Migrate from ProjectFlow to Asana

ProjectFlow Projects map directly to Asana Projects. The project name, description, status (active/on hold/closed), start date, target end date, and owner migrate 1:1. We preserve any custom Project-level fields as Asana custom fields scoped to the project or added to the organisation field library. ProjectFolders above Projects in the hierarchy are flattened; the folder path is recorded as a project tag or section label for reconstruction.

ProjectFlow Tasks map to Asana Tasks with assignee, due date, start date, priority, and status preserved. Custom task fields migrate to Asana local or global custom fields depending on the customer's scoping decision. Subtasks on a ProjectFlow task become Asana subtasks under the parent task. Task ordering within a section is preserved by setting the Sort_order field during import.

ProjectFlow subtask hierarchies map to Asana subtasks with the same parent-child relationship. Asana supports up to 15 levels of nesting. We flag any subtask chain exceeding 15 levels during discovery and flatten the deepest records to sibling tasks with a 'migrated from deep level' tag, notifying the customer before import so the flattening logic is agreed upon.

ProjectFlow Milestones map to Asana Milestones as standalone task-type records within the project timeline. The milestone name, target date, and linked task references migrate. In Asana, milestones appear as diamond markers in Timeline view and as distinct rows in List view. We preserve the milestone colour or label from ProjectFlow as a tag on the Asana milestone task.

ProjectFlow GanttChart structure — task bars with start/end dates and dependency links — is extracted and reconstructed in Asana's Timeline view. Finish-to-start dependencies migrate as native Asana dependencies. Start-to-start, finish-to-finish, and start-to-finish links have no native Asana equivalent; we recreate them as custom dependency fields on the dependent task and flag them in the inventory document for the customer's review. Gantt column customisation migrates as project custom fields.

ProjectFlow Documents attached to Projects or Tasks migrate as Asana Attachments. We export document metadata (filename, file type, upload date, uploader) and recreate the attachment in Asana by linking to the customer's preferred storage path (Google Drive, SharePoint, or Asana-native). Document content itself is not moved by FlitStack AI; we transfer references and flag any storage re-link work required post-migration.

ProjectFlow DocumentFolders are recreated in Asana as Sections within the project. The folder hierarchy (parent-child relationships) is preserved as a flat list of sections with a naming convention that retains the full path (e.g., 'Site Reports / Phase 1 / Week 23') so the original structure is recoverable without creating nested sections, which Asana does not support.

ProjectFlow DailyReports (construction-industry daily progress records) have no native Asana equivalent. We map DailyReports to a combination of task comments (for narrative updates linked to the relevant project task) and a project-level Note for standalone daily reports. Date, author, and narrative content transfer directly. Structured site fields such as weather conditions, labour counts, or equipment status are flagged as unmapped custom fields and listed in the scope document for the customer to add as custom fields in Asana if needed.

ProjectFlow Alert thresholds and notification rules are platform-specific and export as configuration rather than structured data. We extract the alert configuration values (rule name, trigger condition, notification recipient) and deliver them as a written inventory with recommended Asana Reminder equivalents. We do not create Asana Rules during migration; the customer's admin rebuilds alert logic as Asana Rules or automations post-migration.

ProjectFlow ProjectShares control which users or external parties have access to a project. We map these to Asana Project Members and Guests by resolving the user email against the Asana workspace. External parties without Asana accounts become Guests if the workspace allows guest invites, or are added to a reconciliation list for the customer's admin to provision. Role definitions (viewer, contributor, admin) map to Asana's Member, Editor, and Admin permission levels.

ProjectFlow users on tasks and projects map to Asana workspace members. We resolve by email match. In Enterprise-tier multicompany structures, the same person may exist as separate user records under different company contexts; we deduplicate these at migration time using email, name, and cross-reference, preserving all task history attribution under a single Asana user record. Users without a matching email in the destination are held in a reconciliation queue.

ProjectFlow custom fields on Projects and Tasks enumerate during discovery and map to equivalent Asana local or global custom fields. Field types are matched: text to text, number to number, date to date, dropdown to enum. Any ProjectFlow field type without an Asana equivalent (e.g., structured arrays or multi-level selects) is flagged with a recommended fallback (text field or Note attachment) and confirmed with the customer before import.