Asana to Google Data Studio Setup

Part 1: Asana API Setup

Step 1: Get Your Asana Personal Access Token

Go to your Asana account. Click your profile photo → Settings → Apps & integrations → Personal access tokens. Click "Create new token", name it "Asana Sync", and copy it somewhere safe.

Step 2: Get Your Asana Workspace GID

Go to your Asana workspace. Look at the URL: asana.com/0/[18-digit]/list. That 18-digit number is your Workspace GID. Copy it.

Step 3: Get Your Project GID

Open the project where your team logs time. Copy the URL and find the project GID: asana.com/0/[workspace]/[18-digit]/list

Step 4: Test the Asana API (Optional)

Open a terminal and run this to test your token:

curl -H "Authorization: Bearer YOUR_TOKEN" \
  "https://app.asana.com/api/1.0/projects/YOUR_PROJECT_GID/tasks"

Step 5: Save Your Credentials

Write down: (1) Asana Token, (2) Workspace GID, (3) Project GID. You'll need these next.

Part 2: Supabase Database Setup

Step 6: Create a Free Supabase Project

Go to supabase.com. Sign up or log in. Click "New project". Name it "Asana Time Tracking". Choose your region. Wait 1-2 minutes for initialization.

Step 7: Add the Asana Token to Vault

In Supabase, go to Settings → Vault. Click "Create secret". Name it asana_pat and paste your Asana token. Save it.

Step 8: Create the time_entries Table

Go to SQL Editor. Paste and run this:

CREATE TABLE time_entries (
  gid TEXT PRIMARY KEY,
  workspace_gid TEXT,
  user_gid TEXT,
  user_name TEXT,
  task_gid TEXT,
  task_name TEXT,
  project_gid TEXT,
  project_name TEXT,
  duration_minutes NUMERIC,
  entered_on DATE,
  synced_at TIMESTAMP
);

Step 9: Create Indexes

Run this for faster queries:

CREATE INDEX idx_user_name ON time_entries(user_name);
CREATE INDEX idx_entered_on ON time_entries(entered_on);

Step 10: Enable RLS

Go to Authentication → Policies. Enable Row Level Security for time_entries table. Add a policy to allow SELECT for authenticated users.

Part 3: Deploy Sync Function

Step 11: Enable Required Extensions

In SQL Editor, run:

CREATE EXTENSION IF NOT EXISTS pg_cron;
CREATE EXTENSION IF NOT EXISTS pg_net;

Step 12: Create Edge Function

Go to Edge Functions. Create a new function named sync-asana-time-entries. Copy the function code and paste it in. (Get the code from the Claude Prompts guide.)

Step 13: Test the Function

In Edge Functions, click your function. Click "Test". Check the Response tab for success.

Step 14: Verify Data Synced

Go to SQL Editor. Run: SELECT COUNT(*) FROM time_entries; You should see a count > 0.

Step 15: Troubleshoot if Needed

If count is 0, see the "Claude Prompts Guide" (separate artifact) for debugging prompts.

Part 4: Automatic Daily Sync

Step 16: Schedule Cron Job

In SQL Editor, run:

SELECT cron.schedule(
  'sync-asana-time-entries',
  '0 9 * * *',
  'SELECT net.http_post(...)'
);

Replace placeholders with your Supabase values.

Step 17: Verify Cron is Active

Run: SELECT * FROM cron.job; You should see your sync job with active=true.

Step 18: Set Timezone (If Needed)

If you need the job to run at a different time, ask Claude for the correct cron expression for your timezone. (See Claude Prompts Guide.)

Part 5: Google Data Studio Dashboard

Step 19: Go to Google Data Studio

Go to datastudio.google.com. Click "Create" → "Report". Name it "Asana Time Tracking".

Step 20: Create PostgreSQL Connector

Click "Create new data source". Search for "PostgreSQL". Enter your Supabase credentials: Host, Port, Database, Username/Password.

Step 21: Connect to time_entries Table

Select the postgres database. Choose the "public.time_entries" table. Click "Connect".

Step 22: Create Your First Chart

Add a table chart. Rows: user_name. Values: SUM(duration_minutes). This shows total hours per person.

Step 23: Add Filters

Add a date range filter for "entered_on". This lets you view different date ranges.

Step 24: Style Your Dashboard

Add a title, change colors, arrange charts. Make it look how you want it.

Step 25: Share Your Dashboard

Click "Share" in the top right. Choose who can view it. Copy the link to share with your team.

Step 26: Done!

Your pipeline is live. Data syncs automatically every morning at 9am UTC. Check back tomorrow to see new entries.

🚀 Asana → Google Data Studio Setup

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