Migrate from YouGile to Asana

YouGile Projects (Boards) map 1:1 to Asana Projects. Board name becomes Project name, and the board description becomes the project brief. Member lists transfer as Asana project members with Editor role unless the customer specifies otherwise. Projects are created first in Asana so that child objects can reference them during import.

YouGile Columns represent workflow stages within a board (e.g., To Do, In Progress, Done). We map each Column to an Asana Section within the equivalent Project. Custom Column names require explicit mapping during scoping since Asana Sections are free-form text within a project. The customer reviews the Section list and approves the naming before migration to avoid post-import restructuring.

YouGile Tasks migrate to Asana Tasks with title, description (HTML body), assignee, due date, priority, and creation/modification timestamps preserved. Task descriptions migrate as rich text. Assignee resolution uses email matching against Asana team members. Any YouGile Task without a matching Asana User is assigned to the project lead or held in a reconciliation queue for the admin to resolve.

YouGile Subtasks migrate to Asana Subtasks under the parent Task. We preserve title, completion status (as a boolean checkbox), and assignee. Subtask order within the parent task is preserved using Asana's insertion position parameter. Deeply nested subtask chains (sub-subtasks) flatten to a single level in Asana unless the customer has an Asana Business plan with the subtasks hierarchy feature enabled.

YouGile treats each Task as a chat thread. We extract chat entries as Asana Comments on the migrated Task, preserving author name, message body, and timestamp. HTML formatting in chat messages is converted to Asana's comment text format. Thread ordering is preserved by setting the comment creation timestamp to the original YouGile chat timestamp. Standalone chat entries not attached to a task are not created in Asana as they have no natural parent object.

File attachments on YouGile tasks are referenced by URL. We download each file from YouGile's storage, then upload to Asana as an Attachment linked to the equivalent Task. Filename and file type are preserved. Large files over Asana's 100 MB attachment limit require the customer to use Google Drive or Dropbox linking instead of direct upload.

YouGile User accounts map to Asana workspace members. Email address and display name transfer. YouGile's role hierarchy is undocumented, so we assign all migrated users the Member role in Asana and flag Role configuration as a post-migration admin task. Users without an email (system-generated accounts) are documented in the migration report for manual Asana account creation.

YouGile embeds time-tracking entries within tasks as hours logged with optional rate data. We extract the total logged hours as a numeric value and write it to an Asana custom field (numeric or text) called Total Hours on each migrated Task. Rate and billing data are not available in YouGile's export and are not migrated. If the customer uses Asana Business, we configure a custom numeric field with a formula for hour computation; on lower tiers, a text field preserves the value.

YouGile Labels and Tags migrate to Asana Tags on the equivalent Task. Label name and color metadata transfer where the destination supports color. Asana Tags are project-scoped by default (Business plan) or workspace-scoped (Premium), so the customer chooses the tag scope during scoping. Tags with no matching task are dropped; orphaned tags are listed in the migration report.

YouGile exposes a Gantt chart view but the visual layout is not stored as structured data. Task start and end dates transfer as Asana Start Date and Due Date fields, which power the native Timeline view in Asana. The Gantt visual layout itself cannot be reproduced. We flag this explicitly in the migration report and recommend that the customer rebuilds any Gantt-specific groupings or dependencies manually in Asana Timeline.

YouGile custom fields on tasks migrate to Asana custom fields of the nearest matching type. Text fields map to text, numeric values to number, dates to date, and dropdown options to enum custom fields. YouGile's custom field configuration is limited and sometimes undocumented, so we inventory every custom field encountered during scoping and confirm the Asana type with the customer before migration. Custom fields must be created in Asana before task import begins.

YouGile supports outgoing webhooks for automation triggers. These are configuration objects referencing external URLs and are not portable across platforms. We do not migrate webhook configurations. We deliver a written inventory of every detected YouGile webhook with its trigger URL, payload structure, and destination system so the customer's admin can recreate equivalent Asana Rules (or third-party automation tools like Zapier) post-migration.