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Asana to Gatekeeper integration — real-time, two-way sync

Keep Asana and Gatekeeper in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Adopted by fast-scaling companies moving mission-critical data in real time

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Why teams connect Asana and Gatekeeper

Stop re-entering the same information in Asana and Gatekeeper: Stacksync keeps the records they share consistent in real time, in both directions.

Two tools in the daily stack often hold overlapping information: the same people, the same companies, or the same pieces of work, described twice. The tools do different jobs, so consolidating is not the answer; the overlap just needs to stop drifting.

Stacksync syncs Portfolios, Tags, Teams / Workspaces, Tasks in Asana with Custom data groups, Users, Categories, Contracts in Gatekeeper in real time. You choose which records overlap, map the fields that should match, and pick a direction or let changes flow both ways. From then on, an update made in either tool is reflected in the other within seconds, without exports or copy-paste.

Because the sync is field-level, each tool keeps its own extras; only the shared data is held in agreement.

Common use cases

  • 01 Sync Stories and completion changes from Asana into a database so downstream dashboards and tools react to project progress in near real time.
  • 02 Two-way sync of Tasks and their Custom fields between an Asana project and Postgres so ops teams work in SQL while project owners stay in Asana.
  • 03 Write contract or vendor records into Gatekeeper when a deal closes in the CRM to kick off downstream procurement and legal workflows.
  • 04 Two-way sync Contracts between Gatekeeper and an ERP or warehouse so value, renewal dates, owner, and status stay current without manual re-keying.

Common sync patterns

Handoffs between teams

When work started in one tool continues in the other, the shared fields travel with it automatically.

Where both tools track people or companies: one consistent record

Contact and company details corrected in either tool update the other, so nobody works from the old version.

Where one tool produces events: mirror them in the other

Payments, replies, messages, or tickets created in one tool can create or update matching records in the other, keeping context in one place.

What you can sync between Asana and Gatekeeper

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

Asana objects Gatekeeper objects How this pairing syncs
Users Members of a workspace or organization referenced by assignee and follower fields; read to resolve GIDs to names and emails. Users Gatekeeper user and team records governed by role-based access; read to map contract and vendor owners, approvers, and internal contacts to CRM or HR records. Same entity on both sides — records pair one-to-one and field-level changes reconcile in both directions.
Custom fields Typed fields (text, number, enum, multi-enum, date, people) defined at project or workspace level; mapped to database columns, with enum values written by option GID. Workflow form data The structured data captured on Gatekeeper workflow forms (intake requests, vendor onboarding, risk assessments); exposed by the API since 2025 so form results sync into an operational database, not only contract and vendor records. Custom fields is specific to Asana and Workflow form data to Gatekeeper — each maps to any object or custom field on the other side.
Stories Comments and activity entries on a Task; read out for history and reporting or written back as comments. Custom data groups Customer-configured custom fields and data groups; because the JSON:API and its docs are dynamic, any custom data added in Configuration exposes the same read/write endpoints as the standard objects and syncs the same way. Stories is specific to Asana and Custom data groups to Gatekeeper — each maps to any object or custom field on the other side.
Portfolios Collections of Projects for program-level rollup; read for cross-project status and progress reporting (Business and Enterprise). Categories The classification taxonomy applied to contracts and vendors (type, department, business unit); synced so categorization stays consistent between Gatekeeper and downstream reporting or ERP dimensions. Portfolios is specific to Asana and Categories to Gatekeeper — each maps to any object or custom field on the other side.
Tags Labels applied across Tasks; synced as a many-to-many attribute for filtering and categorization. Contracts The core contract records holding value, key dates, renewal terms, status, type, owner, and the linked vendor; created, read, updated, and deleted so contract data moves two-way between Gatekeeper and a database, ERP, or CRM. Tags is specific to Asana and Contracts to Gatekeeper — each maps to any object or custom field on the other side.
Teams / Workspaces Organizational containers that hold projects and members; used to scope which projects a given sync covers. Vendors (Suppliers) Company records for counterparties and suppliers with onboarding status, compliance, risk, contacts, and spend; read and written to keep vendor master data aligned with a CRM or ERP. Teams / Workspaces is specific to Asana and Vendors (Suppliers) to Gatekeeper — each maps to any object or custom field on the other side.

