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  • How to update Asana tasks with shipping tracking numbers from ShipStation using Zapier
Question

How to update Asana tasks with shipping tracking numbers from ShipStation using Zapier

the_office
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Hi! I have linked woocomerce with asana through zapier to manage customer service according to our business needs, and it works perfect by creating single tasks on asana per each order, triggered by woocomerce.

 

Now, part of our business is woocomerce updates shipstation (without zapier) per each order, and here is my goal; I’d like to update the tasks on asana created with zapier/woocomerce by adding the shipping tracking number generated by shipstation. 

can this be done? I read a lot in your forums and someone mentioned something similar by creating 

 

step1.trigger shipstation (item shipped) >> step2.action asana(find task) >> step3.action asana(update task)

 

problem is step2, requires “Task Name”, I cannot provide it because I’m hoping asana to find a match for that shipstation order. And the values that drop down in that field are from Shipstation and they dont match the task asana should be looking for.

 

Can you guys help me, please?

 

 

 

This post has been closed for comments. Please create a new post if you need help or have a question about this topic.

44 replies

Troy Tessalone
Userlevel 7
Badge +14

Hi @the_office 

Good question.

Please post screenshots with how your Zap steps are configured to give us more context along with the encountered error.

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
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3cbbee63fed4c7340d491e49110e2534.png
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4cd1fa0cbfde65363382443222128e5c.png
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the_office
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please be patient with me. I only been using this apps for over a week.

Troy Tessalone
Userlevel 7
Badge +14

@the_office

The Asana step returned an error indicating nothing could be found for the search criteria.

 

This was the search criteria. (e.g. Upson, Nicki)

0f330696534293179a8e1f0002df4d0c.png
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You can prevent the error by changing the field to Yes so it continues, then following that with a Filter step to only continue if there was an Asana ID returned.

 

Also, you can create a new Asana Task if no match was found.

 

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
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I don’t want to generate a task. My goal is to update an existing task. I just can’t figure out how to find the task to be updated and insert the new data in there. 

Troy Tessalone
Userlevel 7
Badge +14

@the_office 

Can you post a screenshot of the Asana Task that matches the search criteria being used by the example data in the Asana Zap step? (e.g. Upson, Nicki)

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
Badge

671a9f932db8b8da021815070f76f4e9.png
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Troy Tessalone
Userlevel 7
Badge +14

@the_office 

Please post a screenshot of the matching Task in Asana.

 

Can you post a screenshot of the Asana Task that matches the search criteria being used by the example data in the Asana Zap step? (e.g. Upson, Nicki)

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
Badge

honestly, I’m lost in that step and when I select that field then this values come up and my logic tells me one of this values will match the task already in asana but they don’t. Can you screenshot how should I do it please?

Troy Tessalone
Userlevel 7
Badge +14

@the_office

We need proof via screenshots of the matching Task IN Asana. (e.g. Upson, Nicki)

The screenshot should be from Asana.

 

07929c2ca4652e53f2eac0aeaa8f9d7c.png
(view larger)

 

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
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the_office
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The UPSON, NICKI values came from shipstation because I’m using it as the trigger to write in to asana.

trigger (shipstation, item shipped) > > action (asana, find task) > > action (asana, update task or create sub).

Troy Tessalone
Userlevel 7
Badge +14

@the_office

None of the Asana Tasks shown in the screenshot have a Task Name of the value being used in the data example from ShipStation. (e.g. Upson, Nicki)

That is why there is no match and why the Asana Step in the Zap is resulting in an error.

Make sure to test with proper data conditions that match.

 

052991f90159080e1f1f8be6b5ed849a.png
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⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
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can you suggest me one way to do based on the screenshots I sent you? there gotta be one way to identify the asana tasks without me providing it to zapier. We get about a 100 tasks weekly on asana so I can really go one by one every time I need to update the shipping tracking number. please help me

Troy Tessalone
Userlevel 7
Badge +14

@the_office

These mapped variables are dynamic and will change each time the Zap is triggered to run.

But if there is no matching Asana Task Name, the Zap step will results in an error.

You can prevent the error by changing the field “Should this step be considered a success when nothing is found?” to ‘Yes’, so it always continues, then follow that with a Filter step to only continue if there was a matching Asana ID found from the Asana Zap step.

052991f90159080e1f1f8be6b5ed849a.png
(view larger)

 

 

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
Badge

Thank you so much for all the help you been giving me. I’d be lost without your help.

Here’s where I got so far but is not finding any of the actual tasks already in asana. I even created a nicki upson task manually but at the end this is what comes up.

86f77e81a010999fcabf05b787dd95bb.png
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Troy Tessalone
Userlevel 7
Badge +14

@the_office

The Task field in Step 3 for Asana expects the Asana Task ID to be mapped from Step 2 as indicated by the field description.

f408dbc226172666446f6793c82f6261.png
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⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
Badge

changed it but this is the result…

 

 

 

Troy Tessalone
Userlevel 7
Badge +14

@the_office 

That’s because there is no value (“No data”) for the mapped dynamic variable, which means no Asana Task was found in Zap Step 2.

 

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
Badge

how can I fix it?

the_office
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dab16f9dbbc37a4d043eaa153056bfc6.png
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Troy Tessalone
Userlevel 7
Badge +14

@the_office

In Step 2, you are trying to search for an Asana Task Name = “Nicki Upson”

853ad635395ea7a53e0ca8cc057764f6.png
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But the actual Asana Task Name = “Nicki, Upson”, which is not a match due to the comma.

e7efad6e4c151b986cbf3d21c9ea2e41.png
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So in Step 2, the Test section will show Match Found = false.

 

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
Badge

I removed the comma and still now I got this one

 

Troy Tessalone
Userlevel 7
Badge +14

@the_office 

You need to test Step 2 again.

When in doubt, test it out.

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
the_office
Badge

this is what’s happening in step2

 

687f4df5c8a71eea0e6bdc498e9e86db.png
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