Migrate from Z-Stream to Asana

Z-Stream Projects map 1:1 to Asana Projects. We carry Project name, description, start date, end date, status, and owner. The owner resolves to an Asana User by email match. If the Z-Stream project has no direct Asana team equivalent, we create a default team and assign the project to it during migration. Project color labels and custom sort orders are preserved as custom project fields.

Z-Stream Tasks map to Asana Tasks with title, description, assignee (resolved by email to Asana User), due date, priority, and status preserved. Task status from Z-Stream (e.g., Open, In Progress, Closed) maps to Asana completion status (marked complete = true/false) or a custom status field if Z-Stream uses non-binary statuses. We set the Asana start date if Z-Stream carries one; otherwise it remains null.

Z-Stream Subtasks attach to parent Tasks by ID. We preserve the parent-child relationship by seeding all parent tasks first, then creating subtasks with their parent task_gid resolved. Subtasks carry the same field set as tasks (title, assignee, due date, status). Asana subtasks are a native subtype, not a separate object, so no lookup resolution is required beyond the parent task_gid.

Z-Stream Milestones are standalone objects tied to Projects. Asana Milestones are a subtype of Task available on Advanced and Enterprise plans. We map Z-Stream Milestones to Asana Milestones with the name, due date, and parent project preserved. If the destination Asana workspace is on Starter, we create tasks with a milestone_flag custom field set to true and a due date set to the Z-Stream milestone date, and note the plan dependency in the migration scope.

Z-Stream Users map by email address and display name to Asana workspace members. Role and permission levels from Z-Stream carry as a custom field role_source__c. Inactive or archived Z-Stream users are imported as inactive Asana members. We reconcile owner references across all objects after the User mapping is complete, flagging any Z-Stream owner without a matching Asana user in the scoping report.

Z-Stream Gantt layout is defined by task start dates, end dates, and dependencies between tasks. We extract this as structured data during export and reconstruct it in Asana Timeline view by creating dependency links (Finish-to-Start) between tasks using the Asana dependencies API. We flag any circular dependency chains detected in the source export and document them in the migration report for the customer to resolve in Asana before go-live.

Z-Stream Kanban columns correspond to custom status values or stage labels on Tasks. We preserve column order and any column-specific color labels as a custom field zstream_board_column__c on each task. If the customer uses Z-Stream's board view in production, we recommend creating Asana Sections per column and assigning tasks during migration. Column color labels map to a text custom field since Asana does not natively support column colors on Sections.

Z-Stream Time Entries are tied to Tasks and Users with hours, date, and optional notes. Asana has no native time entry object on Starter or Advanced; it requires the Timesheets add-on (Advanced and Enterprise). We map time entries to custom fields (time_entry_hours__c, time_entry_date__c, time_entry_notes__c) on the Task for Starter and Advanced migrations, or to the native Timesheets add-on if the destination workspace has it enabled. Hours are stored as decimal numbers; dates are preserved as the original entry timestamp.

Z-Stream attachments stored as file references are downloaded and re-uploaded to Asana via the Attachments API. Asana enforces a 100 MB per-file attachment limit. Files exceeding 100 MB are flagged during scoping and carried as URL references in a custom field attachment_url__c rather than migrated as binary attachments. Large attachment sets are chunked by project to avoid API timeout during the upload phase.

Z-Stream custom fields on Projects and Tasks are discovered during scoping, and the full field schema (name, type, options) is extracted. We map each to a typed Asana Custom Field using the closest matching type: Z-Stream text to Asana text, numbers to number, dates to date, and multi-option values to multi-select or single-select picklist. If a Z-Stream custom field type has no direct Asana equivalent, we store it as a text custom field and document the mapping decision.

Z-Stream comments attach to Tasks with an author, timestamp, and body. Asana stores conversation history as Stories on tasks. We map Z-Stream comments to Asana Stories preserving the author (resolved to Asana User by email), timestamp, and text body. If the author has no matching Asana user, the comment posts under the migration service account and is noted in the reconciliation report.

Z-Stream budget amounts and risk entries are stored as structured fields within Projects or as separate list objects. Asana has no native risk register object. We flatten budget amounts into numeric custom fields (budget_amount__c, risk_score__c, risk_description__c) on the Project. For organizations using Asana Goals, we offer a mapping to Goals with the budget as a metric and risk items as subgoals, though this requires the Advanced or Enterprise plan. We flag the approach choice during scoping.