Turn action items into Asana tasks

When Kalima's AI summary names a task, it becomes a task in Asana: one per action item, with the person and deadline as they were said, and a link to the recording.

Kalima delivers each action item once, so a regenerated summary does not create the same task twice.

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Laptop with a transcript on a desk, a conveyor belt carrying summary, task and document cards to a folder, a chat window and a task list

What was agreed, in the tool where work gets done

Every meeting ends with a few things people promised to do. Unless someone types them into the project tool, they stay in the transcript and are remembered only when it is too late.

Kalima picks the action items out of the conversation. The automation creates the tasks. That works for team meetings, client calls and planning sessions alike.

Why meeting tasks get dropped

The tasks were said out loud. Nobody wrote them down.

Tasks stay in the notes

Action items written into meeting notes are not assigned, not dated and not on anyone's list.

Duplicates and gaps

When several people take notes, some tasks are entered twice and others not at all.

No trace of where a task came from

A task without context leaves its owner guessing what exactly was agreed.

How to create Asana tasks from Kalima

The steps with Zapier. With n8n or Make the same flow runs through an API key.

Connect Kalima to Zapier

In Kalima, open Settings, Integrations and, on the Zapier card, Go to Zapier. Approve access in the Kalima window that opens.

Choose New Action Item as the trigger

It fires once per task when a new AI summary names it. Limit it to a project or workspace if only some recordings should create tasks.

Add Asana's Create Task

Map the task as the name, and the owner, the spoken due date and the recording link into the description.

Turn it on

From then on, every new action item becomes one task in the Asana project you chose.

Illustration of two colleagues at a desk: a microphone picks up their conversation, a laptop shows four remote participants, and a transcript card with speaker dots and a summary card lie in front of them

What each task gets

Fields from the action item and the recording it came from.

The task as it was agreed

A short, actionable line written from the conversation.

Owner and due date as spoken

The person and deadline as they were named, for example Anna and by Friday. Either can be empty when nobody said it.

Delivered once

A regenerated summary that keeps a task keeps its ID, so Asana does not get it twice.

A link to the recording

Opens the meeting in Kalima for everyone with access to it, with the transcript and the audio of what was agreed.

Ways teams use it

The same trigger works for other task tools too.

What you needHow Kalima helpsOutcome

Tasks from the weekly team meetingNew Action Item limited to the team's Kalima projectEvery agreed task in the team's Asana project

Client commitmentsNew Action Item from client calls, then a task in a client projectNothing promised to a client is forgotten

Another task toolThe same trigger with Trello, Todoist, ClickUp or JiraTasks wherever your team already tracks work

Before you record

Kalima runs on your own device, so nobody in the meeting sees it. That is exactly why you should announce it: tell everyone before you start and ask for their consent. If you use Kalima at work, agree on it with your data protection officer and, where there is one, your works council first.

Asana questions

Common questions about creating Asana tasks from Kalima.

Zapier needs Kalima Plus or higher. n8n and Make connect with an API key, which needs Pro or higher.

Kalima passes the deadline the way it was said, for example by Friday or end of the month. Put it in the task description, or add a step that turns it into a date before setting the due date field.

The owner arrives as the name that was said. Many teams put it in the description; to assign the task, add a step that looks up the Asana user by that name.

Then nothing is created. New Action Item only fires for tasks the summary actually names.

Related integrations

Send meeting summaries to Slack Log call summaries in HubSpot Automate Kalima with Zapier

Turn your next meeting into tasks

Start for free, then connect Asana through Zapier on the Plus plan.

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