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Task Approval Router

Example prompt: "When a task in Asana moves to 'Ready for Review', find the next approver from our approval chain in Google Sheets, reassign the task to them, and send them a Slack message with a summary of what was done. If they haven't approved within 24 hours, send a reminder."

How to automate task approval routing with GloriaMundo

The Problem

Many teams have informal approval chains — a developer finishes work, moves the task to "review", and then someone is supposed to check it. But "someone" is often unclear, the handoff happens via a quick chat message that gets buried, and no one notices when a task sits in review for three days because the approver was on leave. Approval bottlenecks are a leading cause of silent project delays: the work is done, but it is not officially done, and downstream tasks cannot start. Tracking these handoffs manually is tedious and unreliable.

How GloriaMundo Solves It

We build a workflow that triggers when a task moves to a review or approval status in Asana. An integration step looks up the approval chain from a Google Sheet — mapping project types or task categories to the right reviewer. The workflow reassigns the task to the next approver and sends them a Slack message with a summary of the completed work, pulled from the task description and comments. A state step records when the handoff happened. If the task has not moved forward within 24 hours, a follow-up run sends a reminder. After 48 hours, it escalates to the project lead. Glass Box preview shows you the handoff message and escalation logic before anything fires.

Example Workflow Steps

  1. Trigger (integration): Fires when a task status changes to "Ready for Review" in Asana.
  2. Step 1 (integration): Look up the approval chain in Google Sheets to find the designated reviewer for this task's project or category.
  3. Step 2 (llm): Summarise the completed work from the task description, comments, and attachments into a concise handoff brief.
  4. Step 3 (integration): Reassign the task in Asana to the next approver and update the due date.
  5. Step 4 (integration): Send the approver a Slack message with the task summary, a link to the task, and the deadline for review.
  6. Step 5 (state): Record the handoff timestamp for escalation tracking.
  7. Step 6 (conditional): On subsequent scheduled checks, if 24 hours have passed without approval, send a reminder. After 48 hours, escalate to the project lead via email.

Integrations Used

  • Asana — source of task status changes and the destination for reassignment
  • Google Sheets — stores the approval chain mapping (project/category to reviewer)
  • Slack — delivers handoff notifications and reminders to the next approver
  • Gmail — sends escalation emails to project leads when approvals stall

Who This Is For

Project managers in teams with formal or semi-formal review processes — design sign-offs, content approvals, QA reviews, or client approval gates. Especially useful when the approval chain varies by project type and no single person can keep track of who reviews what.

Time & Cost Saved

Each approval handoff takes 5-10 minutes of manual coordination — checking who reviews next, sending them a message, and following up if it stalls. For teams processing 20-40 task completions per week, that is 2-6 hours of coordination overhead. This workflow handles the routing, summarisation, and escalation automatically. The bigger saving is in cycle time: tasks that previously sat in review for days now move through the approval chain within hours.