Operations Automation

Project Status

Aggregate task completion across Asana projects into weekly stakeholder status emails.

Automation overview

What this automation does

This automation starts when scheduled weekly — Friday 3 PM per active project. It notion posts, openai pulls, gmail posts, and slack posts, then computes % complete vs. milestone plan from Notion, GPT writes stakeholder-friendly summary avoiding jargon, emails project sponsors Gmail HTML digest, posts Sl.

Trigger

Scheduled weekly — Friday 3 PM per active project

Main actions

Notion posts → OpenAI pulls …

Final outcome

computes % complete vs. milestone plan from Notion, GPT writes stakeholder-frien…

Execution time

30–90 seconds

Apps used

5 integrations

AI-powered

Difficulty

Beginner

Workflow diagram

End-to-end scenario flow

Read-only visualization of how data moves from trigger to final result.

Trigger

Asana

Scheduled run

Step 1

Notion

Posts

OpenAI

Pulls

Step 3

Gmail

Posts

Step 4

Slack

Posts

Result

Slack

Workflow complete

Step-by-step

How each step runs

1
AsanaTrigger
Scheduled run
Scheduled weekly — Friday 3 PM per active project
2
Notion
Posts
computes % complete vs. milestone plan from Notion, GPT writes stakeholder-friendly summary avoiding jargon, emails project sponsors Gmail HTML digest, posts Sl
3
OpenAI
Pulls
Friday 3 PM cron pulls Asana project tasks
4
Gmail
Posts
computes % complete vs. milestone plan from Notion, GPT writes stakeholder-friendly summary avoiding jargon, emails project sponsors Gmail HTML digest, posts Sl
5
Slack
Posts
computes % complete vs. milestone plan from Notion, GPT writes stakeholder-friendly summary avoiding jargon, emails project sponsors Gmail HTML digest, posts Sl
6
Slack
Workflow complete
computes % complete vs. milestone plan from Notion, GPT writes stakeholder-friendly summary avoiding jargon, emails project sponsors Gmail HTML digest, posts Sl

Apps used

Connected applications

Asana

Pulls

Notion

Posts

OpenAI

Pulls

Gmail

Posts

Slack

Posts

Summary

Automation summary

Trigger: Scheduled weekly — Friday 3 PM per active project
Inputs: Scheduled weekly — Friday 3 PM per active project, Business Name, Notification Email, Timezone
Outputs: computes % complete vs. milestone plan from Notion, GPT writes stakeholder-friendly summary avoiding jargon, emails project sponsors Gmail HTML digest, posts Sl, Gmail posts, Slack posts
Business goal: Automate project status end-to-end with accurate app routing.
Execution frequency: Weekly
Estimated runtime: 30–90 seconds
Error handling: Failed steps retry up to 3 times with exponential backoff; persistent failures notify your configured channel and log to the run history.
Dependencies: Asana, Notion, OpenAI

Benefits

Why use this automation?

Save ~3 hours/week

Remove repetitive steps from Project Status so your team focuses on high-value work.

Reduce manual work

Connected apps sync data automatically instead of copy-paste between dashboards.

Prevent human errors

Standardized logic runs the same way every time, with retries on failure.

Faster response times

Events trigger immediate actions instead of waiting for someone to check a queue.

Requirements

What you need to get started

Required apps

Asana
Notion
OpenAI

Required accounts

Active Asana workspace with API access
Active Notion workspace with API access
Active OpenAI workspace with API access
Shata Automation workspace (free tier supported)

Required API keys

OAuth tokens for each connected integration

Permissions

Read access on trigger sources (forms, sheets, webhooks, or CRM objects)
Write access on destination apps (email, chat, CRM, or storage)

Estimated setup time

15 min including app authorization and test run
Difficulty: Beginner

Optional apps

Gmail (optional)
Slack (optional)

Automation runtime

Activate this template

PartialSome steps run in preview until their integrations go live.

Connect required apps via OAuth or API keys. Credentials are encrypted server-side. Dev test runs mock external actions when connections are missing.

Draft

Activation readiness

Est. setup time: ~13 min

Required connections

asana(required)
Previewasana: workflow actions run in preview
⚠ Missing
Notion(required)
PreviewNotion: workflow actions run in preview
⚠ Missing
OpenAI(required)
⚠ Missing
Gmail(required)
⚠ Missing

• Missing connection: asana
• Missing connection: Notion
• Missing connection: OpenAI
• Missing connection: Gmail

Manage all connections →View all installations →

Workflow summary

Trigger: Scheduled weekly — Friday 3 PM per active project
Steps: 6 nodes
Required apps: 4
Optional apps: 1

Trigger

Schedule trigger

Activate this workflow to provision the trigger endpoint.

Run history

No runs yet. Install the template and run a test, or activate to receive webhook/schedule runs.

PremiumBeginnerPartial15 min setup★4.49.0k installs · 320 reviews

Customize for My Business

Analytics

Template performance

20.7k

Views

9.0k

Installs

181

Favorites

4.4

Avg rating

43.6%

Conversion

15 min

Setup time

97%

Success rate

Trending score

Most used integrations

AsanaNotionOpenAI

Friday 3 PM cron pulls Asana project tasks—done, in progress, blocked, overdue—computes % complete vs. milestone plan from Notion, GPT writes stakeholder-friendly summary avoiding jargon, emails project sponsors Gmail HTML digest, posts Slack project channel RAG status emoji, and updates Notion portfolio dashboard status field.

