In this article, we will review the notes and limitations of the Asana -> Planner Basic (MS Planner) migration.
Please note: Planner Basic sends notifications to all group members about comments, assignments, and when users are added to groups. Because of this, users may receive numerous notifications during data migration to Planner Basic. Please refer to this article to disable them before the migration starts: How to turn off email notifications sent during migrations to Planner Basic.
Microsoft 365 Group and Plan Creation
| Area | Details / Description |
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Target Microsoft 365 group Privacy |
All target Microsoft 365 groups will be created as Public during the migration. If the migration is performed to existing Microsoft 365 group(s), their Privacy setting will not be changed. |
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Asana Project Privacy |
All Asana Projects, Public or Private, will be migrated as Public Planner Plans. |
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Creating Private Planner Plans |
If the Plans need to be created as Private in Planner Basic, Private Microsoft 365 group(s) for those Plans should be created in the target tenant before the migration, and the corresponding Migration Settings should be selected to create the migrated Plans in the existing Private Microsoft 365 group(s). Alternatively, the Microsoft 365 group Privacy setting may be changed as needed after the migration. |
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Migration to an existing Microsoft 365 group |
If the migration is performed to an existing Microsoft 365 group(s), the Planner Basic connection account should be a member or an owner of that group. |
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Workspace/Team Members with ‘Migrate all source Workspace/Team members’ |
Mapped users who are Members in the Workspace or Teams for the selected Projects, but are not added to the Project Members, are added as members of the corresponding target Plan and Microsoft 365 group if the ‘Migrate all source Workspace/Team members’ migration option is selected. |
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Maximum Plans per Microsoft 365 group |
A maximum of 200 Plans can be created in one Microsoft 365 group. |
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More than 200 Projects with ‘Create all Plans in one group’ |
If the ‘Create all Plans in one group’ migration setting is selected and the total number of Projects to migrate is more than 200, only 200 Projects will be migrated as Plans to a new Microsoft 365 group. The remaining Projects will fail. |
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Existing group with Plans and ‘Create all Plans in one group’ |
If ‘Create all Plans in one group’ is selected and an existing Microsoft 365 group is specified where Planner Plans already exist, only the number of Projects that fit within the total limit of 200 Plans in the group, including the existing Plans, will be migrated. |
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Maximum tasks per migration account |
A maximum of 20,000 tasks can be created by one migration account. |
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Source contains more than 20,000 tasks |
If the source system contains more than 20,000 tasks, the migration should be performed in batches using separate accounts when the maximum number of tasks for one account is exceeded. |
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Maximum groups created by a non-admin account |
A maximum of 250 Microsoft 365 groups can be created with a non-admin user account in the Microsoft 365 tenant. Only the number of groups that fits within the total limit of 250 groups, including existing groups previously created by that user, will be created during migration. |
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Ownership of newly created groups and Plans |
If new Microsoft 365 groups and Planner Plans are created during migration, the Planner Basic migration account will be set as the group and Plan owner and member. |
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‘Created By’ and ‘Last Changed By’ users |
The Planner Basic migration account will be set as the user that created new Plans and tasks in Planner Basic in the ‘Created By’ field and as the last user who updated existing items during migration in the ‘Last Changed By’ field. |
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‘Completed By’ user |
The Planner Basic migration account will also be set as the user that completed a task in the ‘Completed By’ field. |
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‘Completed By’ API limitation |
The ‘Completed By’ field cannot be updated programmatically, so setting it to the migration account is a Planner API limitation. |
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Creation date and time |
The creation date and time for Planner Plans and tasks created during migration will be set to the date when the migration was performed. |
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Last Changed time |
The Last Changed time for a task will be set to the time when the migration was performed and the task was updated. |
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‘Create groups using Project names’ + ‘Create new or merge with existing Plans’ |
If ‘Create groups using Project names’ and ‘Create new or merge with existing Plans’ are selected, and there are existing Plans in Planner Basic with the same names as the migrated Projects, new Plans will not be created for those Projects. Their data will instead be merged into the existing Plans with matching names. |
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‘Create groups using source workspace names’ + ‘Create new or merge with existing Plans’ |
If ‘Create groups using source workspace names’ and ‘Create new or merge with existing Plans’ are selected, and there are existing Plans in Planner Basic with the same names as the migrated Projects, new Plans will not be created for those Projects. Their data will instead be merged into the existing Plans with matching names. |
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‘Create all Plans in one group’ + ‘Create new or merge with existing Plans’ |
