Migrate from Vortex Field Software to monday CRM

Each Vortex work order becomes a Monday item on the Work Orders board. The work order number maps to a Text column. Status maps to the Monday Status column. Original create date, last-modified date, and assigned technician migrate as custom columns.

Vortex customer records (name, email, phone, company, address) map to Monday items on a Contacts board. The Primary Contact flag migrates as a Checkbox column. Multiple contacts per work order use the People column on the linked Work Orders board item.

Company records map to a Companies board in Monday. Parent-company relationships become a Link to Item column. Industry, employee count, and annual revenue fields become Number or Dropdown columns. Each company item can link to related Contact items. Subsidiary relationships are maintained through bidirectional links, enabling users to navigate from parent companies to their child entities directly within the board.

Asset records (serial number, model, location, install date, warranty expiry) become items on an Assets board. The asset's linked work orders use a Link to Item column pointing back to the Work Orders board. Asset status (Active, Under Maintenance, Retired) maps to a Status column.

Vortex service contracts map to a Contracts board. Contract terms (start date, end date, SLA response window, billing frequency) become Date and Number columns. The linked customer company and asset items use Link to Item columns. This structure allows teams to view all contracts associated with a customer or asset directly from the related board, improving visibility into service commitments and renewal dates.

Vortex technician records (name, email, phone, certifications, service areas) map to Monday users if they will log in, or to items on a Technicians board if they are reference records. Certification flags become Checkbox columns. Assigned work orders link via the People column.

Vortex work order line items (parts, labor, travel charges) map to Monday subitems on the parent work order item. Part number, quantity, unit price, and line total become Number and Currency columns on the subitem. Monday subitems inherit the parent item's Links.

Historical service entries per asset in Vortex become Updates or Activity Log entries on the corresponding Asset item in Monday. Original service date and technician name are captured in the update text or as columns on a linked sub-board. This preserves the complete maintenance history for each asset, allowing service teams to review past work without accessing the legacy Vortex system.

Vortex custom pick-list fields (service type, priority, skill required, dispatch zone) map to Monday Dropdown or Status columns. The exact values are translated value-by-value. If a value has no Monday equivalent, it is created as a custom Dropdown option. All pick-list metadata is preserved during migration to maintain reporting continuity and ensure dashboards built on these fields continue to function correctly after cutover.

Vortex custom date fields (next service due, last inspection, warranty expiry) map to Monday Date columns. Datetime fields with time components use a text-formatted column since Monday Date columns are date-only. This ensures all temporal data is preserved in the migration, with clear labeling for date-only versus datetime fields to prevent confusion during daily use. Timezone considerations are documented for fields where local time accuracy matters for scheduling.

Vortex attachments on work orders and assets are re-uploaded to Monday as File column values on the corresponding items. Large files (>25MB) are flagged for manual upload. Inline images in service notes are downloaded and attached as files. All file metadata (original filename, upload date, file size) is preserved in the migration audit log. Teams receive a checklist of flagged large files to complete manually before go-live to ensure no attachments are lost during the transition.

Vortex scheduling windows with technician availability slots and optimized routing have no Monday CRM equivalent. This data cannot migrate — it is exported as a reference CSV for manual scheduling re-entry. Monday's timeline and calendar views can be used to rebuild time slots manually.