Migrate from Kantata Professional Services Cloud (formerly Mavenlink + Kimble) to Asana

Kantata Workspaces map to Asana Projects. We extract the full workspace record including status, dates, budget fields, and the activity feed as a text digest. Workspace-level custom field values (subject_type = Workspace) migrate to Asana project-level custom fields if the destination Asana tier supports them. Budget amounts, billing rates, and financial metadata from Kantata have no native Asana field; we flag these for the customer's admin to assign to custom fields or document in the project description as a manual reference.

Kantata Tasks (OX) and Stories (OX) map to Asana Tasks. The parent-child hierarchy, start and due dates, status, and notes migrate directly. Custom field values scoped to subject_type Story migrate to Asana task-level custom fields. The Kantata WBS number stored in the New Task Tracker may be missing for deeply nested subtask levels due to a documented 2022 Kantata display bug; we flag affected records in the migration report and note that the WBS path is not available to reconstruct.

Kantata Subtasks attach to parent Tasks and inherit some parent-level fields. The Kantata New Task Tracker has a documented 2022 bug where WBS numbers fail to display for deeply nested subtask levels. We preserve the subtask hierarchy as nested Asana Subtasks, but WBS path information is not available for records affected by this bug. We flag any subtask chain exceeding three levels for manual verification post-import.

Kantata Users (internal staff and contractors) map to Asana workspace Members. We match by email address and map role assignments to Asana team membership. Inactive or archived Kantata users do not transfer; we flag them separately for the admin to decide whether to provision as inactive Asana members.

Kantata Resource Assignments link a User to a Task with hours allocated, role, and billing rate. Asana has no native role or rate field on task assignment. We map the Assignee to the Asana Task and preserve hours allocated and role as task notes or custom fields. Billing rates do not transfer. We flag this as a manual rebuild item for the customer's admin if they need role-based or rate-based allocation tracking in Asana.

Kantata Time Entries record billable or non-billable hours against a task with date, user, and notes. We migrate the hours, date, and notes text to Asana task notes. If Asana Time Tracking is enabled per task, we populate the tracked time field. Billing rates from Kantata do not transfer to Asana because Asana has no billing rate field. Billable flag is preserved as a custom field if available.

Kantata Estimates model supply-and-demand scenarios using role-based resource composition and margin projections. Asana has no scenario or estimate object. We extract the most recent active estimate as a structured text digest in the project notes, with key figures (total estimated hours, total estimated cost, margin) preserved as project custom fields if the Asana tier supports them. Historical scenario versions are not migrated. We document the count of estimate and scenario records in the migration report with a recommendation to use Asana Goals or a third-party budgeting tool for future estimation.

Kantata Custom Fields are scoped by subject_type (Workspace, Story, Estimate, User, WorkspaceGroup, Resource). Custom Fields and Custom Field Values are separate API objects with independent rate limits, which we manage during extraction via subject_type-scoped pagination. We map Number, Picklist, Text, Currency, and Date field types to Asana equivalents. Choice, list-based, and formula-based Kantata custom fields may require transformation or manual recreation in Asana depending on complexity.

Kantata Billing allows multiple invoices per workspace, with line items tied to billing rates, expense codes, and milestone triggers. Asana has no billing, invoice, or accounts receivable module. We extract the last three invoices per workspace as a structured text digest in the project notes (invoice number, date, amount, status). The full invoice history does not migrate. We flag this gap in the migration report and recommend that finance teams retain Kantata access for historical billing records or export them to a financial system before cutover.

Kantata WorkspaceGroups organize workspaces into folders or portfolios and carry their own custom fields. Group-level custom field values require a separate API call scoped to WorkspaceGroup. We map WorkspaceGroups to Asana Portfolios at the destination tier that supports them. WorkspaceGroup custom fields migrate to portfolio-level custom fields where supported. The group hierarchy is preserved as a nested portfolio structure.

Kantata External References link workspace records to objects in external systems—primarily Salesforce for Kantata SX (Kimble) customers. Asana has no native external reference concept. We flag all external reference records in the migration report with the original system name and target object ID so the customer's admin can decide whether to recreate the integration via Asana's native Salesforce integration or a third-party connector.

Kantata file attachments live in the collaboration workspace and activity feed. Attachment URLs are accessible via the API with storage quotas set per workspace tier. We migrate attachments as links to the source file URL. Full file migration depends on the customer's file storage policy and whether they want to host files in Asana, Google Drive, SharePoint, or another destination. We flag any attachment that exceeds Asana's 100 MB file size limit for manual handling.

Kantata SX (the former Kimble Application) uses Opportunity, Milestone, and Practices instead of the OX object names. We detect SX workspaces during discovery by querying the workspace type, then route extraction through the SX field map. Opportunity maps to an Asana Project or a top-level Task depending on the customer's preference. Milestone maps to a Task with the milestone subtask feature in Asana. Practices map to Asana Teams.