I made the mistake of creating a new custom field (Notes) in each of my project instead of using the Notes field in the library. This means when I export data across projects I get multiple Notes columns. I’d like to fix this without having to manually move all the data from one field to another in all my projects. Is there a way to “switch out” the field to make this all work?
Hi @Mark_Rubin, thanks for reaching out!
Thanks in advance for your help!
So the only way to do this may be to add the library-available customer field to each project and copy the data from one field to the other one by one?
So I understand what you’re doing, what do you mean by “when I export data across projects”?
Assuming your answer doesn’t suggest any other idea, all I can think of now is:
- doing manually as you just wrote, or
- perhaps exporting/importing to a new project using CSV and re-mapping directly into the correct custom field, assuming you can fully recreate the project this way (you’ll lose comments and probably some other stuff I’m forgetting), or
- maybe there’s a way to remap with a somewhat complex Zapier recipe.
A variant of what @lpb suggested would be to use Unito - it lets you sync two projects, so you would create a new project for each existing one, tell it to sync from the existing project to the new one. When you set up a sync it lets you map fields so that’s where you could map the custom field to the new library-based one.
Exporting data across projects is actually where this all started. I want to be able to see everything my team has due across all our projects - like My Tasks but for each person on my team. To do this we do a search of all tasks on all projects and export it. This is where we noticed each project had it’s own “Notes” field, and others.
Given all your suggestions I think the easiest thing is going to be to:
- Make sure we use Library fields for common data going forward
- Maybe manually move the data for some of our most important projects
- Use Excel “concatenate” to “fix” the problem for now
As projects end #1 above will make sure this issue becomes less impacting.
This is my first topic and I appreciate all the support so quickly. If you have any ideas about my initial issue, the My Tasks for others, please let me know or I can open a new topic.
Unless you need to for some other reason, I’d eliminate the step of exporting. In your saved advanced search report, refine it to Add Filter > Add Custom Field for the library Notes field, and sort the results by Assignee.
If you need more flexibility, consider (disclaimer: I’m the creator):
I’ve installed Asana2Go and I’ll try it out as a non-export solution. With it’s filtering and access to custom fields I’ll probably not need to use Excel. Thanks, Larry.