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Julius Dela Peña

Selected WorkProject 11CRM Automation

Asana CRMAutomationwith Zapier.

Asana task stages drive the sales follow-up: lead folders, subtasks and timed emails, stage by stage.

A Zap triggers on Asana task updates and routes each lead by stage — Ready to Start, No Response, Quoted, Approved, Paid and Close — creating Drive folders and subtasks, sending timed follow-ups and the approved file.

  • Zapier
  • Asana
  • Gmail
  • Google Drive

11Project
of 15

Project overview
Zapier workflow splitting Asana task updates into five pipeline pathsOpen the full Asana CRM Automation with Zapier (opens in a new tab)
01Zapier workflow · CRM Automation
Open the full Asana CRM Automation with Zapier capture (opens in a new tab)
02Close-up
Context
CRM Automation
Domain
Zapier workflow
Scope
Asana task stage to follow-up
Status
Workflow built in Zapier

01The Brief

Every stage has its follow-up.

Leads tracked as Asana tasks move through Ready to Start, No Response, Quoted, Approved, and Paid and Close; each stage needs its own folder, task or email.

The goal

Let each Asana task stage drive its own follow-up, with timed emails where a lead goes quiet.

Zapier workflow splitting Asana task updates into five pipeline pathsOpen the full Zapier workflow · CRM Automation capture (opens in a new tab)

Asana CRM Automation with Zapier: the full workflow capture. Select it to open full size.

02The Workflow

One trigger, five stage paths.

A Zap triggers on Asana task updates and routes each lead by stage — Ready to Start, No Response, Quoted, Approved, Paid and Close — creating Drive folders and subtasks, sending timed follow-ups and the approved file.

Workflow spec

Trigger
An updated task in Asana starts the Zap; its stage selects the path.
AI
None: rules and timing only
Output
Drive, Asana and Gmail

03How It Works

One trigger, then the stage’s path.

Each stage, read straight off the workflow’s own node names.

  1. Trigger

    Asana: updated task · Split into paths by stage

  2. Ready to Start

    Create lead folder (Google Drive) · Create Asana subtask

  3. No Response · Quoted

    Send follow-up email · Delay · Find email, filter, send second follow-up

  4. Approved · Paid and Close

    Find the file in Google Drive · Send email

04Architecture

The workflow, start to finish.

The same steps, arranged as they run: in sequence, or split into parallel paths.

  1. 01Trigger

    • TriggerAsana: updated task
    • RulesSplit into paths by stage

  2. 02Stage paths

    • PathReady to Start
    • PathsNo Response · Quoted
    • PathsApproved · Paid and Close

  3. 03Output

    • Google Drive · AsanaLead folder and Asana subtask
    • GmailDelay, filter, then follow-up emails
    • Google Drive · GmailApproved file and closing email
  • Workflow step

One Asana trigger, split by stage into parallel paths; each path has its own output, with delays and filters on the follow-up paths. No AI step.

05Validation & Controls

Rules and timing — no AI.

The task’s stage decides the path; delays and filters decide when to send.

Implementation statusBuilt in Zapier

  • TriggerBuilt
  • Ready to StartBuilt
  • No Response · QuotedBuilt
  • Approved · Paid and CloseBuilt

What each part does

Trigger
Asana task update: An updated task in Asana starts the Zap; its stage selects the path.
Rules
Stage paths: Each of the five paths runs its own steps: folder and subtask creation, follow-ups, or closing emails.
Timing
Delays and filters: Follow-up paths wait, find the latest email and filter before sending a second follow-up.
Output
Drive, Asana and Gmail: A Drive lead folder, an Asana subtask, timed follow-up emails, and the approved file with the closing email.

06The Stack

Each tool has a defined job in the workflow.

Roles over logos. Only the tools in the workflow are listed.

  • Zapier

    Runs the Zap and its paths

  • Asana

    Task updates in, subtasks out

  • Gmail

    Follow-up and closing emails

  • Google Drive

    Lead folders and approved files

07The Outcome

What the workflow does.

Asana task stages drive the sales follow-up: lead folders, subtasks and timed emails, stage by stage.

Triggers on Asana task updates and routes each lead through five paths — Ready to Start, No Response, Quoted, Approved, Paid and Close — creating a Google Drive lead folder and Asana subtask, sending timed follow-up emails, and sending the approved file and closing email.

My role

  • Workflow Design
  • Systems Integration

Delivered capability

  • An updated task in Asana starts the Zap; its stage selects the path.
  • Each of the five paths runs its own steps: folder and subtask creation, follow-ups, or closing emails.
  • Follow-up paths wait, find the latest email and filter before sending a second follow-up.
  • A Drive lead folder, an Asana subtask, timed follow-up emails, and the approved file with the closing email.

Contact

Have a workflow, dashboard or CRM that needs fixing? Let’s talk.

Available for new projects

Tell me about the operation, the systems involved and where the work gets stuck. A short call is usually enough to see whether I can help.

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