Asana Connector Overview

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Supported Features and Limitations

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Supported Objects/Entities

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Supported API Endpoints/Features

• /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

• If you are not on Asana Enterprise edition, even administrators cannot index tasks that are private and have no project association. You must add the “Glean” administrator/service account to all private projects whose tasks you want crawled.
• On Asana Enterprise edition, only tasks associated with projects can be indexed. Tasks not linked to a project cannot be crawled or displayed in Glean.
• 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 won’t 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 by your Glean configuration and typical corpus size; enterprise customers with very large instances may need to plan for multi-day initial crawls.
• Webhook limitation requires monitoring for skipped or delayed updates on large workspaces.

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Results Display

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Requirements

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Technical Requirements

• Glean platform instance.
• Access to your company’s Cloud Provider account.
• Supported Asana plan (Enterprise edition required for certain features; 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 (recommended name: “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.
• The Glean connector does not modify or write back any data to Asana—read-only data access is strictly enforced.

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Preliminary Source/System Setup

• For Enterprise: Configure and create “Glean Service Account” in Asana via the Admin Console’s Apps > Service Accounts section (see link)
• For all setups: Record the correct Asana domain/workspace name; verify admin or service account permissions.
• Optionally, review and prepare redlist configuration for excluded projects.

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External References

• Asana Service Accounts: https://help.asana.com/s/article/service-accounts?language=en_US
• Asana API Documentation: https://developers.asana.com/docs/
• Permissions & Webhooks: https://developers.asana.com/docs/webhooks-guide#limits

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Configuration and Setup Instructions

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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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Authentication and Credentials

• Enter the Asana service account or personal access token in Glean’s connector interface.
• Specify the Asana domain name exactly as found in your Admin Console (see “Email domains” within Asana).
• Save the configuration and start the crawl.
• Validate that crawl begins successfully and that webhooks are registered (subject to 10,000 project limit).

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Step-by-Step Setup

1. Generate Access Token
   • For Enterprise Accounts: In Asana, navigate to Admin Console → Apps → Service Accounts. Create new account (e.g., “Glean Service Account”) and copy associated token.
   • For Other Accounts: Create a “Glean” admin user, and generate a personal access token. Copy the assosciated token
2. Determine Domain Name
   • Log into Asana. Use the Admin Console “Email domains” section or query the /workspaces API to retrieve the official Workspace Name (case sensitive).
3. Add Data Source - Setup
   • In the Glean Admin Console, navigate to Data Sources and select Add Data Source.
   • Choose Asana from the available connectors. If you cannot see this option, contact Glean support to enable it.
   • Enter the Name, and then Access token and Asana Domain Name (Workspace Name).
4. Add Data Source - Schedule First Crawl
   • Start the integration and monitor the initial crawl and webhook configuration.
5. Validate Crawl and Permissions
   • Once the crawl completes, verify that Asana documents and tasks appear in Glean search.

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Crawl configuration options

• Redlist: Exclude projects by ID or name to restrict indexed content, via configuration change.
• Lookback period: Not user-configurable for Asana; crawl depth is set at the connector level.
• Custom objects: Not available; Portfolio, Forms, and Messages are unsupported at this time.

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Permissions & Security

• Data and Metadata Ingested: Tasks, comments, project metadata, user and team info relevant for permissions.
• Permission Propagation Logic: Glean matches Asana user and project permissions at search time, so content is only visible to those who have access in Asana.
• Security & Compliance: Only read; full token permissions required for compatibility with future Asana changes. All crawled data stays within your cloud project.
• Known Security Restrictions:
  • Visibility caveats: Tasks not associated with any project may be omitted unless administrator/service account is a member of all private projects.
• Data Privacy: No data leaves your organization’s cloud environment. All permissions reflect your Asana access controls.

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FAQ