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Set up Asana with the previous setup flow

These instructions apply when the Asana setup page shows one combined form with the connector name, access token, and Asana domain. If your setup page shows Connect, Set up indexing, and Review setup, use New setup instead.

The Previous setup flow configures the indexing connection. Configure Asana tools or MCP access separately after you save the connector, if your deployment offers them.

Requirements​

Before you begin:

  • Confirm that you have Glean administrator rights to add and configure connectors.
  • The user setting up the data source must be an Asana administrator.
  • For Asana Enterprise accounts, prepare a service account with Full permissions and its access token.
  • For other Asana account types, prepare a dedicated Asana administrator account and its personal access token.
  • Prepare the case-sensitive Asana workspace name that Glean uses as the Asana domain.

Step 1: Generate an access token​

For Asana Enterprise accounts:

  1. Create a new service account using the Asana service account documentation.
  2. Name it Glean Service Account, or a similar name.
  3. Select Full permissions when creating the service account so it can access all data.
  4. Copy the access token listed for the service account.

For other Asana account types:

  1. Create a dedicated Asana administrator account named Glean, or a similar name.
  2. Create a personal access token for the Glean administrator using the Asana personal access token documentation.
  3. Copy the personal access token.

Step 2: Determine the Asana domain​

  1. While signed in as the indexing administrator or service account, open the Asana workspaces API.
  2. Find the workspace that you want to index.
  3. Use the value in the response's name field as the Asana domain.

The Asana domain is case-sensitive. Enter the workspace name exactly as Asana returns it; do not enter the Asana URL.

Step 3: Add the Asana connector in Glean​

  1. In Glean, go to Admin console > Platform > Connectors and select Add connector.
  2. Choose Asana from the list of connectors.
  3. Enter the connector Name.
  4. Enter the Access token.
  5. Enter the Asana domain using the workspace name from the name field.
  6. Select Save.

Glean uses the access token to index Asana content. For private projects, add the indexing administrator or service account explicitly to the project.

Step 4: Monitor and validate indexing​

  1. Monitor the initial crawl from the Asana connector page.
  2. After the crawl completes, verify that supported Asana tasks, comments, and projects appear in Glean search.
  3. Confirm that search results follow the user's Asana access permissions.

Configure tools separately​

If your deployment exposes Asana tools or an Asana MCP server separately from the connector setup form, configure them from the available Tools experience after saving the connector. Tool availability and navigation can vary by deployment.

Troubleshooting​

  • Authentication fails: Confirm that the access token is valid and belongs to an Asana administrator or service account with the required access.
  • Indexing fails: Confirm that the Asana domain exactly matches the workspace name field, including capitalization.
  • Private project content is missing: Add the indexing administrator or service account to the private project.
  • Tasks are missing: Glean indexes tasks in a project, and also indexes tasks without a project when that crawling is enabled for your deployment. Crawling tasks without a project requires a premium Asana workspace.
  • Updates are delayed: Asana applies two webhook limits: 1,000 webhooks per resource and 10,000 active webhooks per token. Projects outside the registered webhook set may not receive real-time updates, and tasks without a project never receive webhook updates.

See also​

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