Migrate from ActiveCollab to Asana

ActiveCollab Projects map to Asana Projects with project name, status (active/archived), description, category, and budget metadata preserved. Project owner maps to the Asana project member with admin role. We resolve the project-level owner by email match against the Asana workspace members. Archived projects in ActiveCollab migrate as archived projects in Asana. Project budget figures transfer to a custom number field budget__c since Asana has no native budget object.

ActiveCollab Tasks map to Asana Tasks with task name, description (rich text), due date, start date, assignees, priority, and completion status preserved. Task order within sections and lists is preserved using Asana's task ordering API. The critical mapping decision is whether each task is being moved or copied from its source project; moving a task in ActiveCollab disconnects it from the source project entirely, and we confirm this with the customer before migration and log every move operation in the audit trail.

ActiveCollab Subtasks map to Asana Subtasks with their own assignee and completion status. The parent-child relationship is preserved by setting the Asana parent task reference. Subtask assignees transfer independently of the parent task assignee, matching ActiveCollab's behavior where subtasks can have different owners than their parent.

ActiveCollab Discussions (threaded comment chains attached to Projects or Tasks) map to Asana Task Comments. Author, timestamp, and content transfer. Project-level Discussions migrate as comments on a placeholder task labeled 'Project Discussion' within the migrated project, since Asana does not have a native project-level discussion thread. Discussion threads maintain chronological ordering by original timestamp.

ActiveCollab Notes are free-form text records that live at the Project level and can be pinned. We migrate Note content as either the Asana project Brief (for pinned notes) or as a dedicated task titled 'Note: [original note name]' within the project for unpinned notes. Note authorship and creation date are preserved in the task description header. Asana has no native project-level note object, so we choose the representation that best preserves accessibility and searchability for the customer's team.

ActiveCollab Time Entries (with job type, billable flag, duration, and linked task) have no native Asana equivalent. We create a custom number field time_logged_hours__c on the Asana Task and populate it with the total logged hours aggregated per task. The billable flag from ActiveCollab maps to a custom enum field time_billable__c with values billable/non-billable. Job type maps to a custom enum field time_job_type__c. Teams that rely on ActiveCollab's billable utilization dashboard should plan a dedicated time-tracking tool post-migration.

ActiveCollab Expense records (amount, category, date, receipt attachment reference) have no native Asana equivalent. We migrate expense amount as a custom number field expense_amount__c and category as a custom enum field expense_category__c on the parent project. Receipt attachment references transfer as URLs pointing to the migrated attachment in Asana. For teams with complex expense reporting, we recommend a dedicated expense management tool post-migration.

ActiveCollab Labels are tag strings applied to Tasks and Projects for filtering. We preserve the full label vocabulary and recreate each as an Asana Tag within the destination workspace. Label assignments transfer to the migrated tasks. Some destination platforms require pre-creation of tags before bulk import; we create all labels during the schema setup phase before any task migration begins. Color metadata from ActiveCollab Labels maps to Tag color in Asana.

ActiveCollab Project Templates bundle a named set of Tasks, subtasks, and Discussions. We migrate the template structure as a new Asana Project with a naming convention indicating its template origin (e.g., '[Template] Original Name'). The template is fully populated in Asana so it can be duplicated via Asana's native duplicate-project feature for new projects going forward. The customer may choose to clean up the template name post-migration.

ActiveCollab finish-to-start task dependencies with automated downstream date updates map to Asana Dependencies in Timeline view. Asana supports finish-to-start, start-to-finish, start-to-start, and finish-to-finish dependency types. However, Asana has documented bugs in Timeline view where dependent tasks do not recalculate correctly when the predecessor is moved (red arrows appear and dependent tasks start earlier than specified). We flag this risk in the migration scope and recommend a post-migration dependency audit. We preserve the original ActiveCollab dependency graph structure regardless of Asana's known recalculation issues.

ActiveCollab Recurring Tasks use a recurrence rule defined at creation time. We migrate generated task instances as discrete tasks in Asana with a custom text field recurrence_rule__c documenting the original recurrence pattern. The recurrence-rule editing interface does not migrate; the customer's admin recreates recurring tasks manually in Asana using Asana's native repeat feature if automation is desired.

ActiveCollab files are uploaded via a single /upload-files API endpoint and referenced by UUID elsewhere. We download attachments to our staging storage and re-upload them to the destination Asana project using the Asana Attachments API (upload_file endpoint). Attachment references on tasks and projects transfer as Asana Attachment records linked to the migrated parent record. File names and upload dates are preserved. File size limits are enforced per Asana's 100MB per-file limit.

ActiveCollab Members (paid seats) and Clients (free collaborators) map to Asana workspace members. We resolve ActiveCollab users by email match against the destination Asana workspace. ActiveCollab's Owner, Member, Member+, Client+, and Client roles have no direct Asana equivalent; we assign all migrated users as Members in Asana and note that permission granularity (project-level versus workspace-level) requires post-migration admin configuration. Guest access in Asana maps to Client-level access in ActiveCollab.

ActiveCollab Pro-tier automations (trigger-action rules such as 'when task assigned, notify user X') have no direct Asana equivalent. Asana Rules use a different trigger-action model with different action types. We do not migrate automations as code. We capture automation configurations as structured records and deliver a written inventory of every active ActiveCollab automation with its trigger, conditions, actions, and recommended Asana Rules equivalent. The customer's admin rebuilds them in Asana Rules post-migration.