Procedure for Creating a Task in Asana Based on a ConnectaSat Request

When a task is received from the ConnectaSat team in Microsoft Teams or in the Zendesk task system, it must be transferred to our internal task system Asana.

IMPORTANT: Before creating a new task in Asana, always check if a related task already exists. If the incoming request refers to an existing Zendesk ticket or an ongoing issue, do not create a new task. Instead:
1. Update the existing Asana task with the new information.
2. If the update is a separate action but still part of the same issue, create a sub-task under the existing Asana task.
Only create a new task if:
1. There is no existing task related to the issue.
2. You have explicit confirmation from the manager to create a separate task.

1. Tasks Received in Zendesk

Step 1: Review the Task

When a new task appears in Zendesk, open and review its details carefully.

Example Screenshot:

Step 2: Create a Task in Asana

Go to Asana and create a new task in the correct project board.

Fill in the basic fields: 

- Urgency (e.g., High, Medium, Low)

- Estimated Time

- Task Type (e.g., Bug, Feature, Support)

If the responsible developer is unknown, leave the Assignee field empty.

Example Screenshot:

Step 3: Add Description and Screenshots

Write a clear and concise description of the task without losing important details.

Attach screenshots if available.

Example Screenshot:

Step 4: Use AI (Optional)

If the Zendesk task contains messy text or chat screenshots, use Copilot (corporate subscription) to create a structured summary.

Example prompt for Copilot:

“Read this task and create a short, structured version for Asana.”

IMPORTANT: Always use the corporate Copilot subscription to avoid data leaks.

Example Screenshot:

Example Screenshot:

Step 5: Add Links

In Asana, add a link to the original Zendesk task in the dedicated field.

In Zendesk, add a link to the new Asana task so ConnectaSat can track progress.

Example Screenshot:

Step 6: Notify in Teams

Post the Asana task link in the ConnectaSat Teams group: 

Purpose: Inform developers about the new task and allow the manager to assign a responsible developer.

2. Tasks Received in Microsoft Teams

Sometimes tasks are posted as messages in the Teams group.

Not every message is a real task. If unsure, confirm with the manager before creating an Asana task.

Example Screenshot:

Step 1: Review the Conversation

Check the message and related previous/next messages for context.

Step 2: Create the Task in Asana

Summarize the task clearly.

Attach screenshots of the conversation.

Follow the same procedure as for Zendesk tasks (Steps 2–6 above).