If you’re searching for an Asana answering service integration, you’re probably wondering: can I connect my phone answering service with Asana, and what can I actually automate? The good news is yes, you can easily connect Upfirst, your AI answering service, to Asana using Zapier. This page breaks down what’s possible, how these automations work, and how they can save you time—especially if you’re in industries like property management, law, or financial services, where managing inbound calls and follow-ups is critical.
What is Asana?
Asana is a popular project and task management platform designed to help teams organize work, track progress, and collaborate—all in one place. Small businesses use Asana to keep tasks, deadlines, and client communications organized and accessible, so nothing falls through the cracks. Whether you’re managing client onboarding, handling requests, or tracking follow-ups, Asana helps you stay on top of your workflow and deliver better service.
What can you do with Asana and Upfirst’s AI answering service?
With the Asana answering service integration through Zapier, you can automatically create and update tasks, projects, and more in Asana every time your Upfirst virtual receptionist handles a call. Here are some powerful automations you can set up:
1. Automatically create follow-up tasks after every client call
How it works: When a call ends, Upfirst sends key details—caller info, summary, and custom questions (like “What’s your case type?” or “What’s your budget?”)—straight to Asana. You can set up a Zap to create a new Asana task in a specific project with all this info in the description and custom fields.
Why it matters: For law firms or property managers, this means every new inquiry or request is automatically logged as a task, so your team never misses a follow-up. No more lost sticky notes or forgotten voicemails.
2. Qualify and route leads with AI transcript analysis
How it works: Upfirst can collect answers to qualifying questions (like “Are you a current client?” or “What’s your zip code?”). With Zapier’s filters and Paths, you can automatically assign tasks, tag them as “Urgent,” or move them to different projects based on the caller’s responses or keywords in the call summary.
Why it matters: For a financial services firm, urgent client calls can be tagged and assigned to a senior advisor instantly, while non-urgent inquiries get routed to the general queue. This ensures high-priority clients get faster attention.
3. Attach full call transcripts to tasks for easy reference
How it works: When Upfirst completes a call, it passes the full transcript via Zapier. Your Zap can attach this transcript directly to the relevant Asana task, either in the task description or as a file.
Why it matters: If you’re in property management, this lets your team review exactly what was discussed with a tenant or vendor without digging through emails or voicemails. It’s all in one place, improving accountability and transparency.
4. Update existing tasks or projects with new call info
How it works: If a client or tenant calls multiple times, you can set up your Zap to find the existing Asana task (using their phone number or name) and update it with new call summaries or status changes.
Why it matters: This keeps your Asana workspace clean and organized, preventing duplicate tasks and making sure your team always has the latest info for each contact.
These examples show just how flexible the Asana answering service integration is—freeing up your team and making sure nothing slips through the cracks.
What actions can you trigger in Asana after our virtual receptionist answers a call?
With the Asana virtual receptionist integration, you can trigger the following actions in Asana after each Upfirst call via Zapier:
- Create task
- Create project
- Create subtask
- Add task to section of project
- Move task to another project
- Update task
- Update task description
- Complete task
- Unassign task
- Change task to incomplete
- Add tag to task
- Remove tag from task
- Attach file to task
- Update custom field (dropdown list fields)
- Update custom field (text and number fields)
- Set custom field (dropdown list fields) on new task
- Set custom field (text and number fields) on new task
- Add option to dropdown custom field
- Like/unlike a task
- Find section
- Create a new project from a template
- Add subtasks from a template
- Move task’s project to another team
- Archive task’s project
- Make an API call (for advanced custom actions)
How to connect Asana to Upfirst
Setting up your Asana answering service integration is easy. Here’s how to do it step by step:
- Sign up for Zapier
If you don’t have a Zapier account, sign up at zapier.com. - Connect Upfirst to Zapier
- In your Upfirst dashboard, go to Integrations and select Zapier.
- Follow the prompts to connect your Upfirst account.
- Create a new Zap
- In Zapier, click “Create Zap.”
- For the trigger, search for “Upfirst” and choose the “Call Completed” trigger.
- Customize the trigger
- Zapier will prompt you to link your Upfirst account and test the trigger. You’ll see sample call data including caller ID, summary, and any custom fields you collect.
- Set up the Asana action
- For the action step, search for “Asana.”
- Choose the action you want (like “Create Task” or “Update Task”).
- Connect your Asana account if you haven’t already.
- Map the call data to Asana fields
- Map the relevant Upfirst fields (like caller name, phone number, call summary, custom question responses) to Asana’s task fields or custom fields.
- Optionally, use Zapier filters or paths to route or tag tasks based on call details.
- Test your Zap and turn it on
- Zapier will let you test the automation with sample data.
- Once you’re happy with the setup, turn your Zap on.
That’s it! Now, every time your Upfirst AI receptionist handles a call, the details will automatically show up in your Asana workspace—keeping your team organized and responsive.
Ready to save time and never miss another follow-up? Set up your Asana answering service integration today, or get in touch with our team for help customizing your workflow.
