Migrate from FotoNotes to monday CRM

FotoNotes containers represent properties or projects. Migrate as monday CRM Account items. Container name maps to Account Name. Property type, address, GPS coordinates, year built, and square footage become custom columns on the account item. Parent container IDs map to Parent Account lookups where FotoNotes hierarchies exist.

FotoNotes work orders migrate as monday CRM items on a dedicated Work Orders board. Work order number, type, priority, status, service date, and description map to corresponding monday columns. The container property maps to a Link to Item column pointing to the parent Account. Original create/update timestamps preserved as custom datetime columns.

FotoNotes contacts (associated with containers or work orders) migrate to monday CRM contacts. Name, email, phone, role, and company name map to standard contact fields. Multiple contacts per container collapse to one primary contact relationship, with others surfaced as linked contact items. Owner resolution by email match against monday users.

FotoNotes vendors are field-service companies assigned to work orders. Migrate as monday CRM contacts tagged as Vendor type, or as items on a dedicated Vendors board. Vendor admin role, contact info, and service categories migrate as custom columns. Vendor-to-work-order assignment preserved via Link to Item column.

FotoNotes service lines (e.g., HVAC inspection at $150/hr) migrate as monday CRM sub-items on the parent work order item. Service description, quantity, unit, unit price, and cost map to sub-item columns. Sub-items capture per-service-line details for cost tracking and client invoicing reference.

FotoNotes containers support unlimited nesting (parent container contains child containers). monday CRM supports a single sub-item level. For FotoNotes setups with multiple hierarchy levels, we document the full nesting structure and present options: flatten to one sub-item level per monday's constraint, or create linked boards to preserve multi-level hierarchy. Customer chooses the strategy before migration runs.

FotoNotes work order templates define default field sets per service type (electrical, plumbing, HVAC). These do not migrate directly. We export the template definitions as a JSON reference file. monday CRM board templates or saved column presets must be rebuilt in monday's template builder using the reference definitions.

FotoNotes photos attached to work orders re-upload to monday CRM as Files on the corresponding item. Each photo is downloaded from FotoNotes and uploaded to monday's file storage, linked to the work order item. File name preserved for traceability. Original upload timestamp preserved in file metadata.

FotoNotes batch PDF reports aggregate multiple work orders into a single downloadable report. monday CRM has no native PDF report generation. The underlying work order data migrates fully; PDF reports must be regenerated using monday's export-to-PDF or a third-party PDF tool post-migration.

FotoNotes comments and activity logs on work orders migrate as monday item Updates. Each comment or log entry becomes an update with the original timestamp, author name, and content text. The full inspection activity history is preserved as a chronological thread on the work order item.

FotoNotes service definitions (service name, type, pricing, unit, cost, margin) exist as standalone records in FotoNotes. Migrate as items on a dedicated monday Services board. These act as a reference library for service line items on work orders. Custom columns capture pricing and unit fields.

FotoNotes containers support custom fields beyond standard property metadata. These migrate as monday CRM custom columns on the Account item. Field data type (text, number, date, dropdown) determines the monday column type selected. Custom field IDs preserved as a mapping reference.

FotoNotes work orders may have custom fields for inspection-specific data (e.g., inspection method, weather conditions, inspector ID). These migrate as monday CRM custom columns on the Work Order item. All custom work order fields are audited during the sample migration before the full run.