Setting up a 2-way sync between Trello and Asana is a straightforward task automation use case that can come in handy for a variety of teams and departments. Both Asana and Trello are superb project management tools used by marketers, sales teams, product managers, freelancers, agencies, you name it. This walkthrough will show you how to build a Unito flow that syncs Trello Cards with Asana Tasks in a few short steps.
Why sync Trello cards with Asana tasks?
Each team will have its own use cases and reasons to build this Trello-Asana integration with Unito, but there will always be a common goal: saving time. Automating the creation of cards or tasks from Trello to Asana or vice versa saves you from having to manually update your projects or copy-paste relentlessly. You can accomplish Asana tasks from Trello, or archive Trello cards from Asana. Then, there’s the data privacy side of the equation: if you work remotely with external teams, consultants, you don’t necessarily want to provide them with full access to your accounts. You could sync tasks from specific Asana projects to an external Trello board so your external consultants only see what you want them to see. These are just some of the ways integrating Trello-Asana can help your business work more efficiently.
Before we sync cards and tasks with Unito
This flow has two goals:
- Create a two-way sync between Trello and Asana to share relevant task details back and forth.
- Enable task status in Trello or Asana to update based on activity in each tool.
Step 1. Connect Trello and Asana to Unito
Navigate to the Unito App and select +Create Flow. On the next screen, select Start Here to connect Trello and Asana. Choose the accounts you want connected to Unito. In this walkthrough, we’ll select Trello on the left-hand side, and then Asana on the right. You’ll need to specify which account for each tool you wish to connect through Unito, as well as the Trello board and Asana project.
See below for an example:
When you’re ready, click Confirm.
Step 2. Set a flow direction between Trello and Asana
Your data can sync either from only one app to the other or bidirectionally. Since our goal is to sync project information, we’ll choose a bidirectional, or two-way flow. See below for an example.
NOTE: Here’s a breakdown of each option:
- One-way from Trello to Asana: cards created in your Trello board will appear as new tasks in the connected Asana project, but not vice versa.
- One-way from Asana to Trello: tasks created in your Asana project will appear as new cards in your connected Trello board, but not vice versa.
- Two-way sync: Any new Asana tasks or Trello cards created in their respective tools will appear in the other (tasks as cards, and cards as tasks).
Click Confirm when you’ve chosen a flow direction.
Step 3. Set up rules to filter data between Trello and Asana
Now we can set up rules to determine which trigger events will send data between our tools. Select Add a new trigger to establish your rules for each directional flow.
NOTE: These triggers are intended to help you keep only the most relevant information in sync to avoid oversharing unnecessary details. There can be a lot of variability here that will depend on your particular needs and tool setup. You can apply custom labels to your tasks or cards to be even more precise about what kind of data is shared.
For our Trello to Asana sync, we’ve told the system to create a matching task in Asana for every card in our Trello board with a blue label that was created after our chosen date. See below for an example:
For our Asana to Trello flow, we’ll set rules to create a new, matching card in Trello for every task in our selected Asana project that was created on or after the selected date. See below for an example:
Step 4. Set up field mappings to sync cards and tasks
When you first open this screen, you’ll be presented with two options. If you select Auto-map, Unito will prepopulate a list of suggested field mappings which you can then adjust. If you know exactly how you want your fields mapped, Start from scratch.
Click + Add mapping to add additional fields to be synced. To do so, click Select a field for each tool, and find the appropriate field to map. After you’ve chosen a field in one tool, Unito will suggest compatible matches in the second tool when you click on the other drop-down menu. See below for an example:
Selecting the gear icon beside a field will allow you to customize the values or statuses within those fields to further customize your flow. In our demo, we have told the system to match priority levels between Trello cards and Asana tasks. See below for an example:
Step 5. Save, close and launch your Trello-Asana flow
And that’s it! You’ve just completed our quick-start walkthrough between Trello and Asana. Congratulations!
If you’ve followed the steps above, your flow will now create a task in Asana when a new card is added in Trello based on specific labels.
If you have any questions, don’t hesitate to reach out and let us know.
To discover other use cases for a Trello-Asana flow, read this article to help you explore other use cases for a Trello-Asana flow.