Automated Customer Service Ticket Creation & Notifications with Asana & WhatsApp
How it works:
This workflow automates your customer service with built in notifications for your users & ticket creation with Asana.
If a user submits a form, he gets send a confirmation message via WhatsApp a task is opened in Asana with his request in it.
Setup:
- You need to add your credentials to the WhatsApp Business Cloud node.
- You need to add your credentials to the Asana node.
- Replace the placeholders with the correct phone number, id, and so on.
- Change the confirmation message to your liking.
Optional Changes:
- You could extend this workflow to update your user on the progress of the ticket in Asana.
- You can change the messaging from WhatsApp to E-Mail.
- You can change the form submission service from n8n-native to Typeform or similar.
- You can change the task management software from Asana to the one you use.
Automated Customer Service Ticket Creation & Notifications with Asana & WhatsApp
This n8n workflow streamlines customer service by automating the creation of Asana tasks and sending WhatsApp notifications upon form submissions. It's designed to ensure that new customer inquiries or issues are immediately captured in your project management system and relevant teams or customers are promptly informed.
What it does
This workflow simplifies and automates the process of handling incoming customer service inquiries:
- Listens for Form Submissions: It acts as a listener for incoming data from an n8n Form Trigger. This form is expected to capture customer service-related information.
- Creates Asana Task: Upon receiving a form submission, it automatically creates a new task in a specified Asana project. This ensures that every customer inquiry is immediately logged and assigned for follow-up.
- Sends WhatsApp Notification: Simultaneously, it sends a WhatsApp message using the WhatsApp Business Cloud API. This can be used to notify a customer that their request has been received, or to alert an internal team member about the new Asana task.
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Account: An active n8n instance.
- Asana Account: With access to a project where tasks can be created. You'll need an Asana API key or OAuth credentials configured in n8n.
- WhatsApp Business Cloud Account: Configured and connected to n8n for sending messages. You'll need the necessary API tokens and phone numbers configured in n8n.
- An n8n Form: The workflow is triggered by an n8n Form. You will need to create or configure an n8n form to collect the necessary customer service information.
Setup/Usage
- Import the Workflow: Download the provided JSON and import it into your n8n instance.
- Configure Credentials:
- Asana Node: Select or create your Asana credential. Ensure it has the necessary permissions to create tasks in your chosen project.
- WhatsApp Business Cloud Node: Select or create your WhatsApp Business Cloud credential.
- Configure the n8n Form Trigger:
- Activate the "On form submission" node.
- Access the form URL provided by this node and integrate it where your customer service inquiries originate (e.g., embed it on your website, share the link).
- Ensure the form collects the data you want to use for the Asana task and WhatsApp message (e.g., customer name, email, issue description).
- Configure the Asana Node:
- Specify the "Workspace" and "Project" where the new tasks should be created.
- Map the incoming data from the "On form submission" node to the Asana task fields (e.g.,
Summaryfor task name,Descriptionfor task details).
- Configure the WhatsApp Business Cloud Node:
- Set the "Phone Number ID" and "To" recipient (e.g., a customer's phone number or an internal team's WhatsApp group number).
- Compose the "Message" using data from the "On form submission" node to provide relevant information (e.g., "Hi {{ $json.customerName }}, your request has been received! We've created Asana task: {{ $json.asanaTaskLink }}").
- Activate the Workflow: Once all configurations are complete, activate the workflow.
Now, every time your n8n form is submitted, a new task will be created in Asana, and a WhatsApp notification will be sent automatically.
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