Integrating with Asana

  • Release version: Xanadu
  • Updated August 1, 2024
  • 4 minutes to read

    • Integrating your Software Asset Management application with the Asana application enables you to track your software subscriptions and to reclaim unused licenses.

    Note:
    This integration supports all plans of Asana at organization level only.
    Important:
    Minimize security risks and protect information by granting access only to the necessary user or API permissions.
    Table 1. Minimal user permissions
    Process Required user role in the Asana application Authentication scopes
    Download subscriptions admin default
    Pull user activity admin default
    Reclaim subscription admin default

    Register an Asana OAuth 2.0 application

    Register an Asana OAuth application to access the Asana API 1.0 and to receive a Client ID and Client secret.

    Before you begin

    Asana Role required: admin

    Procedure

    1. Log in to your Asana account.
    2. Select the user's profile icon.
    3. Select Settings.
    4. Select the Apps tab.
    5. Navigate to the developer console window by selecting the View developer console link.
    6. Select + Create new app.
    7. On the Create new app page, provide a name for your application and then select the Integrate Asana and another tool check box.
    8. Select the I agree to the Asana API Terms check box and then select Create app.
    9. Optional: Provide basic information about your application.
    10. Select OAuth.
    11. Copy the Client ID and Client secret for later use.
    12. In the Redirect URLs field, select + Add redirect URL.
    13. Enter https://<instance>.service-now.com/oauth_redirect.do where <instance> is the name of your ServiceNow instance.

    Create an Asana integration profile

    Create an Asana integration profile to track software subscriptions and optimize licensing for your Asana solutions.

    Before you begin

    The Software Asset Management - SaaS License Management Integrations plugin (sn_sam_saas_int) must be installed from the ServiceNow Store.

    Role required: admin or sam_integrator

    Procedure

    1. Navigate to the integration profile.
      InterfaceAction
      Core UI
      1. Navigate to All > Software Asset > SaaS License > Direct Integration Profiles.
      2. Select New.
      3. Select Asana Integration Profile.
      Software Asset Workspace
      1. Navigate to License operations > User Subscriptions > Direct integration profiles.
      2. Select New.
      3. Select Asana from the drop-down list.
      4. Select Continue.
    2. On the form, fill in the fields.
      Table 2. Integration profile form
      Field Value
      Display name Name of the integration profile. For example, Asana integration.
      Connection & Credential Connection and credential alias for the Asana spoke. This field is automatically set to sn_asana_spoke.Asana.
      Status Status of the integration profile.
      • If you have not published the integration profile, this field is automatically set to  Draft.
      • If you have already published the integration profile, this field is automatically set to  Published.
      Profile type Type of integration profile. This field is automatically set to Asana Subscription.
    3. On the Download Subscription Subflow tab, verify that the Subflow field is set to Asana Download Subscriptions.
    4. On the Calculate Activity Subflow tab, verify that the Subflow field is set to Asana Update User Activity Subflow.
    5. Optional: In the Analyze user activity from field, select the date and time from which you want to start to analyze user activity.
      You can also select the date and time that you want to analyze user activity from in the Analyze user activity from field. By default, you can analyze user activity up to 60 days prior to the current date and view events performed by individual users from the time you create this profile.
      Note:
      Software Asset Management pulls the events from the time that you start analyzing user activity irrespective of the profile creation date.
      You can modify this value in the Last activity threshold field of your software reclamation rules. For more information, see Review a software reclamation rule.
    6. On the Reclaim Subscription Subflow tab, verify that the Subflow field is set to Asana Reclaim Subscriptions.
    7. Select Save.
      A draft integration profile is created. The integration profile uses the Asana Download Subscriptions, Asana Update User Activity, and Asana Reclaim Subscription subflows to retrieve user data from the Asana application.
    8. Open the connection & credential aliases record by selecting the preview icon (Preview icon) beside the Connection & Credential field.
    9. Select Open Record in the record preview.
    10. Select the Create New Connection & Credential related link.
    11. On the form, fill in the fields.
      Table 3. Create Connection and Credential form
      Field Value
      Connection Name Name of the Asana connection. This field populates automatically.
      Connection URL URL for the connection. This field is automatically set to https://app.asana.com.
      Client ID Client ID that you created while registering Asana OAuth application.
      Client Secret Client secret that you created while registering Asana OAuth application.
      OAuth Redirect URL This field is automatically populated to https://<instance name>.service-now.com/oauth_redirect.do, where instance name is the name of your ServiceNow instance.
    12. Select Save.
    13. Return to the integration profile and select Publish.

    What to do next

    After the integration connects, your ServiceNow instance automatically creates software models, reclamation rules, and software subscriptions that are refreshed daily.

    If you want to set up multiple integration profiles with unique connections, create child aliases to manage different configurations and settings for each integration profile. For more information, see Create a child alias to set up multiple integration profiles.

    Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see Review a software reclamation rule.

    Create software entitlements for the automatically generated software models to track used software against owned software.
    Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the License Workbench (Software Asset Management classic application) or the License usage view (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.