How to Sync Asana Sprints to Slack with Zapier

zapier.com > Dashboard > Create Zap > Trigger > Search Apps

Create a new Zap and choose Asana as the trigger app

Go to zapier.com and click the orange 'Create Zap' button in the top left sidebar. The Zap editor opens on the left side with a trigger panel. Type 'Asana' in the search field. You will see Asana appear with its coral icon — click it. You are now in the trigger configuration panel for Asana.

1. 1Click the orange 'Create Zap' button in the left sidebar
2. 2In the trigger panel, click the search field and type 'Asana'
3. 3Click 'Asana' with the coral/red icon from the dropdown list
4. 4You will now see the 'Choose Trigger Event' dropdown — click it

Zap Editor > Trigger > Choose Trigger Event

Select the correct Asana trigger event

Click the 'Trigger Event' dropdown. You will see a list of Asana events. For sprint start and completion announcements, choose 'Task Completed' — this fires when any task in a project is marked done. For blocker announcements, you will add a second Zap later using 'New Tag on Task'. Select 'Task Completed' now to build the primary sprint-close flow first.

1. 1Click the 'Trigger Event' dropdown in the Asana trigger panel
2. 2Scroll down and select 'Task Completed'
3. 3Click 'Continue' at the bottom of the panel

Zap Editor > Trigger > Asana > Sign In

Connect your Asana account

Click 'Sign in to Asana'. A popup window opens asking you to authorize Zapier to access your Asana workspace. Log in with the Asana account that has access to your sprint project. After authorizing, the popup closes and you return to the Zap editor. Zapier saves this connection for future Zaps.

1. 1Click the 'Sign in to Asana' button
2. 2In the popup, enter your Asana email and password or use SSO
3. 3Click 'Allow' on the Asana permissions screen
4. 4Confirm the popup closes and your account name appears in the Zap editor

Zap Editor > Trigger > Asana > Configure

Configure the Asana trigger to target your sprint project

After connecting your account, Zapier shows a 'Configure' panel with two dropdowns: Workspace and Project. Select your Asana workspace first — this scopes all project options below it. Then select the specific Asana project where your sprints live. If you have sections inside that project (e.g., 'Sprint 24', 'Sprint 25'), Zapier will catch all completed tasks across all sections — you will filter by section name in a later step.

1. 1Click the 'Workspace' dropdown and select your organization's workspace
2. 2Click the 'Project' dropdown and select your sprint project by name
3. 3Leave the 'Section' field blank for now — you will handle filtering in a later step
4. 4Click 'Continue'

Zap Editor > Trigger > Asana > Test Trigger

Test the Asana trigger and inspect sample data

Click 'Test Trigger'. Zapier fetches the 3 most recently completed tasks from your Asana sprint project. Review the sample data carefully — you will see fields like Task Name, Assignee, Due Date, Section, Notes, Tags, and the task Permalink URL. Identify which section field contains your sprint name (it is usually labeled 'Section Name' or 'Memberships Section Name'). This is the field you will map to Slack in later steps.

1. 1Click 'Test Trigger'
2. 2Wait 5–10 seconds for Zapier to fetch Asana data
3. 3Click through each returned record and look for the 'Section Name' field
4. 4Confirm you can see Task Name, Assignee Name, Due Date, and Permalink fields
5. 5Click 'Continue with selected record'

Zap Editor > + Add Step > Built-in Tools > Filter

Add a Filter step to catch only sprint milestone tasks

Click the '+' button below the trigger to add a step. Choose 'Filter' from the built-in Zapier tools (it is listed under 'Built-in Apps'). This filter ensures the Zap only continues when the completed task is a sprint milestone — not every individual task in the project. Set the filter condition to: Task Name > Contains > 'sprint'. This catches tasks named 'Sprint 24 Start', 'Sprint 24 Complete', or similar naming conventions. Adjust the keyword to match your team's naming pattern.

1. 1Click the gray '+' button between the trigger and where the action will go
2. 2Click 'Filter' from the Built-in Apps section
3. 3In the left field, click and select 'Task Name' from the Asana data
4. 4Set the condition dropdown to '(Text) Contains'
5. 5Type your sprint keyword (e.g., 'sprint' or 'Sprint') in the right field
6. 6Click 'Continue'

Zap Editor > + Add Step > Action > Search Apps > Slack

Add Slack as the action app

Click the '+' button below the Filter step. Search for 'Slack' and select it. In the 'Action Event' dropdown, choose 'Send Channel Message'. This posts a message to a public or private Slack channel. You will format the message content in the next step using the Asana fields from your trigger data.

1. 1Click the '+' button below the Filter step
2. 2Type 'Slack' in the app search field and click the Slack app
3. 3In the 'Action Event' dropdown, select 'Send Channel Message'
4. 4Click 'Continue'

Zap Editor > Action > Slack > Sign In > Configure

Connect your Slack account and select the sprint channel

Click 'Sign in to Slack'. A popup opens asking you to authorize Zapier for your Slack workspace. Select the correct workspace from the dropdown at the top right of the Slack popup — this is critical if you belong to multiple workspaces. Authorize the connection. Back in the Zap editor, you will see a 'Channel' dropdown. Select the Slack channel where sprint announcements should post — for example, #product-sprints or #engineering.

