNewEmailV2 and supply the mailbox address via an env var (e.g. flowlibs_IntakeMailbox).

Attach to the Asana task

Add a built-in HTTP multipart POST /tasks/{id}/attachments (Asana token from Key Vault) inside the archive loop if attachments must live on the task itself.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@concat('Intake: ', triggerOutputs()?['body/subject'])

@formatDateTime(addDays(utcNow(), variables('varDueDays')), 'yyyy-MM-dd')

@concat('Intake request received via email.', '

', 'From: ', triggerOutputs()?['body/from'], '
', 'Received: ', triggerOutputs()?['body/receivedDateTime'], '
', 'Subject: ', triggerOutputs()?['body/subject'], '

', coalesce(triggerOutputs()?['body/bodyPreview'], ''))

@concat(string(outputs('Create_Asana_Task')?['body/data/id']), '_', items('Archive_Attachments_to_SharePoint')?['name'])

@base64ToBinary(items('Archive_Attachments_to_SharePoint')?['contentBytes'])

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