Migrating to Notion from other productivity tools requires a structured approach to ensure a smooth transition while preserving your existing workflows. Notion’s flexibility as an all-in-one workspace makes it a compelling choice, but the migration process varies depending on your current tool—whether it’s Confluence, Evernote, Trello, or traditional note-taking apps like OneNote. The key to success lies in leveraging Notion’s import tools, understanding its block-based system, and adapting your workflows to its customizable databases and templates. For teams, this means centralizing documentation and project management, while individuals can consolidate notes, tasks, and personal organization into a single platform.

• Confluence to Notion: Use Notion’s dedicated importer for bulk migration of pages, maintaining formatting and structure. Companies like Figma and Boxed have successfully transitioned entire wikis this way ^[1][3].
• General migration steps: Export data from your current tool (CSV, Markdown, PDF, or HTML), then import via Notion’s sidebar settings or slash commands. Supported formats include Evernote, Trello, Asana, and Google Docs ^[7].
• Workflow adaptation: Notion’s block-based system differs from traditional tools. Start with templates for project dashboards, habit trackers, or CRMs to replicate or improve existing setups ^[9].
• Post-migration optimization: Verify imported content, set proper access permissions, and use linked databases to connect related information. Mobile accessibility and integrations (e.g., Slack, Google Drive) further streamline the transition ^[8][9].

Step-by-Step Migration Guide to Notion

Preparing for Migration: Exporting Data from Your Current Tool

Before importing into Notion, you must export your data from the existing productivity tool in a compatible format. The process varies by platform, but Notion supports a wide range of file types, including CSV, Markdown, PDF, HTML, and direct imports from tools like Confluence, Evernote, and Trello. For teams, bulk exports are often critical to maintain continuity, while individuals may focus on selective migration of notes, tasks, or databases.

For Confluence users, Notion provides a dedicated importer that handles entire workspaces or specific pages:

• Export your Confluence wiki as a zip file or use the API importer for bulk migration. The API method is ideal for large-scale transitions, preserving page hierarchies and formatting ^[1][3].
• Notion’s importer supports "thousands of pages" in a single batch, with formatting intact. Companies like Figma have used this to migrate their entire documentation systems without manual reformatting ^[3].
• If using the zip file method, ensure you select the correct pages or spaces in Confluence before exporting. The guide recommends verifying the exported content for completeness ^[1].

For other tools, follow these platform-specific steps:

• Evernote/OneNote: Export notes as HTML or Markdown files. Notion’s block-based system will convert these into editable pages, though complex formatting (e.g., tables) may require adjustments ^[4][7].
• Trello/Asana: Export boards or projects as CSV or JSON files. Notion can import these into database views (e.g., kanban, table, or calendar), though you may need to remap columns to Notion properties ^[7].
• Google Docs/Dropbox Paper: Export as PDF or Word documents, then import into Notion. Text and basic formatting (headings, lists) will transfer, but embedded media or comments may not ^[7].
• Excel/Spreadsheets: Save as CSV files and import into Notion databases. Ensure column headers match the desired properties (e.g., "Task Name," "Due Date") for seamless conversion ^[7].

Limitations to note:

• Confluence API imports are restricted to cloud-based workspaces; self-hosted Confluence requires manual zip exports ^[7].
• PDF imports are in beta and may not preserve interactive elements like hyperlinks or embedded files ^[7].
• Free Notion workspaces have a 5MB file upload limit, which may affect large migrations ^[7].

Importing and Structuring Data in Notion

Once your data is exported, the next step is importing it into Notion and organizing it effectively. Notion’s import process is designed to be straightforward, but the real value comes from structuring the imported content to fit its database-driven workflow. Here’s how to approach it:

Step 1: Access the Import Tool

• Navigate to Settings & Members in the Notion sidebar, then select Import.
• Choose the file type or platform you’re migrating from (e.g., CSV, Evernote, Trello). For Confluence, select the dedicated importer ^[7].
• Upload your file(s). Notion will process the import and notify you upon completion. Large imports may take several minutes ^[3].

Step 2: Organize Imported Content

• For wikis/documentation (e.g., Confluence): Imported pages will appear as a nested hierarchy in Notion. Use the page tree to rearrange sections or merge related content. Notion’s drag-and-drop interface simplifies restructuring ^[1].
• For task management (e.g., Trello/Asana): Imported CSV files will create a database (e.g., table, board, or list view). Customize properties (e.g., add "Priority" or "Assignee" columns) to match your workflow ^[7].
• Example: A Trello board imported as CSV can become a kanban board in Notion with columns like "To Do," "In Progress," and "Done."
• For notes (e.g., Evernote/OneNote): Imported files will become individual Notion pages. Use templates (e.g., meeting notes, research logs) to standardize formatting. Link related notes using Notion’s backlinking feature ^[4][9].

Step 3: Enhance with Notion-Specific Features

• Databases: Convert static lists (e.g., Excel rows) into interactive databases with filters, sorts, and linked views. For example, a project tracker can show tasks by deadline, assignee, or status ^[9].
• Templates: Use Notion’s 100+ starter templates for common workflows (e.g., product roadmaps, CRM systems). Companies like Boxed use templates to standardize documentation across teams ^[3][8].
• Integrations: Connect Notion to tools like Slack (for notifications), Google Drive (for file embedding), or Everhour (for time tracking) to extend functionality ^[9].
• Permissions: Set page-level access to control who can view or edit content, mirroring the security settings of tools like Confluence ^[1].

Step 4: Verify and Optimize

• Check for errors: Review imported content for formatting issues (e.g., broken tables, missing images). Notion’s support guides recommend spot-checking a sample of pages ^[1].
• Archive old content: Use Notion’s archive feature to declutter active workspaces while retaining access to historical data ^[9].
• Train your team: For team migrations, host a workshop to demonstrate Notion’s features (e.g., slash commands, database relations). Highlight differences from the old tool (e.g., Confluence’s static pages vs. Notion’s dynamic blocks) ^[3].

Post-Migration: Adapting Workflows to Notion

This section is intentionally omitted to focus on the most critical aspects of migration: exporting data and importing/structuring it in Notion. The provided sources do not contain sufficient detail on long-term workflow adaptation beyond initial setup.