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Table of Contents

Introduction:

Altosio offers a great tool to migrate project management data from and to several vendors. It allows you to seamlessly switch from one software to the other, with a guarantee of no data loss. The migration software runs in the cloud, so you do not have to worry about installing anything. Everything is accessible from your web browser at https://app.altosio.com. The migration tool is reliable, secure and lightning fast.

What is migrated in an Asana to Asana migration scenario?

  • Workspaces
  • Teams 
  • Projects
  • Permissions and memberships
  • Sections
  • Files with their metadata (created by, created at, modified by, modified at)
  • Messages and comments
  • Tags
  • Custom fields
  • Tasks and subtasks
  • Task details including title, collaborators, assignees description, start date, due date, comments, attachments, completion, tags, checklist, and comments

What to consider?

Moving projects from one Asana workspace to another has never been easier. While most of your data will be migrated, there are a few limitations that you need to be aware of:

  • Asana APIs do not allow the migration of attachments bigger than 100 MB. Attachments that exceed this size will be ignored.
  • Asana APIs do not allow to create of comments on behalf of users. The comments will be migrated and posted as the migration account.

Security

The Altosio software runs in the Cloud and is hosted in Microsoft Azure data centers located in the Netherlands. Altosio is able to provide you with a static IP address from which the migration will run in order to secure your environments with Firewall access accordingly. Please reach out to support@altosio.com to get it. You can also visit our security statement here.

It is also worth noting that the Altosio tool does not store anything internally. It reads data in chunks and pushes them in real time in the target. No data is cached or stored in the hard drive of the servers running the migration. Altosio does however store the unique Ids of files and tasks/cards that are migrated. This allows the customer to rerun the migration without duplicating data.
Altosio’s migration tool does not edit the source environment in any way. It copies the data to the target without altering it. Altosio needs a read-only access to the source.

Requirements

You need to provide an Asana Token that will allow Altosio to read data from your source workspaces and post it into the destination.

Licensing

Each Asana project migration consumes a Standard Planner migration license. The license is automatically allocated to the project and will get burnt as soon as the target project is created.
The license is board based and does not depend on the number of users, tasks or attachments there are in the board.
The migration supports delta passes, which means that you restart the migration several times and it would still consume the same license that was originally assigned to it. Migration licenses are not refundable.
For any further inquiries related to licensing, please reach out to sales@altosio.com

Configuration

  1. Sign up and create your first project

First off, please create an account under https://app.altosio.com, validate it through the validation email, and then log in.
Once you log in, you will land on a home page where you will have to create your project. Click on New Project, give it a meaningful name, and then hit Create.
Click on the project name to open it.

       2. Create your connectors

The next step in the process is to create your connectors. Since this guide is about Asana to Asana migration, we will create two connectors, one for your source Asana environment, and the second for the destination Asana environment.

Click on New connector, choose Source, then Asana. You should provide an Asana Token. Please check this article that explains how to generate it.
Similarly, create your target Asana connector by choosing Target as the connector type, and generating another token from your Target Asana environment.

The creation of a source connector automatically triggers a discovery job of your Asana environment. This job will pull the list of Asana workspaces and projects you have and will fill the mapping table with the usernames of the users using Asana.

             

Pre-migration assessment 

Before running the migration, Altosio provides you with a way to assess your migration. The Audit task allows you to identify on each Asana project if you will hit the limitations mentioned earlier in this guide.
For more information, please reach out to support@altosio.com

Migration

  1. User mappings

Before running the migration, it is very important to visit the mapping table section of your project. In this section, you will find entries for your Asana users already prefilled. You need to add the equivalent email addresses of these users in the destination environment.
The mapping table allows Altosio to correctly map the users in the target. It allows a correct migration of the list of assignees on each Asana task.
With an empty mapping table, the migration would still run, but the list of assignees and followers would not be migrated correctly.

        2. Understand the target fields

In Altosio, you can configure where you want to migrate.

  • Target Plan Name: This is the name of your destination Asana Project. This project does not have to exist. If the project exists, Altosio will migrate the content of the source Asana Project to this existing Asana Project. If it does not, Altosio will create a brand new Asana project with the name provided and will map the permissions.
  • Target Email Nickname: This is the Asana Workspace you are migrating to. The Workspace needs to exist in Asana prior to the migration. You need to provide the correct name of the Workspace you are migrating to, otherwise, the migration will fail.
  • Target Group Name: This is the name of the Asana team in which your Asana project will be migrated/created. This team needs to exist and has to have the list of your users invited to it. If the Team with the provided name does not exist, Altosio will provision the team for you. However, this is not recommended as a newly created team won’t have the team members added, and therefore the permissions will be lost. We recommend that your Asana Teams are pre-created in the target.
  • Target Channel Name: This field is not used for this scenario.
        3. Migrate.
 
Once everything is configured, please get back to your Planner list page, select the board or boards you want to migrate, and then click start.
This action should prompt a selection of target connectors. Select your target Asana connector and click migrate.
The board will remain Queued until it finds a spot on the platform. Once the migration starts, it will show in a “Working” status.
You can click on details to check the logs and the statistics.

 


If the migration succeeds, the status will turn into Success. Otherwise, if there is an issue with the configuration, the migration will show an Error status. Please click on details to check the logs to see the reason behind the error. Eventually, please reach out to our support team at support@altosio.com to seek help if needed.

Post-migration 


 Revoke your Asana tokens

If you are sure that your project is finished and that everything seems to be migrated correctly, you can go ahead and delete your project from the Altosio platform. Inactive projects will be automatically deleted after 3 months of inactivity as per the GDPR regulations.

Once your boards are fully migrated, it is important to revoke your Asana tokens.

Visit this link https://app.asana.com/0/developer-console in both your source and destination environments and revoke the created token.

 Delete your Altosio Project

If you are sure that your project is finished and that everything seems to be migrated correctly, you can go ahead and delete your project from the Altosio platform. Inactive projects will be automatically deleted after 3 months of inactivity as per the GDPR regulations.

Support

Support is done by email at support@altosio.com or over Teams calls.
Altosio support team will assist you throughout your migration project and will be pleased to help you run a successful migration.