1. 1Click 'Sign in to Slack'
2. 2In the popup, confirm the correct Slack workspace is shown in the top-right dropdown
3. 3Click 'Allow' to authorize Zapier
4. 4In the 'Channel' dropdown, select your sprint Slack channel (e.g., #product-sprints)
5. 5Click 'Continue'

Zap Editor > Action > Slack > Configure > Message Text

Build the Slack message using Asana field data

In the 'Message Text' field, compose your sprint announcement. Click inside the field and type static text, then click the '+' icon or use curly-brace notation to insert Asana dynamic fields. Build a message that includes sprint name (from Section Name), task name, assignee, due date, and the Asana permalink. Use line breaks and Slack's markdown for bold text (*bold*) and bullet points. The message field supports multi-line input.

1. 1Click inside the 'Message Text' field
2. 2Type '*Sprint Update:* ' then click the '+' insert button and select 'Section Name' from Asana data
3. 3Press Enter and type '• Task: ' then insert 'Task Name'
4. 4Press Enter and type '• Assignee: ' then insert 'Assignee Name'
5. 5Press Enter and type '• Due: ' then insert 'Due On'
6. 6Press Enter and type '• Link: ' then insert 'Permalink'

📬 New entry: {{1.name}}
Email: {{1.email}}
Details: {{1.description}}

Zap Editor > Action > Slack > Configure > Optional Fields

Set message options: bot name, icon, and channel formatting

Scroll down in the Slack action configuration to find optional fields. Set 'Bot Name' to something like 'Sprint Bot' so team members immediately recognize the source. Set 'Bot Icon' to an emoji like ':rocket:' for visual clarity in the channel feed. Under 'Send as a bot?' confirm it is set to 'Yes'. Leave 'Link Names' set to 'Yes' so any @mentions or #channel references in your message resolve correctly.

1. 1Scroll down past the Message Text field to 'Optional Fields'
2. 2Click 'Bot Name' and type 'Sprint Bot'
3. 3Click 'Bot Icon' and type ':rocket:'
4. 4Confirm 'Send as a bot?' is set to 'Yes'
5. 5Set 'Link Names' to 'Yes'
6. 6Click 'Continue'

📬 New entry: {{1.name}}
Email: {{1.email}}
Details: {{1.description}}

Zap Editor > Test Action > Publish Zap

Test the full Zap and turn it on

Click 'Test Action'. Zapier sends a real message to your Slack channel using the sample Asana data from Step 5. Open Slack and confirm the message appears in the correct channel with proper formatting. Check that all dynamic fields resolved — sprint name, assignee, due date, and link should all show real values, not blank spaces or raw field names. If the message looks correct, click 'Publish Zap' to activate it.

1. 1Click 'Test Action' in the Slack action panel
2. 2Open Slack and navigate to your sprint channel
3. 3Confirm the test message appears with all fields populated
4. 4Return to the Zap editor and click 'Publish Zap'
5. 5Toggle the Zap to 'On' if it is not already active

Paste this into a 'Code by Zapier' step (Python) placed between the Filter and the Slack action. It parses the Asana task Notes field to extract story points, carried-over tasks, and capacity warnings, then returns structured variables you can drop directly into the Slack message template — no manual parsing needed.

# Code by Zapier — Python 3
# Place this step AFTER the Filter and BEFORE the Slack action
# Input data from Asana trigger:

# Code by Zapier — Python 3
# Place this step AFTER the Filter and BEFORE the Slack action
# Input data from Asana trigger:
#   input_data['notes'] — the Asana task Notes field
#   input_data['task_name'] — the Asana Task Name
#   input_data['section_name'] — the Sprint section name

import re

notes = input_data.get('notes', '')
task_name = input_data.get('task_name', 'Sprint Update')
section_name = input_data.get('section_name', 'Unknown Sprint')

# Extract story points delivered (e.g., '22 story points')
points_match = re.search(r'(\d+)\s+story points?', notes, re.IGNORECASE)
story_points = points_match.group(1) if points_match else 'N/A'

# Extract capacity figure (e.g., 'capacity: 38 points')
capacity_match = re.search(r'capacity[:\s]+(\d+)\s+points?', notes, re.IGNORECASE)
capacity = capacity_match.group(1) if capacity_match else 'N/A'

# Flag carried-over tasks
carryover_match = re.search(r'[Cc]arried[\s\-]over[:\s]+(.+?)[\.\n]', notes)
carryover = carryover_match.group(1).strip() if carryover_match else 'None'

# Detect blockers
blocker_flag = ':warning: *BLOCKER DETECTED*' if 'blocker' in notes.lower() else ''

# Determine update type from task name
if 'complete' in task_name.lower() or 'done' in task_name.lower():
    update_type = ':white_check_mark: Sprint Complete'
elif 'start' in task_name.lower():
    update_type = ':rocket: Sprint Start'
else:
    update_type = ':memo: Sprint Update'

# Build the formatted Slack message body
message_body = f"{update_type}: *{section_name}*"
if story_points != 'N/A':
    message_body += f"\n• Story points delivered: {story_points}"
if capacity != 'N/A':
    message_body += f"\n• Team capacity: {capacity} pts"
if carryover != 'None':
    message_body += f"\n• Carried over: {carryover}"
if blocker_flag:
    message_body += f"\n{blocker_flag}"

output = [
    {
        'message_body': message_body,
        'story_points': story_points,
        'capacity': capacity,
        'carryover': carryover,
        'update_type': update_type,
        'blocker_flag': blocker_flag
    }
]