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Inbox → Asana: action emails become dated tasks (replies = comments)

When the inbox is your to-do list, action items get buried and follow-ups spawn duplicate tasks.

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What hurt

Wayne Lowry (@wikiwayne) built a Grok Bot because his inbox was his to-do list and things got lost. It reads Gmail and Outlook, turns emails that need action into Asana tasks with due dates (often due today), skips noise, and lands replies on the same thread as comments on the original task so nothing duplicates. It runs every day without him touching it. Public template: Asana Task Master — https://x.ai/bot/S2LodAIjlLw0mB30vN3Gl. Method + template. Not affiliated with xAI.

What to install or create

Daily inbox pass → action-only → Asana task + due date → thread replies as comments → no duplicate tasks.

Bots

  • Asana Task Master

    Daily: action emails → Asana tasks with due dates; thread replies → comments.

Plugins

  • Gmail

    Optional

Files

  • Optional skip/noise rules for senders or labels you never want tasked.

Routines

  • Daily inbox → Asana pass (quiet if nothing actionable).

Shareable bot

Install click if you want it. The published prompt is still below for anyone who would rather paste.

Open on x.ai

The prompt

This is a tip, not a pasteable system prompt. The author did not publish one. Follow the first-run steps.

First run

  1. 1Read https://x.com/wikiwayne/status/2103634403490758933 (or the shorter https://x.com/wikiwayne/status/2103637882757849123).
  2. 2Clone https://x.ai/bot/S2LodAIjlLw0mB30vN3Gl and connect Gmail and/or Outlook plus Asana.
  3. 3Tell it: only emails that need action become tasks; set a due date (often today); skip noise.
  4. 4Require replies on the same thread to become comments on the original task — never a second task.
  5. 5Schedule a daily pass; review the first week of creates before you leave it alone.

Approval fence

Asana creates/updates and any outbound stay gated until you trust the daily pass.

What to tweak

Steal “replies comment the original task.” One email thread = one task forever.

Source

Wayne Lowry @wikiwayne · Original post

Not affiliated with xAI. We did not write this prompt. Third-party template terms still apply.

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