How changes propagate between Asana and Gatekeeper

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

Asana Gatekeeper Sub-second propagation

DetectionAsana notifies Stacksync of record changes through webhook events. Resource-scoped webhooks (established with an X-Hook-Secret handshake) POST events on create, change, and delete.

DeliveryEach detected change is written to Gatekeeper through its API, with automatic retries and rate-limit backoff.

Gatekeeper Asana Interval-based propagation

DetectionStacksync polls Gatekeeper for changes on an incremental schedule, reading only records changed since the previous pass. No native developer webhook subscription API and no database change-data-capture log.

DeliveryEach detected change is written to Asana through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Asana: Per token: 1,500 requests/minute on paid plans, 150/minute on free; the Search API is capped at 60/minute; concurrency caps at 50 GET and 15 write requests. Exceeding a limit returns HTTP 429 with a Retry-After header, and a separate cost-based limiter applies to complex graph traversals.
  • Gatekeeper: Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.
What ships with Asana ⇄ Gatekeeper

Connect Asana and Gatekeeper for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Asana–Gatekeeper connection.

Real-time

Two-way sync

Changes in Asana or Gatekeeper instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Asana or Gatekeeper data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single Asana or Gatekeeper record.

Observability

Monitoring

Track your Asana ⇄ Gatekeeper sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Asana and Gatekeeper.

How the Asana and Gatekeeper connectors work

Asana

Integration surface
REST API (app.asana.com/api/1.0, JSON responses), plus resource-scoped Webhooks and a sync-token Events API
Authentication
OAuth 2.0 for multi-user apps, Personal Access Tokens (PATs) for single-account use and testing, and organization-scoped Service Accounts (Enterprise) for admin-level access
Change detection
Resource-scoped webhooks (established with an X-Hook-Secret handshake) POST events on create, change, and delete; the sync-token Events API returns incremental changes on a task or project when webhooks are not used
Capabilities
read · write · webhooks
Rate limits
Per token: 1,500 requests/minute on paid plans, 150/minute on free; the Search API is capped at 60/minute; concurrency caps at 50 GET and 15 write requests. Exceeding a limit returns HTTP 429 with a Retry-After header, and a separate cost-based limiter applies to complex graph traversals.

Gatekeeper

Integration surface
RESTful API following the JSON:API specification, tenant-scoped with interactive docs at {tenant}.gatekeeperhq.com/api_docs and a published Postman collection. The API is dynamic: it exposes the standard Contract and Vendor objects plus any custom data groups and workflow-form data configured in the tenant.
Authentication
API keys created and managed under Configuration > API Keys and passed as a token; each key carries granular per-endpoint permissions set to read-only or write, so access is scoped per object. Multiple keys can be issued and revoked independently.
Change detection
No native developer webhook subscription API and no database change-data-capture log; detect changes by polling the JSON:API list endpoints filtered and sorted on updated-at timestamps. Gatekeeper's own event automation - Workflow Engine phase transitions and Interconnect process orchestration - runs inside the platform rather than as a subscribable webhook stream.
Capabilities
read · write
Rate limits
Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.
How it works

How to connect Asana to Gatekeeper — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate Asana and Gatekeeper with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Asana connected
    Gatekeeper connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Asana and Gatekeeper objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Asana ⇄ Gatekeeper
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Asana Gatekeeper
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Asana and Gatekeeper integration FAQ

SECURITY

Security teams trust Stacksync

As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

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→ SECURITY WITH BENEFITS

SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 412 integrations available for Asana and Gatekeeper.

Popular · 7 of 412
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