How to Sync Asana Milestones to Google Calendar Events

How to Sync Asana Milestones to Google Calendar Events

This guide will show you how to sync Asana milestones to Google Calendar events through Unito so that you can align on dates, and other time-sensitive data with an automated 2-way workflow. You can read the article as you go, or follow along with this video tutorial:

Why sync Asana milestones to Google Calendar events?

Let’s imagine our marketing and product team either has a task flow in place and is now seeking a way to increase visibility on milestones in Asana through Google Calendar events. That way, everyone has an eye on upcoming priorities and due dates for their individual projects. Each initiative in Asana could have its own task and launch milestone with a list of assignees, details, dates and times, etc. 

Syncing Asana with Google Calendar will automatically update any changes made to a page or a related event in real-time. 

Asana and Google Calendar connected with Unito's two-way sync
Here’s what our synced Asana to Google Calendar integration looks like.

Before we sync Asana milestones to Google Calendar events with Unito:

This Unito flow will establish a 1-way sync to Google Calendar to create events based on Asana Milestones with a 2-way flow for relevant fields.

  • Ensure you have an account in both Asana and Google Calendar with the right permissions to access and modify information in each tool.
  • Create a new shared calendar for this flow if you don’t want to sync an existing calendar.

NOTE: Unito identifies contacts and calendar guests by their email address. You must add the contact and their email address to Google Calendar and the other app or tool synced with Unito before building a flow.

Step 1. Connect Asana and Google Calendar to Unito

Navigate to the Unito App and select +Create Flow. On the next screen, select Start Here to connect ClickUp and Google Calendar. Choose the accounts you want connected to Unito. When you connect Google Calendar for the first time, make sure to select every checkbox in order for your flow to function properly.

You must select every checkbox at this stage in order for your flow to sync properly.

You’ll need to specify which account, list, and Calendar you wish to sync through Unito.

Connect Asana milestones and Google Calendar events to Unito

When you’re ready, click Confirm.

Step 2. Set a flow direction from Asana to Google Calendar

Flow direction tells Unito where to automatically create new tasks or calendar events based on your manual activity in Asana or Google Calendar.

Your data can sync either from one tool to the other, or bidirectionally. At this stage, we are only determining which tool will create a new event or task in the other. Since our goal is to maintain visibility in Google Calendar on new initiatives, we’ll set a 1-way flow from Asana to Google Calendar. 

Set a flow direction from Asana to Google Calendar

Click Confirm when you’ve chosen a flow direction. 

Step 3. Set rules to filter certain Asana milestones from syncing to Google Calendar events

Next, we’ll set up rules that determine which trigger events will send data between Asana and Google Calendar. Here, we’ll set task type to Milestone to only sync Launch dates from Asana. 

Select Add a new trigger to sync your relevant milestones with Google Calendar.

Set rules to sync Asana milestones to Google Calendar events

In the above example, Asana tasks in Section/column “Product GTM Milestone” of the Task type “Milestone” will create matching events in Google Calendar. This way, the only milestones that will appear in the calendar are those that require action and need to be visible in our shared Calendar.
Find out more about setting rules.

Step 4. Choose fields to sync between Asana and Google Calendar

Next we’ll address our field mappings. If you’ve selected our auto-map feature at the start of your flow, you only need to adjust the suggested mappings or add custom fields. If you’d rather DIY and know exactly how you want your fields mapped, start from scratch.

What are Field Mappings?

Your fields will be automatically mapped for two-way updates. That means any changes in one project will be applied to the other. You can adjust any or all fields to sync one-way in either direction if you prefer. That would mean only the source field will change information in the destination field.

Click + Add mapping to sync additional fields, then Select a field for each tool and find the field you wish to map.

Pro Tip: Since Asana Milestones do not have a Start Date, you will need to sync Google Calendar Start Date and Time to the Asana Due date. 

Choose fields to sync between Asana and Google Calendar
In order to sync guests to Google Calendar, you must add the contact’s email address to Asana and Google Contacts so that Unito can match them together.

In the above example, we’ve paired color codings in Google Calendar with our Asana Milestone Sections for clarity. This way, each Milestone that requires attention will be easily visible in the shared calendar. 

Click Confirm when you’re satisfied with your field mappings to proceed.

Find out more about setting field mappings.

Step 5. Save, close and launch your Asana to Google Calendar integration

And that’s it! You’ve just completed your a flow between Asana and Google Calendar. Congratulations!

If you’ve followed the steps above, your flow will now: 

  • Create an event in Google Calendar for each Asana Milestone you’ve included in the rule set.
  • Sync dates, times, guests, event titles and descriptions between your tools and keep them up to date in real-time.
Asana milestones synced to Google Calendar events
Our demo’s Asana project with Milestones to be synced.
Google Calendar events synced to Asana with Unito
Our final Google Calendar synced with both Asana Milestones and Tasks.

If you have any questions, don’t hesitate to reach out and let us know. Our live support team is ready to jump in and lend a hand to make sure each flow always functions as intended.

What’s next after syncing Asana milestones to Google Calendar events with Unito?