Migrate from FotoNotes to Salesforce Sales Cloud

FotoNotes Property is a container record for a physical site or asset. Salesforce has no standard Property object. FlitStack creates Property__c with custom fields for property type, status, address components (mapped to the standard compound BillingAddress on Account or a separate Address__c custom object), and original FotoNotes ID preserved as Source_System_ID__c for delta-run deduplication.

FotoNotes Work Order is the primary inspection record. It maps to a custom Work_Order__c object because Salesforce has no native work-order entity in Sales Cloud. The object holds inspection details, template name, status, priority, photo count, due date, geolocation, and a lookup to Property__c. Original FotoNotes create date and last-modified date migrate to custom datetime fields since Salesforce CreatedDate and LastModifiedDate reflect migration insertion time.

FotoNotes Templates define the inspection form structure and field set for a work order type. Template names migrate to a custom pick-list field Template_Name__c on Work_Order__c so the association is preserved. Conditional field logic and required-section rules within a template have no Salesforce equivalent and must be rebuilt as Salesforce page layout configurations or Flow decisions by your admin.

FotoNotes Customers are person records who can view assigned projects. They map directly to Salesforce Contact. A Role_Type__c custom pick-list field (value: 'Customer') identifies the FotoNotes role type on each Contact record. If a Customer shares an email with an existing FotoNotes Contact, both records merge to one Contact to prevent duplicates.

FotoNotes Vendors are third-party company admins or field users assigned to work orders. They map to Salesforce Contact with Role_Type__c set to 'Vendor'. Vendor-specific fields (company name, services offered) map to Contact Account lookup where a vendor company Account exists, or to custom fields on Contact if no Account is present.

Internal FotoNotes users (Portal Admins, Managers, Field Users) are resolved by email match against existing Salesforce Users. Unmatched users are flagged before migration — your team either creates a Salesforce User or assigns records to a fallback owner. FotoNotes user records also surface as Contacts with Role_Type__c = 'Internal Staff' so the full person record exists in Salesforce even if no login license is assigned.

FotoNotes work order status values (e.g., Pending, In Progress, On Hold, Completed, Rejected) are mapped value-by-value to a custom pick-list Status__c on Work_Order__c. Custom FotoNotes status values that have no Salesforce equivalent are flagged during mapping so your admin can add them to the pick-list before migration. Stage-entered timestamps from FotoNotes migrate to a custom datetime field for reporting continuity.

FotoNotes priority values (e.g., Low, Medium, High, Emergency) map to a Priority__c custom pick-list on Work_Order__c. Value-by-value mapping ensures the priority label is preserved exactly as it appeared in FotoNotes. Custom priority values not in the standard set require pick-list addition in Salesforce before migration runs.

FotoNotes photos attached to work orders re-upload to Salesforce Files. Each photo creates a ContentVersion record linked to the Work_Order__c via ContentDocumentLink. Original upload date and uploader (owner) are preserved as custom metadata on the ContentVersion. Note that FotoNotes-specific photo metadata (caption text, flag annotations, geolocation beyond standard address fields) does not transfer — it is preserved in a custom Photo_Metadata__c text field as a reference note for manual reconciliation.

FotoNotes Batch Reports aggregate inspection data across multiple work orders into a PDF. Salesforce Reports do not carry over as configured objects. FlitStack exports batch report metadata (report name, creation date, associated work order IDs, filter criteria) into a custom Batch_Report_Reference__c object. The report logic itself must be rebuilt in Salesforce Reports or a third-party BI tool — this is disclosed upfront so stakeholders can allocate rebuild effort.

FotoNotes comments on work orders and the activity log (record creation, status changes, assignments) migrate to Salesforce Tasks and Notes attached to the Work_Order__c record. Original timestamps, comment authors, and parent Work_Order__c links are preserved. This keeps the full inspection history auditable inside Salesforce.

FotoNotes stores property address (street, city, state, zip, country) and geolocation (latitude/longitude). Street-level address migrates to the standard compound BillingAddress on an Account record linked from Property__c. Latitude and longitude that exceed standard address field precision migrate to custom decimal fields Latitude__c and Longitude__c on Property__c so geolocation is available for map integrations or Field Service Lightning.