Migrate from FotoNotes to Freshsales

Each FotoNotes Property record (Container) migrates as one Freshsales Account. We create custom fields on the Account to store the original FotoNotes Container ID (fotonotes_container_id__c), parent container ID for hierarchy (fotonotes_parent_id__c), GPS coordinates (fotonotes_lat__c, fotonotes_lng__c), photo count (fotonotes_photo_count__c), and job type (fotonotes_job_type__c). The Account Name maps to the Property name. This preserves the full FotoNotes property context inside Freshsales without requiring a separate custom object.

FotoNotes Work Order records migrate as Freshsales Tasks linked to the parent Account (Property). Task Subject becomes the Work Order title. We map FotoNotes status values (New, In Progress, Completed, On Hold) to Freshsales Task status (Not Started, In Progress, Completed, Waiting on someone else) using value mapping. Priority migrates as a custom pick-list field (Task Priority). Scheduling date and completion date store as Task Due Date and custom completion date field respectively. The original Work Order ID stores as fotonotes_work_order_id__c on the Task for traceability.

FotoNotes Inspection records migrate as Freshsales Notes linked to the parent Account. The Note Title becomes the Inspection name. Inspection details, findings, and checklist results map into the Note Body field as structured text. Photo references and attachments from the Inspection re-upload as Freshsales Files linked to the Note. A custom field (fotonotes_inspection_id__c) stores the original FotoNotes ID. Since Freshsales Notes support rich text, formatted inspection checklists render inside the Note.

FotoNotes Customer records — property owners or clients associated with a Container — migrate as Freshsales Contacts linked to the parent Account. Contact name, email, phone, and address fields map directly. A custom field (fotonotes_customer_id__c) preserves the original FotoNotes Customer ID. Customer portal visibility settings from FotoNotes do not have a Freshsales equivalent and are noted for manual configuration post-migration.

FotoNotes Users (internal staff who create and manage Work Orders) and Field Users (technicians who execute work) do not map directly to Freshsales Users — Freshsales system users are licensed seats, not field workers. We migrate User records as Freshsales Contacts with a custom field (fotonotes_user_id__c) and a role flag (is_fotoNotes_field_user__c) to distinguish field technicians from administrative users. If FotoNotes User email matches a Freshsales system user by email, we resolve Owner accordingly for Task assignment.

FotoNotes supports parent-child Container relationships (e.g., a Building as parent, individual Units as children). Freshsales Accounts support a native Parent Account lookup. We map FotoNotes parent container to Freshsales ParentId on the Account object. Child Container records migrate first, then the parent — in the correct sequence — so the ParentId foreign key resolves on insert. A custom field (fotonotes_container_level__c) stores the hierarchy depth for reporting.

FotoNotes photo attachments and documents on Work Orders and Inspections re-upload to Freshsales as Files linked to the parent Task or Note. We download photos from FotoNotes export bundles and re-upload to Freshsales Files, preserving original filenames and capture timestamps. Freshsales file attachment limits apply (25MB per file). Inline images in inspection notes are extracted and re-hosted as separate Files.

FotoNotes Work Order status values (New, In Progress, On Hold, Completed, Cancelled) require value-by-value mapping to Freshsales Task status values (Not Started, In Progress, Waiting on someone else, Completed). Status change timestamps from FotoNotes store as custom datetime fields on the Freshsales Task since Freshsales does not track Task status history natively. This preserves the full work-order lifecycle for audit and reporting.

FotoNotes captures customer and field-worker signatures on Work Orders as image files. These migrate as Freshsales Files attached to the corresponding Task. A custom field (fotonotes_signature_type__c) records whether the signature is from a customer or field user. Freshsales does not have a native Signature field — the attachment approach preserves the artifact and links it to the record.

FotoNotes Report Templates — configurable PDF report layouts with branding and section ordering — have no Freshsales equivalent. Freshsales does not support custom PDF report templates. We export FotoNotes report templates as reference documents and recommend rebuilding the most critical templates in Freshsales or a third-party PDF tool post-migration. This is disclosed upfront so teams budget the rebuild effort.