Migrate from ProofHub to Asana

ProofHub Projects map 1:1 to Asana Projects. We preserve the project name, description, start date, end date, and project status (active, archived). Project categories in ProofHub do not have a direct Asana equivalent; we map them to Asana color-coded Teams or project-level tags. Projects with over 100 tasks are flagged during scoping because Asana's task list performance degrades above that threshold without Sections or Subprojects.

ProofHub Tasklists present the most significant structural decision in this migration. If the ProofHub project uses Board view and the Tasklists represent distinct workflow stages (To Do, In Progress, Review, Done), we map each Tasklist to an Asana Section within the destination Project, preserving the Kanban column structure. If the Tasklists represent distinct work streams within a single project, we map each Tasklist to an Asana Section. If Tasklists contain over 50 tasks each, we may recommend splitting them into separate Asana Projects during scoping.

ProofHub Tasks map 1:1 to Asana Tasks within the destination Project or Section. We preserve title, description, start date, due date, assignees (mapped by email), priority (High/Medium/Low), and status. The ProofHub status values (New, In Progress, Pending, Completed) map to Asana's completion state (completed_at timestamp). Recurring task rules from ProofHub do not migrate; we document the recurrence pattern as a custom field value for manual rebuild in Asana.

ProofHub Subtasks map to Asana Subtasks with their own title, assignees, and due dates. The parent-child hierarchy is preserved so that Subtasks appear indented under the parent Task in Asana's list view. Subtasks in Asana cannot have their own Subtasks (one level of nesting only), which matches ProofHub's model.

ProofHub Milestones map to Asana Milestones. We preserve the milestone name, due date, and linked task associations. Asana Milestones appear as diamond markers on the project Timeline. The milestone color and notes migrate as a custom field. ProofHub milestones without a due date are created as milestones with no date and flagged for manual date assignment.

ProofHub task predecessors and successors map to Asana dependency links. We extract the dependency direction (finish-to-start by default) and create Asana dependency records using the Tasks tab or a bulk dependency import. ProofHub exports dependencies without lag days, lead times, or constraint types; these require manual review in the Asana Timeline view after migration. Dependencies that form a circular reference are flagged and resolved before import.

ProofHub threaded Discussions attached to Projects or Tasks map to Asana Task Comments. We preserve the discussion thread author, timestamp, and body content. Threaded replies migrate as comments in chronological order. Discussions that were marked as Announcements in ProofHub do not have a direct Asana equivalent; we migrate them as pinned Task Comments in the project or flag them for manual recreation as announcements.

ProofHub Notes attached to Projects migrate to the Asana Project description field if under 4,000 characters. Notes exceeding this limit are split across multiple comments or flagged for manual recreation. Notes with rich formatting (bold, lists, links) are converted to Asana's subset of markdown-compatible formatting. Notes attached to Tasks migrate as Task Description appends.

ProofHub time entries (available on Ultimate Control plan) map to Asana time tracking entries on Advanced and Enterprise tiers. We preserve logged hours, date, user, and associated task. Billable/non-billable flags migrate as a custom field value on the time entry because Asana's native time tracking does not expose a billable flag in the same way. Time entries without a linked task (project-level logging) are attached to the primary task in the project or flagged for manual assignment.

ProofHub files migrate as Asana Attachments linked to the parent Task or Project. We download files from ProofHub and upload them to Asana via the REST API attachment endpoint. File names and original upload dates are preserved in the attachment metadata. ProofHub's file version history (upload timestamps, author attribution per version) is not carried forward; only the latest file version migrates. We document the version chain in a custom field for manual version reconciliation post-migration.

ProofHub's proofing markup (annotation coordinates, approval decisions, version comparison markers, approval status) does not export through the CSV or API. Approval decisions and review comments are lost during migration. We migrate the latest version of the file as an Attachment and flag the absence of proofing markup. The customer's admin must re-establish the review and approval workflow in Asana using comments on attachments or a third-party proofing tool (Frame.io, GoVisually, or Ziflow) as a separate post-migration step.

ProofHub custom fields on Tasks and Projects map to Asana Custom Fields. We preserve field names, types (text, number, date, dropdown, multi-select, checkbox), and values. Dropdown and multi-select field values require mapping to Asana's drop-down options. ProofHub's custom field visibility settings (per-project or global) map to Asana's project-level custom field model where fields are added per project. We flag any custom field with over 50 distinct values for dropdown truncation review before migration.

ProofHub users map to Asana users by email address. We preserve the user's display name and role. ProofHub's custom role permissions (internal team, client, contractor, stakeholder tiers) do not map directly to Asana's member, guest, and limited access model. Role mismatches are flagged during scoping for the customer's admin to reconfigure Asana workspace permissions post-migration.

ProofHub Labels attached to Tasks map to Asana Tags. We preserve the label name and color. Tags in Asana are workspace-level and can be applied across projects, which is consistent with ProofHub's label behavior.

ProofHub custom workflow stages and rules (stage names, auto-assignment on stage entry, notifications on stage change) do not migrate as automation code. We deliver a written inventory of every active ProofHub workflow with its trigger conditions, stage sequence, and recommended Asana Rules equivalent (task created, status changed, assignee added). The customer's admin rebuilds the automation logic in Asana's Rules engine (available on Advanced and Enterprise tiers) post-migration.