01 / Migration and setup
Choose the path for the source system
ClickUp and Asana use source API authorization through the import workflow. Trello and CSV use an uploaded export file. These are one-time imports. Updates stay in Flowboard after your chosen cutover date. Keep authorization inside the supported product process and do not send personal tokens or passwords in a support email.
Invite or establish the relevant workspace members before reviewing assignment matching. The importer needs a recognizable destination person; it should not guess that two unrelated names represent the same teammate. After the run, inspect unassigned tasks as a specific review category rather than assuming that successful task creation means ownership was preserved.
| Source | Main mapping | Boundary to review |
|---|---|---|
| ClickUp | Lists to projects; tasks and supported subtasks to tasks | Space and Folder hierarchy flattens |
| Asana | Projects, sections, tasks, and supported subtasks | Deeper subtask structure is flattened |
| Trello | Boards to projects; lists to sections; cards to tasks | Labels and attachment references become description context |
| CSV | Rows mapped to tasks, contacts, or projects | Column mapping and input quality determine the result |
02 / Migration and setup
Understand the hierarchy before judging the result
ClickUp lists become projects, with supported task and subtask mapping up to the documented depth. Space and Folder layers do not become equivalent hierarchy in Flowboard, and imported tasks do not gain sections merely because their source was organized that way. Review status and priority mapping as well as the task titles.
Asana projects and sections have a corresponding mapping, and one level of subtasks remains child tasks. Deeper subtask context is flattened into the title rather than retained as the same nested structure. Trello lists become sections and checklist items become subtasks. Closed or completed states need inspection because the source's list names and closed-list behavior affect what is imported or skipped.
03 / Migration and setup
Decide what stays in the source archive
The documented import limits exclude comments, historical time entries, and custom fields. Attachment references may be appended as links in task descriptions rather than copied into Flowboard file storage. A link still depends on access to its original destination, so test it before retiring the source account or changing its permissions.
These limits have practical financial consequences. Historical time that remains in the old system will not automatically appear in Flowboard's project cost calculations. Decide how to preserve and reconcile the historical record, and avoid presenting a newly imported project's partial time history as the full economics of the engagement.
04 / Migration and setup
An illustrative pilot before a wider move
Imagine an agency with forty active and archived client projects. Instead of importing everything first, it selects one project containing representative statuses, a few subtasks, multiple assignees, and attachment links. The team records the expected task count and identifies the historical comments and time that must remain accessible elsewhere.
After import, it compares the created and skipped counts, reviews any row-level errors, checks task ownership, and opens the linked attachments. It also checks whether the resulting structure is understandable to the people who will use it. This illustrative pilot does not promise a particular completion time. Source quality, volume, and required cleanup determine how much work the move needs.
| Check | What to compare | Why it matters |
|---|---|---|
| Counts | Expected versus created and skipped records | Finds missing work |
| Structure | Sections, subtasks, and statuses | Confirms the plan remains understandable |
| Ownership | Source assignees versus matched members | Prevents invisible responsibility gaps |
| History | Comments, time, and linked files | Preserves context outside the import |
05 / Migration and setup
Review errors and rollback deliberately
Import jobs report created and skipped records, and row-level failures provide an item and reason within the documented logging limit. A nonzero skipped count deserves investigation. A completed job means the process finished; it does not necessarily mean every source item became a destination record.
Imported records carry a batch identifier, and an authorized Owner or Admin can roll back the supported records created by that batch. Review the scope before using rollback, particularly after teammates have begun working with imported content. Rollback is a batch operation, not a general promise to reverse every later edit or restore the source system to an earlier state.
06 / Migration and setup
A practical cutover sequence
Agree when the team should stop editing the old operational record and begin using the new one. An import without a clear cutover can leave two competing versions of the plan.
Inventory and preserve
List the active work and historical records that matter. Save appropriate exports and confirm how excluded data will remain accessible.
Prepare the destination
Set up the workspace, relevant members, and naming conventions. Understand the source mapping before importing.
Run and inspect a pilot
Use representative records, review counts and errors, and test ownership, structure, statuses, and attachment access.
Cut over with a clear owner
Complete the agreed move, tell the team which system is authoritative, and keep a short list of remaining cleanup or reconciliation work.
THE PRACTICAL DETAILS
Questions, answered.
Is an import an ongoing integration?
No. Imports bring existing records into Flowboard once; later changes in the source system are not synchronized. Define a cutover so the team knows which system owns the current work.
Will historical time and comments transfer?
The documented importer limits exclude historical time entries and comments. Preserve those records in an accessible archive and plan any financial reconciliation separately. A newly imported project may therefore have an incomplete historical cost picture inside Flowboard.
What happens to attachments?
Attachment references can arrive as links in task descriptions rather than copied files. Test the links and their permissions before retiring the source system. Linked files remain in their original storage, so preserve that access or move the files separately.
Can we undo a problematic import?
Owner or Admin users can use the supported batch rollback for records created by the import. Inspect the batch and downstream work before doing so. It is not a universal undo for later edits or changes made outside the imported records.
What if our current tool has no dedicated importer?
CSV provides a mapped path for supported record types such as tasks, contacts, and projects. Review the export's fields and run a small sample first. A spreadsheet export does not guarantee that every source-specific field or relationship has a destination equivalent.