Asana

Connect your Asana workspace to Glean so you can search across tasks, comments, and projects. Glean’s Asana connector enforces Asana user access permissions, ensuring that you can only see content you are authorized to view at search time. All indexed data remains within the cloud environment of your organization.

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Supported features

• Glean’s Asana connector helps you ingest key information for unified enterprise search.
• The connector pulls content from your Asana instance, supports user-level permission controls, and offers redlisting capabilities to exclude specific projects from search.
• The Glean connector does not modify or write any data to Asana—read-only data and access is strictly enforced.

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Supported objects

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Supported API endpoints

• /api/1.0/projects: For crawling project data.
• /api/1.0/tasks: For task-level crawl and indexing.
• /api/1.0/users, /api/1.0/teams, /api/1.0/organizations: For identity mapping and permission enforcement.
• /api/1.0/workspaces: Workspace context for scoping.
• /api/1.0/events: Captures activity on indexed tasks.

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Limitations

• Glean can only index Asana tasks that are associated with a project, and for private projects, the Glean administrator/service account must be explicitly added. Tasks that are private and have no project association cannot be indexed on any edition.
• Due to Asana’s limit of 10,000 webhooks per user per OAuth app, we register webhooks on up to 10,000 projects. If your workspace has more than 10,000 projects, we randomly select 10,000 to monitor. Projects outside this set does not receive real‑time webhook updates.
• Portfolios, forms, messages are not supported and will not be indexed.

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Crawling Strategy

• Full crawl frequency is determined the Glean configuration and typical corpus size. Enterprise customers with very large instances need to plan for multi-day initial crawls.
• Webhook limitation requires monitoring for skipped or delayed updates on large workspaces.

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Requirements

To set up and operate the Asana connector, ensure that both technical and credentials requirements are met.

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Technical requirements

• Glean platform instance.
• Access to your company’s Cloud Provider account.
• Supported Asana plan. Enterprise edition is required for certain features and administrators must enable service accounts.
• Web connectivity between Glean and Asana’s API endpoints.

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Credential requirements

• For Asana Enterprise accounts: You must generate a service account and provide full permissions, then obtain the associated access token.
• For other Asana account types: Create a dedicated Asana administrator user, the recommended name is Glean, then generate a personal access token for this user.
• The Asana domain is case-sensitive and must match your workspace configuration.

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Permission requirements

• Service accounts or admin tokens require full access permissions. Glean uses these to ensure comprehensive crawl and prevent interruptions due to future Asana product changes.
• The required scopes for API tokens are those that permit read access to projects, tasks, users, teams, organizations, workspaces, and activity/events.
• For successful incremental crawling, the token must have permission to receive webhook events.

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Prerequisites

• Confirm you have Glean workspace admin rights.
• Confirm you have Asana admin or service account credentials with required scopes.
• Determine Asana workspace domain name (case-sensitive).
• Optionally, prepare a list of projects to redlist.

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Setup instructions

Configuring the Asana connector is typically performed within the Glean Workspace Settings. Many setup fields are pre-populated, with step-by-step validation on save.

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Step 1: Generate access token

For Asana Enterprise accounts:

1. Create a new service account and name it Glean Service Account or something similar using the instructions given in the Asana service account documentation.
2. Make sure to select Full permissions when creating the service account to allow access to all data.
3. Copy the access token listed.

For other Asana account types:

1. Create a new Asana administrator account called Glean or something similar.
2. Create a new personal access token for the Glean administrator using the instructions at this Personal access tokens documentation.
3. Copy the personal access token listed.

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Step 2: Determine domain name

1. While logged in to the admin account, visit this URL to find out the workspace name.
2. Copy the domain name. Note that the domain name is case sensitive.

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Step 3: Add Asana data source

1. In the Glean, go to the Admin Console, navigate to Data Sources and select Add Data Source.
2. Choose Asana from the available connectors. If you cannot see this option, contact Glean support to enable it.
3. Enter the Name, Access token and Asana Domain Name (Workspace Name).
4. Click Save.

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Step 4: Schedule first crawl

• Start the integration and monitor the initial crawl and webhook configuration.

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Step 5: Validate crawl and permissions

• AFter the crawl completes, verify that Asana documents and tasks appear in Glean search.

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FAQ