Migrate from ProWorkflow to Asana

ProWorkflow Projects are the top-level container and map 1:1 to Asana Projects. We preserve the project name, description, start date, due date, status, and any project-level custom fields. ProWorkflow project status values (Active, On Hold, Completed) map to Asana project membership status. The project owner from ProWorkflow becomes the project lead in Asana.

ProWorkflow Tasks map directly to Asana Tasks. We carry task name, description, status, due date, assignees, sub-tasks, and tags. ProWorkflow task hierarchy (parent task with sub-tasks) migrates as parent-task and subtask relationship in Asana. ProWorkflow status values (Not Started, In Progress, Complete) map to Asana's completion state. Assignees resolve by email match against the Asana destination workspace.

ProWorkflow Milestones map to Asana Tasks marked as milestones using the milestone flag. We preserve the milestone name, target date, and any linked invoice flag from ProWorkflow. The milestone task in Asana has no assignees by default; if the ProWorkflow milestone has an owner, we set that user as the assignee on the Asana task. The ProWorkflow milestone date becomes the due date on the Asana milestone task.

ProWorkflow Items are the financial unit carrying Time Allocated, Time Spent, Manual Completion %, and Margin % fields. Items do not have a direct Asana equivalent because Asana has no native financial tracking. We carry Item financial fields as Asana custom fields on the parent Task: Time Allocated maps to a Number field (hours), Time Spent maps to a Number field (hours), Manual Completion % maps to a Percentage field, and Margin % maps to a Percentage field. Nexus-version financial values that differ from Classic are flagged for customer review before import.

ProWorkflow Client records map to Asana workspace members. We map client name, primary contact name, email, phone, and address. ProWorkflow's unlimited free client access means these records exist but are not billable seats. In Asana, all migrated users consume a seat. We flag the total client count during scoping so the customer understands the Asana seat cost impact before migration begins.

ProWorkflow Contractor records map to Asana workspace members. Contractor assignments on tasks and time entries resolve by email match to the Asana destination. Contractors in ProWorkflow are free and unlimited; in Asana they consume a paid seat on all tiers except the free tier (which limits to 15 members total). We separate contractor records from staff user records and flag the contractor seat count for billing clarity.

ProWorkflow Staff Users are the billable seats and map 1:1 to Asana workspace members. We resolve each staff user by email match. Any ProWorkflow staff user without a matching Asana account goes to a reconciliation queue for the customer's admin to provision before record import. Role information from ProWorkflow is stored as a custom field in Asana since Asana does not have a native role concept beyond Admin and Member.

ProWorkflow Time Entries (Hours, Description, Date, Billable flag, linked Task/Item) carry over as Asana time tracking data. Asana's native time tracking feature is available on Business and Enterprise tiers; if the destination Asana workspace is on Starter or Advanced, we create custom fields: hours (Number), date (Date), description (Text), and billable flag (Checkbox). Time entries link to the migrated task by matching the ProWorkflow task reference to the Asana task GID.

ProWorkflow Invoices generated from Milestones and Items do not migrate as functional Asana records because Asana has no native invoicing or billing feature. We extract the invoice data (client, amount, status, line items, date) as a structured JSON inventory document and deliver it alongside the migration. The customer's admin uses this to set up invoicing in a dedicated accounting tool (QuickBooks, Xero, Stripe, or similar) post-migration.

ProWorkflow Advanced plan Custom Fields (dropdown-based, key-value selections) map to Asana custom fields. Single-select dropdown fields in ProWorkflow map to Asana single-select custom fields; multi-select dropdown fields map to Asana multi-select custom fields. We carry the field definition (name, type) and all selected values. Any ProWorkflow custom field without a matching option in Asana is created during migration with the source options preserved.

ProWorkflow Custom Forms are HTML blobs injected into a Project page, available on Advanced plan. They have no structured schema. We extract the raw HTML as a text blob and store it in an Asana custom field (Text type) on the project. We flag all projects with Custom Form content during scoping and alert the customer that form rendering will not be preserved in Asana; the HTML appears as plain text. If the customer needs form functionality, they use Asana's native form builder (available from Starter tier) as the replacement.

ProWorkflow Project Templates (pre-built milestones, tasks, and items for recurring engagements) do not migrate as functional templates in Asana because Asana's template feature covers projects and tasks but not the ProWorkflow-specific quote and invoice template types. We document each Project Template as a structured migration handoff: the template name, its task hierarchy, milestone structure, and pre-filled financial field values. The customer's admin recreates templates manually in Asana or uses a third-party template tool.

ProWorkflow Tags are label-based metadata on tasks and projects and map 1:1 to Asana Tags. We carry tags as string arrays and apply them to the corresponding migrated tasks. Asana tags are workspace-level and can be applied across projects. Tag color from ProWorkflow maps to Asana tag color if the source field is present; otherwise a default color is assigned.

ProWorkflow task and project attachments are stored by reference URL. We migrate attachment metadata (filename, file type, uploader name, upload date) and attempt to re-link or re-upload files where the source storage remains accessible. If the original ProWorkflow storage becomes inaccessible after the source org is decommissioned, we document the attachment inventory with URLs so the customer's admin can source the files manually. Asana supports attachments up to 100MB per file on Business and Enterprise tiers.