Asana for bpm'online

User manual

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Contents

Core functions 3

Installation 4

Licensing 6

Setting up integration 8 Set up the application service 8 Registering application for synchronization with Asana 8 How to set up synchronization with Asana 11

Integrations 14 Integration of projects 14 Integration of Asana users 15

How to run a process from the command line 15 How to run a process from the side panel 16

Integration of Asana tasks 17

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CORE FUNCTIONS

Asana for bpm’online allows you to synchronize with Asana, web application designed to help teams

track their work.

Synchronization with Asana enables project managers to quickly establish linkages with sales, and

manage resources within the portfolio of projects.

Asana for bpm’online contains the following features:

• displaying Asana tasks in bpm’online projects;

• a separate process for synchronizing lookups from Asana;

• manual and automatic start of integration.

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INSTALLATION Note. Install via user interface is supported in bpm'online 7.10 and higher.

Before installation, you must download the archives of the current packages at

ftp://ftp.samarasoft.ru/_products/asana/7.10/.

Samarasoft.Asana – package archive Asana for bpm’online.

Note. When the file of the package is downloaded again, the browser adds the copy number to the

end of the file name. For example, Samarasoft.Asana (2).gz. Before installing the package, it is

recommended to delete the added symbols and bring the name to the Samarasoft.Asana.gz.

Open the system designer, click the [Package installation] link.

Figure 1 - System designer link

On the [Package installation] page click the [Select file] button, specify the path to the archive with

the package and perform the installation.

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Figure 2 - Select setup file

Note. Package setup takes a few minutes.

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LICENSING

To view the licenses, follow these steps:

1. Open the system designer by clicking the button in the top right corner of the

application.

2. In the [Admin area] block, click the [Advanced settings] link.

Figure 3 - Advanced settings

3. In the menu, select the [Manage user licenses] option.

Figure 4 - Opening the license manager

4. In the [Distributed licenses] tab Check the availability and number of distributed licenses of

External File Storage for bpm'online.

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Figure 5 - Available and distributed licenses

Note. If product licenses were previously purchased but are not available on the [Distributed

licenses] tab, contact your Terrasoft account manager.

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SETTING UP INTEGRATION

SET UP THE APPLICATION SERVICE Before synchronizing, you must configure the appropriate service in the bpm'online application

configuration.

Perform the following actions:

1. Contact your system administrator to publish the external address of the bpm’online site.

External address must be protected (using https).

Note. Not required for bpm’online on-demand.

2. On the application server in the Terrasoft.WebApp\ServiceModel application directory, add

the SmrAsanaOauthService.svc with the content:

<%@ ServiceHost Language="C#" Debug="true" Service="Samarasoft.SmrAsanaOauthService"

%>

3. Add in the file Terrasoft.WebApp\ServiceModel\https\services.config service information:

<service name="Samarasoft.SmrAsanaOauthService">

<endpoint name="SmrAsanaOauthService"

address=""

binding="webHttpBinding"

behaviorConfiguration="RestServiceBehavior"

bindingNamespace="http://Terrasoft.WebApp.ServiceModel"

contract="Samarasoft.SmrAsanaOauthService" />

</service>

4. Add in the Terrasoft.WebApp\Web.config file:

<location path="ServiceModel/SmrAsanaOauthService.svc">

<system.web>

<authorization>

<allow users="*" />

</authorization>

</system.web>

</location>

5. Ghange the parameter value AllowedLocations in the file Terrasoft.WebApp\Web.config, add

value ServiceModel/SmrAsanaOauthService.svc.

6. Restart the IIS site.

REGISTERING APPLICATION FOR SYNCHRONIZATION WITH ASANA Registration procedure can be divided into two steps:

1. Register an Asana account and set it up, enable access for to the Asana API, and generate

the keys ([Client ID] and [Client Secret]) needed for integration.

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2. Enter the received [Client ID] and [Client Secret] keys in bpm’online for the values of the

[Asana client ID] and [Asana client secret] system settings respectively.

To configure your Google account:

1. Log in to your Asana account.

2. Open your profile menu, select the [My profile settings] option.

Figure 6 – Asana profile settings

3. Open the [Apps] tab and click the [Manage Developer Apps] link.

Figure 7 - Apps settings

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4. Click the [Add New Application] link to registration new application.

