Migrate from Resource Management by Smartsheet to Asana

Smartsheet Sheets map to Asana Projects as the primary work container. The sheet name becomes the project name, and sheet-level custom columns map to project-level custom fields in Asana. Dependencies between rows (predecessor/successor) map to Asana dependency relationships (Waiting on / Blocking) if the project uses the dependencies feature, or are reconstructed as dependency tasks if not. We validate that the Asana workspace and team are configured before project import begins.

Smartsheet rows map to Asana tasks. The row name becomes the task name, row description maps to task description, and due date maps to the task due date. Row-level custom columns (text, number, date, dropdown) map to Asana custom fields scoped to the project. Row status (checked/unchecked) maps to Asana task completion. Dependencies (predecessor links) map to Asana dependencies (Blocking/Waiting On) if enabled on the Asana project.

Smartsheet Phases are hierarchical groupings within a Resource Plan with start and end dates. Asana does not have a native Phase object. We map phases to Asana milestones (if the phase marks a key deliverable) or to parent tasks with subtasks (if the phase contains sub-tasks). The mapping choice is made during scoping based on how the customer uses phases in Resource Management. Phase dates become milestone due dates or parent task start/end dates.

Smartsheet Resource Plans aggregate allocation data across multiple projects and people. Each Resource Plan maps to a set of Asana custom numeric fields on the related projects, storing allocation percentage, hours-per-day, or fixed hours per assignee per phase. We extract allocation records from the Resource Management API, pivot them by person and project, and write them as task-level or project-level custom fields. Asana's Workload view then consumes these custom fields for capacity visualization.

Resource Management People records (name, email, role, availability, allocation) map to Asana workspace members. We extract people from the Resource Management API and match by email against the destination Asana workspace members. Unmatched people are held in a reconciliation queue for the customer's admin to invite before import proceeds. Role and availability data map to Asana custom fields (text and percentage respectively) on the user profile or project.

Resource Management assignment records link a person to a phase or task with an allocation mode (percent, hours_per_day, fixed hours) and duration. We map the assignee to the Asana task assignee field, and store the allocation value in a custom numeric field on the task. The allocation mode (percent vs hours) is preserved as a label in the custom field description. This preserves the allocation data for Workload view consumption without requiring a third-party resource management integration.

Smartsheet Portfolios aggregate multiple Resource Plans and show capacity, timeline, and utilization across the organization. Asana Portfolios provide a similar cross-project overview with status, progress, and custom fields. We export the portfolio's project list and summary metrics from Resource Management and create corresponding Asana Portfolios with the same project membership. Portfolio-level capacity and utilization numbers are not native to Asana and are documented as manual inputs post-migration.

Resource Management time entries record hours logged against tasks or phases. The native timer locks entries after one week, making it critical to export via Reports CSV during discovery. We map time entries to a custom number field (hours logged) on the relevant Asana task, or create a time-logging subtask if the customer requires granular entry history. Entries that were already locked before discovery are noted as unrecoverable in the scoping document.

Smartsheet column types (Text, Number, Date, Contact List, Dropdown, Checkbox, Symbol) map to Asana custom field types of the corresponding type. Contact List columns map to Asana person-type custom fields. Dropdown and Symbol columns map to Asana enum (multi-select or single-select) custom fields. We preserve column type metadata and option lists during transformation. Required-column constraints in Smartsheet do not automatically replicate in Asana and are flagged for manual configuration post-migration.

Smartsheet row-level Discussions map to Asana task stories (the activity feed) as comment entries. We export discussion text, author, and timestamp from the Smartsheet API and write them as Asana stories with the author attributed to the matching Asana workspace member. Rich-text formatting in Smartsheet comments is simplified to plain text for Asana compatibility.

Smartsheet Reports aggregate data across multiple sheets and support filtered or computed views. Asana does not have a native reporting layer beyond Portfolio dashboards. We export report data as-is to CSV during discovery and deliver it as a reference document for the customer to rebuild as Asana Portfolios, Google Sheets summaries, or a BI tool connection. Complex computed reports with cross-sheet formulas do not have a direct Asana equivalent.

Smartsheet automation rules (alerts, reminders, approval workflows, conditional formatting triggers) are not exposed via the Resource Management or Smartsheet REST API. We cannot migrate them programmatically. During discovery, we log every automation found and deliver an automation audit log with each rule's trigger, conditions, and actions documented alongside a recommended Asana Rules equivalent. The customer's admin rebuilds these in Asana Rules (Premium and above) post-migration.