Integrate Aha! with Asana

Aha! provides a two-way integration with Asana that allows you to send your planned work from Aha! to your team working in Asana, and receive updates back. Both tools can update each other, so that neither team loses context.

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Before configuring any integration for the first time, it is important to fully understand how to think about integrating Aha! with your development tool.

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Prerequisites

Integration type
  • Two-way
Aha! level
  • Workspace level
Required user permissions: 
Configuration
Required user permissions: 
Use the integration
 Supported record types
  • Initiatives
  • Releases / Schedules
  • Epics
  • Features / Activities
  • Requirements

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Supported records

This integration supports sending the following Aha! records to Asana:

  • Initiatives
  • Releases / Schedules
  • Epics
  • Features / Activities
  • Requirements

The above Aha! records can be mapped to the following Asana records:

  • Projects (in List or Board configuration)
  • List projects:
    • Sections
    • Tasks
    • Subtasks
  • Board projects:
    • Columns
    • Tasks
    • Subtasks

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Configure the integration

To set up an integration with Asana, you need to be a workspace owner in Aha! for the workspace you wish to integrate. You will also need to have an Asana account that has proper access to create/edit records in Asana for the project you plan to integrate with.

1. Navigate to Settings ⚙️ > Workspace > Integrations and click the + on the left side navigation bar. Select Asana from the integrations 2.0 grouping.

2. This will launch the integration configuration wizard. The first step is to name your integration and optionally select a template if you have already created one. Click Save and continue.

3. Next, you will be prompted to authenticate. Aha! uses OAuth 2.0 for authentication, and if you are already logged into an active Asana session in your browser, you will not be prompted for credentials. Instead, you will be prompted by Asana to grant Aha! access. If you are not currently logged into Asana, you will be prompted with an Asana authentication screen.

4. After authenticating, you will be prompted to choose an Asana workspace. The list of workspaces is based on what your Asana user has available to them.

5. After selecting an Asana workspace, you will be prompted to choose which project in Asana you wish to integrate with. Similar to the Asana workspace selection, the list presents the projects that you have access to within the previously selected workspace.

6. Next comes record mappings. This step allows you to configure how Aha! records are mapped to your Asana records. The default mappings are based on what is most widely used by other Aha! customers. However, you are free to remove the default mappings and add your own to map records together based on what makes sense for your team and how you work.

7. Within record mappings, you have the option to also specify your field mappings. This is an advanced option within the configuration that allows you to customize how each field within the record is mapped between Aha! and Asana — as well as what relationship links exist for those records.

The relationship links are important to understand because they establish the ability for records created in your development system to be automatically imported into Aha! in certain use cases. 

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8. While not every user will need to customize their field mapping, you do need to define the way statuses are mapped. Within the field mapping section for each Aha! record, there is a line for Status with a gear ⚙️ icon at the far right. Click the gear ⚙️ icon to open up the status mapping window. 

9. When mapping statuses, you will be presented with your Aha! status workflow for the record type on the left and your integrated system status workflow on the right. Matching values are automatically mapped initially, and then you can manually rearrange statuses to your preferred mappings as needed mapping one-to-one or one-to-many.

10. With your records, optional field mappings, and statuses all defined, you can click Save and continue to move onto the last step in the workflow. The Enable step allows you to specify how updates from Aha! are sent to your development system. The default setting is: Automatically send outgoing changes, which means that any change made to an integrated record will send to Asana automatically.

We recommend the Approve outgoing changes setting for teams that are unfamiliar with how the integration works. The approval step allows teams that are new to the integration to validate what is being sent to their development system, which can help prevent unintentional changes from going through. 

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Test the integration

Finally, test the integration by opening one of your features or activities in Aha! and use the Send dropdown and select Send to Asana. You should see a link to the created Asana record appear on the Aha! feature or activity after a few seconds. This will let you easily click into Asana to verify that everything was sent through correctly.

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