If ‘Create all Plans in one group’ and ‘Create new or merge with existing Plans’ are selected, and there are existing Plans in the specified Microsoft 365 group with the same names as the migrated Projects, the data from those Projects will be merged into the existing Plans with matching names. |
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‘Create new and remove existing Plans before creation’ |
If the ‘Create new and remove existing Plans before creation’ migration setting is selected and there are existing Plans in Planner Basic with names matching the selected Project names, those Plans will be removed together with all their tasks before new Plans with the same names are created for the migrated Projects. |
Tasks Migration
| Area | Details / Description |
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Asana Subtask migration options |
Asana Subtasks can be migrated to Planner Basic either as checklist items or as regular tasks. |
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Default Asana Subtask migration behavior |
By default, Asana Subtasks are migrated as a Plan Task Checklist. |
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Data migrated when Subtasks become checklist items |
When Asana Subtasks are migrated as checklist items, the migrated related data includes the task title and task status (Completed/Not Completed). All other data, including assignments, attachments, dates, etc., will not be migrated. |
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Checklist Subtask completion status |
If Subtasks are migrated to a checklist, their Completed/Not Completed status is defined by the default Completed checkmark, regardless of what is selected in Task Field Mapping for the target Progress (Percent Complete) (Type: Number) field. |
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Migrating Asana Subtasks as regular tasks |
To migrate Subtasks as regular tasks, the Checklist field must be removed from Task Field Mapping (see the screenshot below). As a result, Asana Subtasks will be migrated as regular tasks to the same Bucket below their parent task. |
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Task dependencies/hierarchy |
Source task dependencies and hierarchy are not preserved in the target Plan because they are not supported in Planner Basic. |
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Asana Free plan / expired trial and custom fields |
If the Asana account is on the Free plan, or its trial has expired, custom field values are not available for migration because custom fields are locked in the Free plan. Existing custom fields from the selected Projects will still be available for Task Field Mapping, but their values will be skipped during migration when the Asana account is on the Free plan or its trial has expired. |
Note: To migrate Subtasks as regular tasks, you need to remove the following field in the Task Field Mapping: .png)
Assignments Migration
| Area | Details / Description |
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Users are not migrated |
Users themselves are not migrated from the source to the target system. Necessary users whose item assignments need to be migrated should already exist in the target tenant. |
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User Mapping requirement |
Source users should be mapped to target users in the User Mapping section for correct assignment migration. Source and target users with different Display Names and accounts can be mapped; they are not required to fully match. |
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Maximum users assigned to one task |
A maximum of 20 users can be assigned to one task in Planner Basic. Other assignments will be skipped due to this limitation. |
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Existing target task assignments |
If users are already assigned to an existing task in the target Plan that is updated during migration, the source item user assignment will be added to the task and existing assignments will not be removed. |
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Users added to the target Plan and Microsoft 365 group |
Mapped users who are assigned to tasks and subtasks are added as task and subtask Collaborators in the source Projects. Project Owner and Project Members (both with Edit access or Comment-only access) are added as members of the corresponding target Plan and Microsoft 365 group during migration. |
Attachments Migration
| Area | Details / Description |
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Maximum attachments per task |
A maximum of 10 attachments, Files, and Links in total can be added to one Plan task. |
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Migration of item attachments and files |
All item attachments will be migrated to the target system, and files from the source item will be added to the item folder on the group SharePoint site. However, only 10 attachments will be added to a task in Planner Basic, and the remaining attachments will be skipped. |
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Existing target task attachments |
If attachments already exist on an existing task in the target Plan that is updated during migration, file and link attachments from the source item will be added only until the task reaches 10 attachments in total. Other attachments for that task will be skipped. |
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Task Comments |
Task comments are migrated to the target tasks as comments posted by the migration account. The original author of a source task comment and its creation date will be specified in the target comment. |
Labels migration
| Area | Details / Description |
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Maximum Labels per Plan |
A maximum of 25 Labels can be added to a Plan in Planner Basic. |
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Source Project contains more than 25 Labels/Tags |
If there are more than 25 Labels/Tags in the source Project, only the first 25 Labels will be migrated to the target Plan and set to their tasks in correspondence with the source. The remaining Labels/Tags will be skipped. |