Some steps run in preview until their integrations go live.

Required apps

AsanaPreviewNotionPreviewOpenAILiveGmailLive

Optional apps

SlackLive

All integrations

AsanaNotionOpenAIGmailSlack

Workflow preview

How Project Status runs

Trigger

Define active projects

→

Process

Rule engine

→

Action

asana

→

Notify

Alert & log

AsanaNotionOpenaiGmailSlack

Setup steps

Get started in 5 steps

1
Connect PM tools
Asana projects API, Notion milestones, OpenAI, Gmail, Slack.
2
Define active projects
Notion portfolio `status=active` list drives report scope.
3
Calculate RAG
Green on track, amber <10% behind, red milestone missed or >3 blocked.
4
Format stakeholder email
Executive summary, wins, blockers, next week focus—max 400 words.
5
Review first digest
PM approves GPT summary in Slack before sponsor email sends.

Variables

Configurable settings

Variable	Type	Default	Required
Business Name	text	Your Business	Yes
Notification Email	email	—	Yes
Timezone	select	—	Yes
Slack Channel	text	#general	No
Gmail Search Query	text	is:unread	No

FAQ

Frequently asked questions

Client-facing reports?

External email branch strips internal blockers and HR-related tasks.

Multi-project rollup?

Optional Monday portfolio summary across all active projects.

Custom fields?

Asana custom fields like `client visible` filter task lists.

Manual overrides?

PM Slack note appended to email as 'PM commentary' section.

Reviews

4.7

★4.7

320 total reviews

Emily Davis

Customer Success · SupportPro

★★★★★

4/30/2026

Project Status replaced a manual process that took 2 hours daily. ROI was clear within the first month.

+ Support team helped customize quickly · Setup was straightforward

Omar Khalil

E-commerce Manager · Noon Seller

★★★★★Verified install

4/13/2026

We deployed this across three locations and saw immediate time savings. The Project Status workflow handles edge cases we didn't expect it to.

+ Scales well as we grow · Integrations worked on first try

Sarah Mitchell

Marketing Director · Bloom Agency

★★★★Verified install

3/27/2026

Solid template. We duplicated and tweaked variables for our brand. Would recommend for teams starting automation.

+ Saved our team 10+ hours weekly · Reliable triggers every time

− Took longer than estimated for advanced config

Documentation

Template documentation

Overview

Requirements

Active asana account with API access
Active notion account with API access
Active openai account with API access
Active gmail account with API access
No AI provider required
Shata Automation workspace (free tier supported)

Supported apps

asanaPreviewnotionPreviewopenaiLivegmailLiveslackLive

Triggers

Scheduled weekly — Friday 3 PM per active project

Actions

Define active projects
Calculate RAG
Format stakeholder email
Review first digest

Examples

Quick start

Activate Project Status with default variables and run a sandbox test.

Scenario: New user installs template and validates output in under 15 minutes.

Production rollout

Connect live apps, map business rules, enable monitoring alerts.

Scenario: Team deploys to workspace after QA sign-off on test runs.

Troubleshooting

Workflow fails on first run: Verify OAuth scopes for all required integrations and re-authorize if expired.
Variables not applying: Check required fields in the Configure Variables step; empty required values block activation.
Notifications not received: Confirm notification email and Slack channel IDs match your workspace settings.

Release notes

Version 1.2.0 — Improved reliability and Slack notifications for Project Status.

Versioning

Version history

Current version: 1.2.0

v1.2.0Current

1/13/2026

improvementImproved error handling and retry logic for failed runs.
featureAdded optional Slack notification on workflow completion.

v1.1.0

11/14/2025

featureNew variable: brand voice selector for AI-powered steps.
fixFixed timezone handling for scheduled triggers.

v1.0.0

9/15/2025

featureInitial marketplace release.

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Recommendations

Customize Project Status for your business

Our team can adapt this template to your exact workflow, apps, and brand requirements.

Request custom automation →Talk to an expert

Project Status

What this automation does

End-to-end scenario flow

How each step runs

Connected applications

Automation summary

Why use this automation?

What you need to get started

Required apps

Required accounts

Required API keys

Permissions

Estimated setup time

Optional apps

Activate this template

Required connections

Workflow summary

Trigger

Run history

Template performance

How Project Status runs

Get started in 5 steps

Configurable settings

Frequently asked questions

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Incident Postmortem Router

Meeting Summary

Asset Tracking

Document Routing

Customers also installed

Drive Upload OCR Archive

Task Assignment

Meeting Transcript to Tasks

Vendor Onboarding Checklist

Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing

Customize Project Status for your business

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Incident Postmortem Router

Meeting Summary

Asset Tracking

Document Routing

Customers also installed

Drive Upload OCR Archive

Task Assignment

Meeting Transcript to Tasks

Vendor Onboarding Checklist

Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing