How to forward Gmail emails to Asana

Forward Emails from Gmail to Hipporello to Create Asana Tasks

Hipporello allows teams to automatically convert incoming emails into Asana tasks, making it easier to manage customer requests in a structured and collaborative workflow.

When an email is forwarded to your Hipporello email address, a new task is created inside your selected Asana project. Your team can then track, assign, and respond to the request directly from Asana.

This setup is especially useful for teams handling requests through shared inboxes such as support@, help@, or sales@. Instead of managing conversations across multiple inboxes, every request becomes a task that your team can manage together in one place.

Once a task is created, your team can:

• Assign the task to the right person

• Collaborate internally using comments

• Reply to the requester directly from the task

• Track progress until the request is resolved

Since every forwarded email becomes a task, you can ensure that no request is missed.

How It Works

After setup, the process runs automatically in the background:

• Hipporello generates a unique inbound email address

• Gmail forwards selected emails to this address

• Each forwarded email is converted into an Asana task

• Your team manages and responds to requests within Asana

This allows you to keep using email as your intake channel while organizing all requests in a structured workflow.

Step 1 — Get Your Hipporello Email Address

To begin, you need the email address that Hipporello uses to create tasks.

1. Go to admin.hipporello.com

2. Navigate to the Emails section

3. Connect your inbox or open your existing email configuration

4. Copy the Hipporello email address

This is the address where emails must be sent to create tasks in Asana.

Step 2 — Create a Gmail Forwarding Rule

Next, configure Gmail to forward emails to Hipporello.

1. Open Gmail

2. Click the Settings (⚙️) icon

3. Select See all settings

4. Go to the Forwarding and POP/IMAP tab

5. Click Add a forwarding address

6. Paste your Hipporello email address

7. Confirm the forwarding setup

Once completed, Gmail will be able to forward emails to Hipporello.

Step 3 — Create a Filter to Forward Specific Emails

To avoid forwarding every email, create a filter so that only relevant messages are sent to Hipporello.

1. In Gmail Settings, go to Filters and Blocked Addresses

2. Click Create a new filter

3. Define your criteria, for example:

   1. Emails sent to support@yourcompany.com

   2. Emails with subject “Support Request”

4. Click Create filter

5. Enable Forward it to and select your Hipporello email address

6. Save the filter

Only emails matching your criteria will now be forwarded.

Step 4 — Tasks Are Created Automatically

Once everything is configured, the system runs automatically.

When an email is forwarded:

• A new Asana task is created

• The email subject becomes the task title

• The email body becomes the task description

• Attachments are included

Your team can immediately:

• Assign the task

• Add internal comments

• Reply directly to the requester

All communication stays within the task, ensuring full visibility and context.

Example Workflow

Here is how the process works in practice:

• A customer sends an email to support@company.com

• Gmail forwards the email to Hipporello

• Hipporello creates a task in Asana

• A team member reviews and assigns the task

• They respond directly from the task

• The requester receives the reply via email

This creates a seamless flow from incoming email to structured task management.

Benefits

Using Gmail forwarding with Hipporello and Asana helps your team stay organized and efficient.

With this setup, you can:

• Ensure no incoming requests are missed

• Convert emails into structured Asana tasks

• Collaborate as a team on each request

• Keep all communication in one centralized workflow

Instead of managing emails individually, your team can operate within a shared system that improves visibility, accountability, and response time.