Migrate from FotoNotes to HighLevel

FotoNotes containers (properties) map directly to HighLevel Companies. Property name becomes Company name, address fields map to the address compound field, and the container ID is stored as a custom field (Source_Container_ID__c) for traceability back to FotoNotes. This mapping also preserves the original creation timestamp in a separate custom datetime field for audit purposes.

Work orders (containees) translate to HighLevel Opportunities with custom fields capturing the original work order type, status, and priority. The parent container ID maps to the related Company via HighLevel's custom relationship field so the property-opportunity link is preserved, ensuring that historical inspection context remains accessible after migration.

FotoNotes customers who can view assigned projects map to HighLevel Contacts. Customer name, email, and phone transfer directly. The customer's associated container (property) maps to the related HighLevel Company via the custom relationship field. Additionally, any portal‑level permissions associated with the customer record are recorded in a custom text field (Portal_Permissions__c) for future reference in HighLevel's access‑control configuration.

Field users who complete inspections map to HighLevel Contacts. Their role (Field User) is stored as a custom pick-list field (Field_User_Role__c) since HighLevel does not have a native field-user role concept. Email and phone transfer directly. The migration also captures the user's last inspection date from FotoNotes and stores it in a custom datetime field (Last_Inspection_Date__c) on the Contact record for performance tracking.

FotoNotes vendor records map to HighLevel Contacts with a custom field (Vendor_ID__c) storing the original FotoNotes vendor identifier. Vendor admins and vendor field users both land as Contacts with role-stamped custom fields. Additionally, the vendor's primary service category is recorded in a custom pick-list field (Vendor_Service_Category__c) to support segmentation and routing of work orders within HighLevel's pipeline.

FotoNotes photos attached to work orders download and re-upload to HighLevel as Files attached to the corresponding Opportunity. Photo flag status (flagged/unflagged) migrates as a custom pick-list field (Photo_Flag_Status__c) on the file record. The original photo capture timestamp is preserved in a custom datetime field (Photo_Capture_Date__c) on the File record to maintain the temporal context of each inspection image.

Work order comments migrate as HighLevel Notes attached to the Opportunity. Original author (field user or vendor) maps to the Note owner field, and the comment timestamp is preserved in the Note creation date. If a comment contains an @mention of another user, the mention is converted to a note tag in HighLevel to preserve collaborative context.

FotoNotes templates that define work order structure (containee types, display lines, required fields) have no direct HighLevel equivalent. We preserve template definitions as a JSON export for reference when rebuilding HighLevel custom field configurations. The JSON also includes any conditional logic or field dependencies originally configured in the template, which can inform automation rules in HighLevel's Workflows builder.

FotoNotes batch PDF reports and bulk exports are file outputs, not data objects. These are not migrated as reports; the underlying work order data migrates to HighLevel so reports can be rebuilt using HighLevel's reporting tools. Any specific report layouts, column order, or grouping preferences are documented in a reference CSV that your team can use as a blueprint for recreating the reports in HighLevel.

Any custom fields defined on FotoNotes containers (properties) are created as custom fields on the HighLevel Company object (e.g., Property_Type__c, Inspection_Schedule__c). Field type mapping follows FotoNotes type-to-HighLevel type correspondence. If a FotoNotes field uses a pick‑list, the allowed values are imported as HighLevel pick‑list options, preserving the original set of choices for downstream automation conditions.

Custom fields on FotoNotes work orders (containees) become custom fields on the HighLevel Opportunity (e.g., Inspection_Result__c, Priority_Level__c). Pick-list values map value-by-value to HighLevel pick-list custom fields. For any numeric or currency fields, FlitStack AI ensures that the field’s precision and scale match the original FotoNotes definition to avoid data truncation during migration.

FotoNotes activity log entries recording work order status changes, assignments, and completions migrate as HighLevel Tasks attached to the Opportunity, preserving the original timestamp and assigning to the resolved HighLevel user by email match. If an activity entry references a vendor or field user not yet present in HighLevel, FlitStack AI creates a placeholder Contact record with the original identifier to ensure no activity history is lost.