In this article, we will review the migration steps of the Planner -> Asana migration scenario.
Please note: All information in this article also applies to the Planner (basic plans) -> Asana migration scenario.
To launch the migration from Planner to Asana, you will need to take several steps:
Step 1 - Connect to source and target systems
To start the migration process, perform the following:
1. Open the Project Migrator home page and select the 'Planner -> Asana' or 'Planner (basic plans) -> Asana' migration scenario.
2. Click on the 'Connect' button to connect to your MS Planner or Planner (basic plans) account.
Provide your credentials and log in to Planner using your Office 365 account.
If you connect to Planner for the first time, Global Administrator consent is required.
Before adding a connection for the first time, Office 365 tenant Global Administrator consent (Admin Consent) is required to grant Project Migrator app permissions to access Office 365. Admin Consent should be granted to Project Migrator only once. When the consent is granted by Global Admin, any other Planner Account (that meets the requirements described in the 'Account requirements' article) can be used to add more connections within the same Office 365 tenant.
If you use an account that does not have Administrator permissions to add a Planner connection for the first time, the 'Need Admin Approval' window will be opened instead. The 'Need Admin Approval' window may be opened after the login attempt. This window appears in case it is not allowed by your organization for users to add apps to the Office 365 tenant without admin approval.
In this case, contact your Planner application Global Administrator for Admin Consent, it is required to grant Project Migrator app permissions to access Office 365.
When the credentials are added once, they are encrypted and stored for your convenience. The next time when you need to launch the migration process you can select from the list of credentials added before.
If you need to change the account you have provided click on the 'Change' button.
3. Click on the 'Connect' button to connect to your Asana account.
4. Provide your credentials and log in to Asana. For detailed information about the target account requirements for Asana please refer to this article.
Any active Asana user account can be used for the connection to the Asana environment as the target system. An account with the Admin role is not required. Migration to Asana Workspaces/Teams and Projects will be available depending on the connection account access level in Asana.
Click 'Allow' in the 'Grant Permission' window that appears.
Select the whole organization or a specific workspace for migration. If you select an organization, then all workspaces from the list will be available for migration.
Click Proceed.
When the source and target systems are added and connected you can proceed to the next step and select source data for migration.
Step 2 - Select source data
Project Migrator allows selecting all data for migration or only the required items from the list.
All – all Planner Plans where the source connection account is added as a member will be migrated.
Selected – only the Plans which you select from the Available Plans list will be migrated.
Click on the 'Selected' radio button to select the plans.
Available Plans window will be opened displaying the available projects for selection. There are several fields on this page that you can use to filter the information out and make the selection faster.
Select the required plans from the list and click the 'Add Selected' button.
Please note: If you have not purchased any subscription plan yet, a free plan (for 2 projects) will be applied. If you have exceeded the limit of projects that you can select for migration according to your subscription plan (free or paid one), you can upgrade your plan from this page directly by clicking on the 'Upgrade to (number) of projects plan' button.
For more information please refer to the 'Project Migrator Subscriptions' article.
When the items are selected, you can proceed to the next step: Step 3: Object Mapping.
Step 3 - Object Mapping
1. Migration settings
Migration settings (Organization)
Team Creation Mode: In this section, you can select whether to create separate teams from Planner groups, create teams using Plan names, or create all projects in one team (new or existing).
Create Teams using source M365 Group names: If this team creation mode is selected, Microsoft 365 group names will be used to create teams in the Asana organization.
Create Teams using Plan names: If this team creation mode is selected, Plan names will be used to create teams in the Asana organization.
Create all Projects in one Team: If this creation mode is selected, all projects will be created in one Team. In the 'Team Name' field, you need to provide the name of an existing Team or a new one where all projects will be created.
Project creation mode: In this section, you can select how projects should be created if the projects with the same names as migrated Plans already exist in the corresponding Team(s) in the Asana organization.
'Create new or merge with existing Project' option allows creating new Projects or merging the data to the existing Projects with the same names as Plans if any exist in the Team.
'Create new and remove existing Projects before creating' option allows creating new Projects from scratch deleting the existing ones with the same names as the source Plans if any in the Team. In this case, existing Projects with names that match selected source Plan names will be removed together with all their tasks.
Please note: all members of the source Microsoft 365 groups and Plans will be added as Members to the corresponding Team in the Asana organization with any Team creation mode selected
Please note: all members of the source Microsoft 365 groups and Plans will be added as Members to the corresponding Projects in Asana with Edit permission (shared with Edit permission), with any Team creation mode selected if the corresponding users exist in the target system and are mapped.
Target System account will be set as project owner for all migrated plans.
Mapped users, assigned to tasks in the source Plan will be assigned to project tasks, with any Team creation mode selected. If the user assigned to a task in the source plan is not a group member, he will be assigned to the target task but will not be added to the project (will not be shared with).
