Turn WhatsApp Requests into Asana Tasks

This recipe turns a request in chat into a task in Asana, with everything your team needs to start the work, and tells the customer it has been logged. Part of connecting Asana to WhatsApp and AI chat.

What happens today

A customer describes a job over several WhatsApp messages. Someone on your team copies the useful parts into Asana when they have a moment, often without the address or the photo they were sent. Then they message the customer again to ask for what is missing, and the job starts a day later than it could have.

The flow that works

AeroChat answers the customer’s first question from your knowledge base.
It asks for the details your team needs to start, one question at a time.
It creates a task on the right project, with the customer’s contact and a summary of the request.
It tells the customer the request is logged and what happens next.
If the customer sends more details later, it adds them to the same task.

The recipe

Copy this into AeroChat

When a customer asks for a repair, a quote or other work, answer their questions first from our knowledge base. Then follow these steps.

Ask for their name, the address, what they need done, and a preferred date. If they have photos, ask them to send them here.

Decide the type: quote, repair or complaint (examples). Use the Client Requests project for quotes and repairs and the Complaints project for complaints (examples).

Create a task on that project named “[their name], [short job description]”. Put their phone number on the first line of the task description, the address, the preferred date and a three-line summary in the task description.

Put the task in the New section and assign it to the team member for that request type (examples).

Tell the customer: “Thanks, your request is logged. Our team will confirm the date with you.”

If they send more details in the same conversation, add them as a comment on the task.

Do not promise a date or a price. Leave both for our team to confirm. Reply in the customer’s language.

Change the projects, the request types and the questions to the ones your team uses before you paste it.

What to connect

Asana. Create a personal access token in the Asana developer console, using an account that is a member of the projects the recipe uses. Paste it in when AeroChat asks.
Your knowledge base. Upload your services and service area to AeroChat so it can answer before it collects details.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Asana, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Asana’s public documentation, the checklist asks you to check it once against the current docs.

Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.

Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.

What you still decide

Which projects and request types AeroChat uses.
Which details it collects before it creates the task.
Who gets assigned, and who gets the handover.

The result to expect

Every request from chat is in Asana with the details your team needs, on the right project, without anyone copying messages across. Your team starts the work instead of chasing missing information.

Measure it with your own numbers: tasks created from chat, and the time from first message to scheduled job, for a month before and after.

Next: answer job status questions.

Works on every chat channel

This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Asana connection behind it. See what each channel does on the Asana integration page.

Send your first chat request to Asana

Paste the recipe, add your Asana access token, and send yourself a test request in the chat.

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On Shopify? Install AeroChat from the Shopify App Store.