Asana - Preservica Integration and Automation

Common Integration Use Cases Between Asana and Preservica

Asana is a work management platform used to coordinate tasks, projects, dependencies, and cross-functional execution. Preservica is an enterprise digital preservation platform used to store, preserve, manage, and provide long-term access to digital records and archival content. Together, they can connect operational work in Asana with preservation, retention, and archive-related processes in Preservica.

1. Archive completed project deliverables from Asana into Preservica

Data flow: Asana to Preservica

When a project in Asana is marked complete, final deliverables such as reports, signed approvals, design files, or policy documents can be automatically transferred to Preservica for long-term preservation. This ensures important project artifacts are retained in a controlled archive rather than left in active workspaces.

• Reduces manual file handling at project closeout
• Supports records retention and audit requirements
• Creates a reliable archive of final approved outputs

2. Create Asana tasks for preservation and records management actions

Data flow: Preservica to Asana

When content in Preservica reaches a retention milestone, requires review, or needs metadata remediation, Asana tasks can be generated for records teams, legal reviewers, or content owners. This gives operational teams a clear workflow for actions that must be completed before disposition or long-term retention decisions.

• Improves accountability for records-related tasks
• Helps teams track retention reviews and approvals
• Prevents missed compliance deadlines

3. Route approved documents from Asana workflows into Preservica as controlled records

Data flow: Asana to Preservica

Documents that move through an approval process in Asana, such as policies, contracts, or governance materials, can be automatically archived in Preservica once approved. The integration can preserve the final version along with key metadata such as owner, approval date, and project reference.

• Ensures only approved versions are preserved
• Maintains a clear chain of custody for critical records
• Supports governance and compliance processes

4. Synchronize preservation exceptions back into Asana for remediation

Data flow: Preservica to Asana

If Preservica identifies missing metadata, failed ingest, file integrity issues, or preservation exceptions, Asana can automatically create tasks for the responsible team. This allows business users to resolve issues quickly without monitoring the preservation platform directly.

• Speeds up exception handling
• Assigns remediation work to the right team
• Improves preservation quality and operational visibility

5. Manage digital asset lifecycle handoff from active work to archive

Data flow: Bi-directional

Teams can use Asana to manage the active lifecycle of digital assets, such as campaign materials, training content, or project documentation, and then hand off final versions to Preservica when work is complete. Preservica can return archive identifiers or retention status to Asana so project teams know the content has been preserved.

• Connects active collaboration with long-term retention
• Reduces duplicate tracking across systems
• Provides visibility into archive status from the project workflow

6. Trigger archival review tasks for content nearing retention or legal hold events

Data flow: Preservica to Asana

When content in Preservica approaches a retention review date or is affected by a legal hold, Asana can generate tasks for legal, compliance, or records management teams. This helps organizations coordinate review, approval, and disposition decisions in a structured workflow.

• Supports defensible retention and disposition processes
• Improves coordination across legal and compliance teams
• Creates an auditable task trail for review actions

7. Track archival requests from business teams through Asana and preserve final outputs in Preservica

Data flow: Asana to Preservica

Business teams can submit archival requests in Asana for content that must be preserved, such as board materials, regulatory submissions, or major program documentation. Once the request is approved and completed, the final package can be stored in Preservica with the associated request details and context.

• Standardizes archive request intake
• Improves transparency for requesters and records teams
• Ensures important business records are preserved consistently

8. Link preservation status and archive references into Asana project records

Data flow: Preservica to Asana

Preservica can send archive identifiers, retention labels, or preservation status updates back into Asana tasks or project fields. This gives project managers and business owners a simple way to confirm that required content has been archived and where it is stored.

• Improves project closeout visibility
• Reduces follow-up questions about archived content
• Helps teams verify compliance with retention policies