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 Trello to Asana migration?
- Workspaces – migrated to Asana Workspaces or Asana Teams.
- Boards – migrated to Asana Projects.
- Personal boards
- Permissions and memberships
- Lists – migrated to Asana Sections.
- Attachments with their metadata (created by, created at, modified by, modified at)
- Cards – migrated to Asana Tasks.
- Task details including title, collaborators, assignees description, start date, due date, comments, attachments, completion, labels, covers, and checklists. Checklists are migrated to Asana as subtasks. Due dates and assignees on checklist items are also migrated.
- Custom fields can be migrated upon request.
What to consider?
Trello and Asana are quite similar in shape. Your users will not find any issue coping up with the changes as both tools look quite the same, and have almost the same functionalities. However, there are some small limitations that you might need to be aware of:
- Attachments bigger than 100 MB cannot be migrated with the Asana API.
- Asana API does not allow having a due date that’s smaller than the start date.
- Asana API requires a start date on tasks that have a due date. If a start date is not specified in the Trello card, Altosio will set a Start date that’s 30 days prior to the due date.
- An Asana Task supports only one assignee, whereas Trello Cards support multiple assignees. If you have a Trello Card with multiple assignees, Altosio will pick the first assignee and assign it to the Asana Task and will assign the rest of the users as followers of the Asana Task.
- Altosio does not have access to attachments that reside in drives like Google Drive. These attachments will be migrated as links.
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.
Requirements
- Trello
From Trello, you need to provide an App Key and Token. These are two values that can be generated quite easily from your Trello environment and will allow Altosio to have a programmatic read access to your boards. Please note that these values allow Altosio to act on behalf of the user that generates them. Therefore, these values allow us to see only the workspaces and boards the user has access to. If you don’t see your source board in the list after the discovery, it is most likely that you don’t have access to it in Trello and you need to be added as a member or owner of the Trello board.
2. Asana
To access Asana, Altosio needs an Asana token to post data into your Asana environment.
Licensing
Each board migration consumes a Standard Planner migration license. The license is automatically allocated to the board and will get burnt as soon as the Planner gets created in the target.
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. The licenses are non-refundable upon purchase.
For any further inquiries related to licensing, please reach out to sales@altosio.com
Configuration
- 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 login.
Once you login, 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 a Trello to Asana migration, we will create two connectors, the source being a Trello connector, and the target being an Asana connector.
a. Create your Trello connector:
Click on New connector, choose Source, then select Trello. You should provide a Trello App Key and Token. These values can be retrieved from your Trello environment. Please check this article that explains how to generate these values.
Once the values are provided, please click Create.
The creation of a Trello source connectors automatically triggers a discovery job of your Trello environment. This job will pull the list of Trello Boards you have and will fill the mapping table with the usernames of the users using Trello.
b. Create your Asana connector:
Under the connectors page, click on New Connector, choose Target, and then select Asana.
You should provide an Asana Token. Please check this article that explains how to generate it.
The creation of connectors is followed by a test connection that ensures that your configuration is correct and that Altosio is able to connect to the source and destination. If your test connections are not successful, please check your token values and make sure your copy-paste the correct values.
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 board if you will hit the limitations that exist between the two environments. The limitations are listed above in this article.
For more information, please reach out to support@altosio.com
Migration
- 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 Trello users already prefilled. You need to add the equivalent email addresses of these users in Asana. Please make sure that the users exist in Asana and are part of the Asana Workspace you are migrating to.
The mapping table allows Altosio to correctly map the users in the target. It allows a correct migration of the files metadata and the list of assignees on each Trello card.
With an empty mapping table, the migration would still run, but the list of assignees will not be migrated correctly.
Please refer to the screenshot below for an example of filled mapping table.
2. Understand the target fields
During a migration to Asana, 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 Trello board 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.
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 connector. 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 the Asana Token
Once your boards are fully migrated, it is important to revoke the tokens. Please revoke the Asana token by deleting it from the same page where it was generated.
Revoke the Trello token
After migration, you need to revoke the token that allows access to your Trello environment. To do that, simply go to https://trello.com/my/account and under Applications, look for the token and revoke it.
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.
