System Overview

What it is: An automation workflow built in Make that connects Asana with Airtable. Whenever a task closes in Asana, the system generates a GPT-powered summary and logs it into Airtable, making client reporting and internal documentation effortless.

Core capabilities

Automatic detection of closed tasks in Asana
GPT-generated task or project summaries
Real-time logging into Airtable for structured storage
Auto-tagging and categorization for easy filtering
Centralized reporting database for clients and teams
Slack/email notifications on task closure and summary creation
Error handling and retry logic in Make workflows

Business problems solved

Manual effort writing summaries after tasks close
Delays in reporting project progress to clients
Inconsistent internal documentation across teams
Difficulty scaling reporting across multiple projects
Lost visibility into completed tasks over time

If these challenges sound familiar, automation can solve them - let’s explore how.

Industries served

Agencies, SaaS, consulting, project management teams, professional services.

Actor Identification

Primary actor: Project manager or team member closing tasks in Asana.
Secondary actors: Make automation engine, GPT summarization model, Airtable reporting database, Slack/email notification tools.

Actor Goals

Project Manager: Have completed tasks documented instantly in Airtable with summaries.
Client Success Team: Generate structured reports without manual effort.
GPT Model: Create concise, relevant summaries of completed tasks.
Airtable: Serve as centralized hub for client-ready reporting.

Every role benefits - let’s align your team’s workflow with automation that actually works.

Context and Preconditions

Asana project integrated with Make for task closure events
Airtable base structured for reporting fields (task name, summary, tags, owner)
GPT connected in Make workflow for auto-summarization
Notifications configured for confirmation of logged summaries
Error handling logic for retries in case of failure

Basic Flow (Successful Scenario)

Team member marks a task as complete in Asana.
Make detects task closure and triggers the workflow.
GPT generates a summary of the task’s outcome.
Airtable record is created with task details, summary, and tags.
Slack/email notification confirms summary logging.
Teams access Airtable for client reports or internal documentation.

Outcome: Task closures in Asana automatically generate summaries in Airtable, improving reporting speed and reducing manual work.

Imagine reports generating themselves as tasks close - let’s build a pilot together.

Alternate Flows

A1: Incomplete task details: If task lacks enough info, GPT requests clarification or leaves placeholder.

A2: Airtable API downtime: If Airtable is unavailable, Make queues summary and retries later.

A3: GPT summarization error: If summary fails, system logs task details without summary.

A4: Duplicate records: If task syncs twice, Make deduplicates entries in Airtable.

Ready to turn your Asana tasks into instant Airtable reports? Book a free strategy session and we’ll design your automated reporting workflow today.

Task Updates in Asana Turn Into Ready to Use Airtable Reports