Users can collect data straight from Asana Workspaces for ingestion and processing via the Asana connector. In order to use the connector, users must:
- Have access to a valid Asana service token, which is only available on Asana Enterprise accounts
- Be part of an organization that has access to Organization Admin features in Everlaw, and
- Have Database Upload permissions
Step 1: Obtain your Asana service token
Service tokens can be generated and administered from the “Admin Console > Apps > Service accounts” page in Asana. Keep in mind that your Asana account must be on the enterprise tier to have access to Service tokens.
Step 2: Store your service token in Everlaw to authenticate requests
To store the token in Everlaw to authenticate Asana requests, navigate to the Asana tab under the Cloud Management section on the Organization Admin page.
Here, you can manage stored service tokens, including delegating them for use by particular users in your organization.
To add a new service token, click the “Add Asana organization” button and enter the workspace ID and service token associated with your Asana account.
If both values are valid, the Asana workspace will be added to the table and the token will be stored securely in Everlaw for use.
From here, you can delegate the token for use by users who you know will be performing uploads from Asana. To delegate the token to a user, click the blue plus button in the upper right of the table and input a valid service token to authenticate. Then, on the table that appears, select the users in your organization you wish to grant access to.
These users will now be listed on the table. To revoke access for a particular user, simply click the “X” in the corresponding row. To remove the token altogether, click the trash can icon associated with a given workspace. You can also revoke the service token from your Asana admin console, which will render the token invalid for authentication purposes even if it remains stored in Everlaw. To learn more about Cloud Management Admin permission, see this article.
Step 3: Create an Asana upload
Once your Asana account(s) are properly set up on the Cloud Admin page, any user with permissions can initiate an Asana upload from the Native Uploads page.
After selecting which workspace to upload from, users can then choose which Asana objects they want to include in the upload (messages, tasks, or teams).
After the upload configuration is finalized by the user, Everlaw will send a request to Asana to export the desired items, and will process the data for review once the export completes. When uploading data from Asana, keep in mind that:
- You must create PDF images as part of your upload configuration or else the data will not be processed correctly for review
- The default custodian for Asana objects is the Workspace. This default can be overridden for the entire upload with a user-supplied value.
If the service token for an Asana Workspace is no longer valid, you will receive a warning and will not be allowed to proceed with the download. In addition, a warning will also appear on the Asana Cloud Admin page, along with the option for a Cloud Admin to replace the invalid token with a valid one.
Step 4: Review Asana data
Everlaw creates the following documents for review based on the exported Asana objects.
- Teams: A profile-typed document displaying information about a given team
- Messages: A chat-typed document displaying information about a given message
- Tasks: A project-management-typed document displaying information about a given task
- Projects: A project-management-typed document (one for each unique project identified in the dataset) displaying information about a given project
The linked documents context is used to capture any relational links between objects in your dataset. For example, this context can be used to see tasks associated with projects, dependent and dependency tasks, and parent projects or teams. To learn more about the linked documents context, see this article.
Tips for reviewing Asana data
Asana data objects can have the following relationships to each other:
- Teams can contain projects
- Projects can contains tasks and messages, and belong to teams
- Tasks belong to projects, but can also reference other tasks as parents or dependencies
- Messages can be part of standalone conversations or be part of projects and teams
All of these relational links are captured in the linked documents context. Backlinks are other objects in your dataset that reference the object you are viewing. For example, if the backlink section has a group called “member and project”, all the objects listed in that section have a “Project” or "Member" field that contains the project object you are viewing.
Outbound links are references to other objects within the object you are viewing. For example, if the outbound link section has a group called “Task”, all the objects listed in that section are tasks that are referenced in fields of the object you are viewing.
Because projects are a core unit of organization in Asana, one way to make review of Asana tasks easier is to search for projects and use the linked documents context to view all the tasks under a given project. This search can be run by searching for “Type: Project Management” and “Mime Type: application/vnd.everlaw.cloud.asana-project”.