Asana CRM Lead Engagement Workflow

The Problem

When Asana is used as a lightweight CRM, every status change means a manual follow-up: creating folders, chasing quotes, sending welcome emails. Leads go cold when someone forgets.

How It Works

1. 01Asana task updated
2. 02Split by status
3. 03Run that stage's actions
4. 04Check for reply
5. 05Follow up or stop

What I Built

• Ready to Start: creates a Google Drive lead folder and a "Social Media Content" task in Asana
• No Response: sends a follow-up, waits, checks Gmail for a reply, and only sends a second follow-up if there's none
• Quoted: same reply-aware sequence for quote follow-ups
• Approved: pulls the PDF from Drive, has AI write a personalized welcome, then emails it
• Paid and Closed: AI writes a personalized recommendation email for the client

Tools Used

What Was Tricky

Follow-ups shouldn't go out to someone who already replied. After each delay, the workflow searches Gmail for a response and a filter stops the sequence if one exists, so clients never get a "just checking in" after they've already answered.

Where This Fits