Figure 8 - [Register New Application] button

5. Enter the application name and URL, check [Agreement] and click the [Create] button.

In the [App URL] and [Redirect URL] enter the URL of the application to which the data

will be sent to. The page address has to contain this prefix

«/0/ServiceModel/SmrAsanaOauthService.svc/AsanaAuthCode». For example,

https://bpmonlineapp.com/0/ServiceModel/SmrAsanaOauthService.svc/AsanaAuthCod

e.

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Figure 9 - Application registration

6. Enter your Asana keys in the corresponding system settings [Asana client ID] and [Asana

client secret] in bpm'online.

HOW TO SET UP SYNCHRONIZATION WITH ASANA To specify the parameters of the Asana server, follow these steps

1. Open the system designer by clicking the button in the top right corner of the

application.

2. Click the [System settings] link in the [System setup] block.

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Figure 10 - System settings

3. Specify the following system settings:

• [Asana redirect URL] – address of your site Asana;

• [Asana client ID] and [Asana client secret] – the keys needed for integration

(Registering application for synchronization with Asana);

• [Asana team ID] - the identifier of your team in the Asana project;

• [Delete works when deleting tasks in Asana] – if this setting is set, works in

bpm’online are deleted when you delete tasks in Asana.

Note. To get the value [Asana team ID], follow these steps:

1. Select team in Asana and click the [Team Conversation] link.

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Figure 11 - Team in Asana

2. Copy ID from browser address bar to corresponding system setting.

Figure 12 - Getting team ID

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INTEGRATIONS

INTEGRATION OF PROJECTS To integrate projects from Asana, follow these steps:

1. Create project in bpm’online or open an existing record in the [Project] section.

2. Run the [Start in Asana] action.

Figure 13 - Project page

At first integration, it’s needed to permit access to the application bpm’online.

Figure 14 - Grant permission

The system displays a message about the successful completion of the project integration

and the [Asana ID] field is filled.

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Figure 15 - Successful integration message

After completing the integration, a new project will be added to the Asana.

Figure 16 - New project in Asana

INTEGRATION OF ASANA USERS Note. Before integrating users, it is necessary to integrate at least one project, so that

authorization in Asana.

Note. When users are integrated into the bpm’online, only those users who are part of the team

specified in the settings are transferred (system setting [Asana team ID], How to set up

synchronization with Asana).

How to run a process from the command line

To run a process using the command line:

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1. Enter “Run process“ followed by the name of a process – [Integrate Asana users] - in the

command line.

Figure 17 - Running a process from the command line

2. Click the button.

How to run a process from the side panel

To run a process using the side panel:

1. Click the button on the side panel.

2. Select a process [Integrate Asana users] to run.

Figure 18 - Running a process from the side panel

To run a process that is unavailable in the list of the button:

1. Select the [Another process] command.

Figure 19 - Running a process that is not available in the process button of the side panel

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2. Select a process in the opened window and click the [Run] button.

After running the process for contacts that have the email specified that matches the email of the

Asana user, the [Asana user] field completed.

Figure 20 - Contact page

If you want to perform periodic integration of asana users, run the process [Start periodical

integration Asana users] once.

INTEGRATION OF ASANA TASKS To integrate tasks from Asana, follow these steps:

1. Perform the integration of the project into Asana (Integration of projects).

2. Run the [Integrate Asana project works] action.

Figure 21 - [Integrate Asana project works] action

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The system displays a message about the successful completion of the tasks integration.

Figure 22 - Successful completion of the tasks integration

After completing the integration, records will be added to the [Structure] detail of the [Project]

page. For each record the following fields are filled:

• [Name] – Asana work name.

• [Status] – Asana work status: if the work is not completed in the Asana, [Status] = [In

work]. For tasks completed in Asana [Status] = [Completed].

• [Start] – start date in Asana.

• [Deadline] – due date in Asana. When specifying the [Due date] in Asana, specify the [Due

time] field, so that the [Deadline] field is completed in the bpm’online.

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Figure 23 - [Due date] and [Due time] in Asana task

• [End] - date of completion of the task in Asana. The field is filled after integration, if the

task is completed in Asana.

• [Owner] – task assignee in Asana. The field is filled in if the [Asana user] field is specified

in [Contact] page. If the [Asana] field is not filled, the [Owner] field is empty.

• [Notes] - the field is filled with a value from the [Description] field in Asana.

Figure 24 - [Structure] detail

Note.

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Note. Other task statuses will be integrated in next versions of Asana for bpm’online.

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