Migrate from RoboHead to Asana

RoboHead Projects map to Asana Projects. We preserve projectName, projectStatus, startDate, dueDate, and campaignId. Projects that originated as Templates carry a flag we detect during scoping; we create them as standard Asana Projects and attach a 'migrated-template' tag for the admin to identify and reconvert. Active versus archived status maps to Asana's project archived field. The campaignId reference becomes a Portfolio membership or a project-level tag we create from the RoboHead Campaign list.

RoboHead Campaigns are top-level organizational units that group related Projects. Asana has no direct Campaign object; we map each Campaign to an Asana Portfolio with the Campaign name, and attach all Projects with that campaignId as Portfolio members. Campaign-level custom fields (ListColumns) migrate as project-level custom fields in Asana. If the customer has fewer than 50 campaigns, we recommend Portfolio as the grouping mechanism; for more than 50, we recommend Tag-based grouping for performance.

RoboHead Requests are intake briefs submitted before a Project is created. Each Request carries a form type, requester metadata, and ListColumn brief fields. We convert each Request to an Asana Project with the request type stored as a custom field and the original brief fields mapped as project custom fields. The requester name becomes a project member. Requests that are orphaned (no linked Project) land as standalone Asana Projects in a 'Intake Requests' team workspace for manual triage. DesignDrop file references on Requests migrate as project attachments.

RoboHead Tasks under a Project map to Asana Tasks under the corresponding Project. We preserve taskName, dueDate, status ( RoboHead's status field maps to Asana's completion state), and assignee (resolved via Team Member mapping). Subtasks in RoboHead map to Asana Subtasks using the parent task reference. Task Roles attached to a RoboHead Task (e.g., Designer, Writer) migrate as Asana Tags on the Task record.

RoboHead Users with email, name, and role assignments map to Asana Users by email. We require the destination Asana workspace to have all migrating users provisioned before migration begins. RoboHead role assignments (which roles a user can perform) map to Asana Tags on the user's profile for visibility, but Asana does not enforce role-based task assignment natively. Users without a matching Asana account enter a reconciliation queue; we do not create Asana users programmatically without admin authorization.

RoboHead Task Roles (e.g., Designer, Writer, QA) are organizational categories with optional billing rates attached. Asana has no native role concept. We map role names to Asana Tags and create a role-rate custom field on the Task object for any role that carries a billing rate in RoboHead. The admin rebuilds role-based assignment enforcement through Asana Rules or a third-party tool post-migration.

RoboHead ListColumns use optionIds (integer identifiers) that must be resolved before any Add or Update API call. We collect the full field-ID and optionId mapping during scoping, then write Asana custom fields with the correct enum values using the optionId-to-display-name lookup table. List-type fields with more than 100 options require Asana Business tier; we verify the customer's Asana tier during scoping and flag any fields that exceed the limit.

File attachments on RoboHead Tasks and Projects are stored in RoboHead's document layer. We migrate file references and re-attach files to the corresponding Asana Tasks or Projects via the Asana Attachments API. File names and types are preserved. DesignDrop annotation data (stakeholder markups) does not migrate because DesignDrop is a RoboHead-specific layer with no Asana equivalent; we flag these attachments separately and document the annotation loss for the admin.

Notes on RoboHead Projects and Tasks support @mentions and are stored as structured objects. We map Notes to Asana Comments on the corresponding Task or Project. @mention user references in RoboHead are converted to Asana @mention format using the Team Member email mapping. Rich text formatting in RoboHead Notes migrates as plain text in Asana Comments where HTML is not supported; we flag formatted Notes separately for manual review if needed.

RoboHead Project Templates store task structures, file references, budget details, and team assignments. Asana's template functionality is available through the Asana API via duplicate-and-rename. We detect template-derived Projects during scoping (those flagged as templates or with template-origin metadata), recreate the task structure as an Asana Project with a 'Template' tag, and flag any stale user references copied from the source template for the admin to resolve before the template is used.

RoboHead workflow automation rules—approval chains, status-change triggers, and conditional notifications—are not exposed via the public API. We cannot export or reproduce these programmatically. During scoping, we document each automation observed in RoboHead's UI with its trigger, conditions, actions, and affected Projects or Task types. We deliver a written automation inventory with recommended Asana Rule equivalents using Asana's Rules API, which the customer's admin rebuilds post-migration. Plan 1-2 days of post-migration Rule configuration.

RoboHead stores billing rates at the Task Role level (role-rate) and optionally at the individual User level (user-rate). Asana has no native billing rate or cost-tracking feature. We map rate values to custom numeric fields on the Task object (rate_per_hour__c for role rate, assigned_user_rate__c for user rate) so that the data is preserved and available for export to a billing system. Time tracking for actual hours requires Asana Business or Enterprise and is documented separately if the customer enables it.