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Using email bridge in a project

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EnterpriseEnterprise+

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Email Bridge allows people without an Asana account to create tasks in an Asana project by sending an email to a support or intake email address (for example, support@yourcompany.com). 

When that email is forwarded to the project's Asana email address, a task is automatically created. If the external sender replies to the notification email they receive, their reply is added as a comment on the task, keeping the conversation threaded without requiring them to log in to Asana.

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Setting up verified email domains

Before your organization can use Email Bridge, an organization admin must verify a sending domain in the admin console. This step proves that your organization owns the domain and authorizes Asana to send emails on its behalf, so notification emails to external senders appear to come from your domain rather than from Asana directly.

To get started, navigate to the Admin console and select Settings. Click Verified email domains to open the domain management page. From here, you can see any existing verified or pending domains, and you can enable the Allow sending from verified domains toggle once a domain has been verified.

To add a new domain, click Add email domain. 

In the dialog that appears, enter your Email domain (everything after the @ symbol in your email address, for example, acme.org) and your Bounce domain (Subdomain) (for example, mail.acme.org). The bounce domain is used for email authentication and bounce handling and is not the address your users will see. Click Submit to proceed.

After submitting, Asana generates a set of DNS records you must add to your domain's DNS settings. Click View DNS records to see the required MX, TXT, and CNAME records. Add each record to your DNS provider, then return to the admin console to complete verification. DNS changes can take up to 72 hours to propagate, and verification attempts expire after 28 days. 

  1. MX (Mail Exchanger) Record. The MX (Mail Exchanger) record is responsible for routing incoming mail. By configuring this record for your Bounce Subdomain (for example, mail.acme.org), you instruct the internet to return any failed automated notifications from Asana back to Asana's system for tracking.

  1. TXT (Text) Record: Verifies sender authorization and prevents spam. It publicly specifies which external servers are permitted to send emails on your company's behalf. Adding Asana’s specific TXT record tells receiving email servers, such as Gmail or Outlook, that Asana is a trusted sender, helping to ensure your automated project notifications are not blocked or flagged as spam.

  1. CNAME (Canonical Name) Record: Enables cryptographic signing (DKIM). A CNAME record maps an alias to a primary domain name. Asana uses three distinct CNAME records to establish DKIM (DomainKeys Identified Mail). This works like a secure digital signature stamped on every notification email sent to an external customer. It mathematically proves that the email truly came from your company and wasn't altered in transit.

AWS SES requires three CNAME records to rotate your security keys seamlessly behind the scenes without interrupting your mail flow. While only one key is actively signing your emails at any given time, the other two records allow AWS to pre-stage the next key and keep a backup ready for a smooth, automated handover.

Once verification is complete, the domain moves from Pending email domains to the verified list, and the Allow sending from verified domains option becomes available.

Note: You can modify the bounce domain only after the email domain has been fully verified.

Once an organization admin has verified a sending domain, project owners can connect that domain to their project and configure their external email inbox to forward incoming messages to Asana. External users can then create tasks and add comments simply by sending or replying to emails, with no Asana account required.

How to set up email forwarding for a project

To connect a verified domain to your project, open the project and click Customize in the top right corner. Select Emails from the panel that appears. You will see the project's Asana email address listed under Add tasks via email. You can click Copy to copy this address for use in your forwarding configuration.

To configure advanced settings, scroll down and click Manage email forwarding under Advanced settings. The Advanced email settings dialog opens on the Manage email forwarding tab. 

If your admin has not yet verified a domain, you will see a notice prompting you to contact your admin. Once a domain is verified, select it from the Verified domain section, then copy the Asana email address shown under Email forwarding and add it as a forwarding destination in your external email client (such as Gmail or Outlook).

Note: Make sure your domain is verified; otherwise, email bridge won’t work.

To enable automatic task creation, configure your external email inbox (for example, support@yourcompany.com) to auto-forward incoming messages to the project's Asana email address. When a forwarded email arrives, Asana creates a new task using the email subject as the task title and the email body as the task description.

How to set up automated email replies

You can configure automated replies to notify external senders when their email creates a task. In the Advanced email settings dialog, click the Automate email replies tab. 

Click Add to create a new automated reply, such as a "Task received" confirmation. You can also upload a logo under Customize emails to brand the automated reply emails sent to external senders. A preview of the email is shown at the bottom of the panel.

How external users interact with tasks

When an external user sends an email that creates a task, they receive a notification email from your verified domain. If the external user replies to that notification email, their reply is automatically added as a comment on the corresponding Asana task. This keeps the conversation threaded and visible to your team inside Asana, without requiring the external user to create an Asana account or log in.

 

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Using email bridge in an Asana project | Asana Help Center