Migrate from FotoNotes to Microsoft Dynamics 365 Sales

Each FotoNotes Property record maps to a Dynamics 365 Account. Address fields on the property map to Account.Address and Account.City/State/PostalCode. Parent/child property hierarchies map to Account.ParentAccountId for multi-building portfolios. We also preserve the original property identifier in a custom field (Original_Property_ID__c) to support traceability and future delta migrations.

When FotoNotes Properties represent physical sites within a corporate Account (e.g., 12 buildings under one company), we create a custom Site table in Dynamics with a lookup to Account. This preserves the container hierarchy while keeping the CRM relationship intact.

Work orders map to Dynamics Opportunities. The work order name becomes Opportunity.Name; status maps to Opportunity.StatusCode; estimated completion date maps to Opportunity.CloseDate. If FotoNotes stores monetary amounts (e.g., repair estimates), those map to Opportunity.EstimatedValue. We also capture the original work order ID in a custom field (Original_WO_ID__c) for reference and to enable delta sync during cutover.

For teams needing work-order specifics beyond CRM fields (e.g., vendor assignment, trade type, permit number), we create a custom WorkOrder table in Dataverse with a lookup to Account. This requires Sales Enterprise licensing for unlimited custom tables. The table includes fields such as Trade_Type__c, Permit_Number__c, and Vendor_Assignment__c to capture detailed work-order attributes.

FotoNotes Work Order Types (e.g., Plumbing, Electrical, HVAC, Inspection) map to a custom picklist on Opportunity or WorkOrder. Value-by-value mapping required — we preserve the FotoNotes type labels and your Dynamics admin assigns icons/status colors per type. This ensures that reporting filters can distinguish service categories across all migrated work orders without manual data entry.

The person listed as the primary contact on a FotoNotes work order migrates as a Dynamics 365 Contact record, linked to the Account (Property). Contact name, phone, and email map directly. Multiple contacts per work order become Contact records with the WorkOrder lookup.

FotoNotes vendor and field user assignments are not Dynamics Users (those are internal staff). We create Contact records for vendors and map the FotoNotes role type to a custom Vendor_Role__c picklist on the Contact. Dynamics Users get resolved by email match for internal staff.

FotoNotes photos download from FotoNotes cloud storage. We re-upload them to SharePoint Document Locations linked to the corresponding Account or WorkOrder record in Dynamics. Photo filenames preserve the original naming convention. Batch uploads run in 500-file sequences to stay within Power Platform API limits.

FotoNotes work order comments and the Activity Log stream map to Dynamics Note records (not Activities) with notetext capturing the comment body, createdon preserving the original timestamp, and modifiedby resolving to a Dynamics User by email. Status-change entries in the log become custom Activity records.

FotoNotes batch PDF reports generated at migration time are downloaded and stored in a dedicated SharePoint Document Library linked to the Account. These are reference-only — they do not become Dynamics records but are accessible from the Account form. The library uses a consistent folder structure mirroring the original FotoNotes batch report hierarchy for straightforward retrieval.

FotoNotes saved dashboard views and custom portal views have no Dynamics equivalent. We document the view names and filter criteria as a reference sheet for your Dynamics admin to recreate in Dynamics Sales app dashboards. This reference includes column layouts, sort orders, and any conditional formatting applied in FotoNotes, enabling the admin to replicate the user experience.

FotoNotes work order templates (which auto-populate container fields into new work orders) do not migrate. We export template field names and default values as a structured JSON file; your Dynamics admin uses this to build Power Automate templates or classic workflows in Dynamics.