Please note: as all group members are added to the target Team in the Asana organization (if the corresponding users exist in the target system and are mapped), you may exceed paid Active Member seats after migration if migration is performed to the existing Business/Premium Team. To avoid this please:
- Pay attention to the User Mapping and map only the user number which does not exceed paid active member seats.
- Check all teams after migration in case of any seat exceeding and remove extra users.
Please refer to the Migration Limitations and Notes article.
Migration settings (Workspace)
All selected plans will be migrated to the workspace the target account has connected to.
Project creation mode: In this section, you can select how projects should be created if the projects with the same names as migrated Plans already exist in the corresponding Workspace.
'Create new or merge with existing Project' option allows creating new Projects or merging the data to the existing Projects with the same names as Plans if any exist in the Workspace.
'Create new and remove existing Projects before creating' option allows creating new Projects from scratch deleting the existing ones with the same names as the source Plans if any in the Workspace. In this case, existing Projects with names that match selected source Plan names will be removed together with all their tasks.
Please note: all members of the source Microsoft 365 groups and Plans will be added as Members to the corresponding Projects in Asana with Edit permission (shared with Edit permission), with any Workspace creation mode selected if the corresponding users exist in the target system and are mapped.
Target System account will be set as project owner for all migrated plans.
Mapped users, assigned to tasks in the source Plan will be assigned to project tasks, with any Workspace creation mode selected. If a user assigned to a task in the source plan is not a group member, he will be assigned to the target task but will not be added to the project (will not be shared with).
2. Project Field Mapping
In this section, you can review Project field mapping. The Plan name corresponds to the Project name and the Bucket name to the Section name.
3. Task Field Mapping
This section is used to map task fields from Planner to the target Asana system. In this section, you can review which fields are migrated from the source Planner system to the target one.
The task field mapping can be edited and adjusted to a particular migration scenario to include all needed source task fields or remove unnecessary ones.
You can also check the Multiple checkbox and select several fields for mapping.
If you select several source fields for mapping, you can also select the Join Values option. In this case, values from all the selected source fields will be added to the target field.
In case the Use First Found option is selected, the values from the first mapped item field, found in the source Project, will be migrated to the mapped target item field.
If a custom field that allows having multiple custom values (e.g. field of the Drop-down type) is selected for mapping, check the Use Custom Lookup option to map particular values of the source task field with values of the target field.
The Use Custom Lookup option is recommended to use for mapping values of such fields as ‘Progress (Percent Complete)’ and ‘Priority’ that have a set of predefined values which may differ between the source and target systems. Existing custom field values can be selected in the field drop-down menu.
If you do not need to migrate any of the field values, you can remove such fields from the mapping.
4. Users Mapping
This section is used to map the users from Planner to the Asana system.
Please note: User mapping will include users from the connected Workspace or Organization.
Please note: The users cannot be migrated from Planner to Asana. User accounts should already exist in the target environment before the migration starts. In this case Project Migrator will find the required users by their names and will map them automatically to migrate the assignments and other resources data to the target Asana environment.
It is possible to map the users manually, if the users were not mapped, you can find the required user manually in the User Mapping section.
User Mapping can be exported to an Excel file. You can map the users in the Excel file if needed and upload the mapping from the Excel file to Project Migrator, User Mapping section.
If there is no corresponding account on the target system (Asana), then the line with such a user will be highlighted in red and will have 'Not Mapped' status. Such users will not be taken for migration.
If there is incomplete correspondence for some of the users (for example, the email is the same but different user names), they will have the ‘Partial Match’ status and will be marked with yellow color. Pay attention to such lines and correct the mapping if needed.
If there is complete correspondence found, such users will be marked with green color with the 'Match' status.
You can review the mapping summary at the top of the section.
Step 4 - Launching the migration process
When you complete all steps: set up the connection between source and target, select data for migration, and perform mapping you can launch the migration process.
To launch the migration process click on the 'Proceed' button under the 'User Mapping' section.
Migration Summary window will be opened. Review the information in the Migration Information section and click the 'Start Migration' button to launch the migration process.
Please note: If you have not purchased any subscription plan yet, a free plan (for 2 projects) will be applied. If you have exceeded the limit of projects that you can select for migration according to your subscription plan (free or paid one) and did not upgrade your plan while selecting the projects, you will see the 'Proceed to Checkout' button instead of the 'Start Migration' one. You can upgrade your plan by clicking on this button and then launching the migration process.
Data Migration Summary window will be opened displaying the Summary Information and the progress for the migrated groups and Projects as well as Migration Settings and Mapping.
You can close this window.
The operation details will appear on the Home Page at once in the Migration History section. You can track the migration status here as well.
You can always click on the migration to open the Migration Summary page and review the details for your migration. Also, the migrated plans can be opened and reviewed in the Asana system from the Migration Summary page.
