How to Import Projects and Tasks from Other Systems

Vaiz allows you to seamlessly import your projects and tasks from other platforms like Asana, Jira, or YouTrack. This helps you quickly migrate your workflows and continue working without interruptions.

Step 1: Open the Migration Center

Click your space name in the top-left corner to open the space menu, then select Migration center.

Step 2: Choose the Source System

On the Space import page, choose the service you want to import from (e.g., Asana, Jira, Trello, YouTrack or Notion).

Note: in this tutorial, we’ll import from Asana (the flow is the same for other systems).

Step 3: Create an API Token and Paste It

Follow the on-page instructions to generate a token in your source system (example for Asana):

1. Open Asana and navigate to the Workspace you want to use.
2. Click on your profile picture in the top right corner.
3. In the dropdown menu, select My Settings.
4. Go to the Apps tab.
5. Scroll down to the Build new apps section and click View developer console.
6. In the newly opened window, find the Personal Access Tokens section and click Create new token.
7. Create a new token if needed or copy an existing one.

Step 4: Connect to the API

Paste the token into the Paste your Asana API Token here field.
Click Connect to Asana.

Step 5: Select the Workspace

Use the dropdown to choose the workspace to import from.
Then click Continue.

Note: depending on the amount of data, loading may take up to 2 minutes.

Step 6: Review What Will Be Imported

Vaiz shows a review screen with three sections you can fine-tune:

• Members — people from the source system. (They’ll receive email invitations.)
• Projects — source projects to create or map in Vaiz.
• Tasks — tasks from the selected projects.

Note: Each row has a blue checkbox enabled by default. Uncheck items you don’t want to import.

Step 7: Decide Where Each Project Goes

In the Vaiz Projects column, choose how to handle each imported project:

• Keep the default selection to create a new project in Vaiz. The Status will show “Will be created”.
• Or pick an existing Vaiz project from the dropdown to import the data into that project. The Status will update to “Mapped”.

Note: If you're importing multiple projects, set the destination for each one individually.

Step 8: Confirm and Start the Import

At the bottom, Vaiz summarizes how many users, projects, and tasks will be imported (and how many you chose to skip).

Click I confirm and ready to start import. It may take some time.
Click Start import.

Step 9: Track Progress

During the process, the import header shows InProgress and the counters update.

When everything is done, the header changes to Complete and the summary shows final counts.

Step 10: Find Imported Projects

Open the Projects section in the left sidebar, then select the project you chose as the import destination.

Inside that project, go to Boards — you’ll see the board named Imported Board from Asana containing all imported tasks.

Step 11: Start Managing Your Data

On the imported board, you can immediately work with your tasks.
Use the board menu (⋯) to:

• Add task
• Rename group
• Collapse group
• Archive completed tasks
• Hide from board

Completed tasks you don’t need can be archived or hidden from the board (not deleted).

Conclusion

Congratulations! You’ve successfully imported your members, projects, and tasks into Vaiz. You can now continue your work on the Imported Board, organize items as needed, and keep collaborating with your team.