Definition

This action allows you to find and retrieve the complete details of a specific team within your Asana organization. By providing a workspace and a team identifier, you can access all relevant information associated with that team, such as its name, description, and privacy settings.

• Key capabilities:
  • Locate a specific team using its unique ID or user-friendly name.
  • Retrieve comprehensive team details, including its URL, privacy status, and parent organization.

This action is a fundamental building block for automations, enabling you to dynamically fetch team information needed for subsequent steps like adding members or creating team-specific projects.

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Inputs

1. Connection

   • Purpose: This field establishes an authenticated connection to your Asana account. It authorizes zenphi to securely access the workspaces and teams within your organization.
   • Practical Guidance: You must first create and select a valid Asana connection. This is typically done once and then reused across all Asana actions in your flows. This is always a static value selected from your existing connections.
   • Use Case Context: You would use the 'Connection' field to grant zenphi the necessary permissions to search for teams on your behalf.

2. Workspace

   • Purpose: This field specifies the exact Asana workspace where the action will search for the team.
   • Practical Guidance: After you select a connection, this field will populate with a dropdown list of all available workspaces in your Asana account. You can select a workspace from this list (a static value) or, for more advanced flows, you can provide a Workspace ID from a previous step using the token picker (a dynamic value).
   • Use Case Context: You would use the 'Workspace' field to tell zenphi to look for the "Marketing" team only within your company's "Primary Operations" workspace, not any other.

3. Team Id or Name

   • Purpose: This field is used to identify the specific team you want to retrieve information for.
   • Practical Guidance: You can provide this information in several ways. You can select the team from the dropdown list that appears after choosing a workspace (static value), type the exact team name manually (static value), or use the token picker to insert a Team ID or Name from a previous action, such as from a Google Sheet row (dynamic value).
   • Use Case Context: You would provide the name "Q3 Design Sprint" to get the details for that specific team.

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Outputs

1. Team Id

   • Data Description: This output provides the globally unique identifier (GID) for the team found in Asana.
   • Workflow Utility: This ID is essential for almost all subsequent team-related actions. For example, you would pass this token to an 'Add User to Team' or 'Create Project in Team' action to ensure the operation targets the correct team.

2. Team Name

   • Data Description: This is the human-readable name of the team (e.g., "Marketing Department").
   • Workflow Utility: This is useful for logging purposes, creating dynamic folder names, or including in notification messages. For instance, you could send a Slack message that says, "A new task has been assigned to the Team Name."

3. Description

   • Data Description: This output contains the descriptive text about the team's purpose as configured in Asana.
   • Workflow Utility: You can use this description to provide context in automated reports or notifications, helping recipients understand the team's role without needing to log into Asana.

4. Permalink Url

   • Data Description: This provides a direct, clickable URL that navigates to the team's page within the Asana web application.
   • Workflow Utility: This is extremely useful for notifications. You can embed this URL in an email or a chat message, allowing users to click it and go directly to the team's page for more information.

5. Team Privacy Types

   • Data Description: This output indicates the visibility setting of the team (e.g., "public_to_organization" or "private").
   • Workflow Utility: This information is valuable for building conditional logic in your flow. For example, you could create a rule: IF 'Team Privacy Types' is "private", THEN start an approval process before adding a new member.

6. Organization

   • Data Description: This is an object containing details about the parent organization to which the team belongs.
   • Workflow Utility: This output provides context about where the team resides, which is especially useful in multi-organization environments.
     • Id: The unique identifier of the organization. This can be passed to other actions that might operate at an organizational level.
     • name: The name of the organization. This is useful for logging or reporting to clarify which organization the team belongs to.

Example Use Cases

1. Automate Team Onboarding Find a team's unique ID to automatically add new employees to the correct Asana team based on a form submission.
2. Route Tasks Dynamically Retrieve team details to route incoming tasks or requests to the appropriate team project within Asana.
3. Generate Team-Specific Notifications Use the Permalink URL output to send direct links to the team's Asana page in emails or chat messages.
4. Audit Team Settings Periodically find teams to check their privacy settings and ensure they comply with company policies.
5. Sync Team Information Fetch team data from Asana to update and synchronize with other systems like a corporate directory or a SharePoint list.

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Example

Scenario: Your HR department uses a zenphi Form for onboarding new employees. When a form is submitted, you need to automatically add the new user to their designated department team in Asana. To do this, the workflow must first find the correct team using the name provided in the form and then use its unique ID to add the user.

Steps to Implement:

1. Create a zenphi Form trigger that captures the new employee's details, including their email address and the name of the Asana team they should join (e.g., "Marketing").
2. Configure the Find Team action with the following settings:
   • Connection: Select your pre-configured Asana connection.
   • Workspace: Choose the primary company workspace where all department teams are located.
   • Team Id or Name: Use the token picker to insert the team name dynamically from the trigger form's output.
3. Add an Asana Add User to Team action immediately after the Find Team action.
4. Configure the Add User to Team action, using the outputs from the previous steps:
   • Team Id: Use the token picker to select the Team Id from the output of the Find Team action.
   • User: Use the token picker to select the new employee's email address from the trigger form.

Outcome: This automation completely eliminates the manual process of adding new hires to Asana teams. It ensures accuracy by using the exact team name to find the correct team ID, preventing users from being added to the wrong team. The process is now instant, consistent, and requires no manual intervention from HR or IT.

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Best Practices

1. Use Team ID for Reliability Always use the Team Id output from this action as the input for subsequent actions (like adding users or creating projects). Team names can change or be duplicated, but the ID is a permanent, unique identifier that prevents errors.
2. Implement Error Handling After this action, add a conditional path to check if a team was found. If the Team Id is empty, it means the team doesn't exist, and you can configure the flow to send an alert or log an error instead of failing.
3. Leverage Dynamic Inputs for Reusability Make your workflow more flexible by providing the Workspace and Team Id or Name inputs dynamically using tokens from a trigger or a previous step. This allows the same flow to work for different teams without modification.
4. Enhance Notifications with Permalink URL When sending notifications related to the team, include the Permalink Url output. This provides users with a direct, clickable link to the team's page in Asana, saving them time and improving the user experience.