Migrate from KeyedIn to Microsoft Dynamics 365 Business Central

KeyedIn Projects map to Dynamics 365 Project Service Automation msdyn_project or Business Central Job entities depending on the destination module. We preserve Project name, status, start and end dates, project manager (Owner), and budget summary. The KeyedIn project hierarchy — where sub-projects exist under a parent — maps to a parent Project lookup in PSA or a Job Connection in Business Central. Standard fields (Project Stage, Team, Contract) are configured before migration. The dedupe key is a composite of Project name plus KeyedIn internal ID stored in a custom field keyedin_id__c for audit traceability.

KeyedIn Tasks map to PSA Project Tasks or Business Central Job Task Lines with the parent-child hierarchy preserved via the Parent Task lookup. We write parent tasks first in topological order to satisfy the lookup reference, then child tasks. Start and due dates, percent complete, scheduled hours, and assignee all transfer directly. Task-level cost rates migrate as part of the pricing dimension setup in PSA before the resource plan phase begins.

KeyedIn Subtasks (the third level of Project > Task > Subtask) cannot be natively represented as a three-level hierarchy in Dynamics 365 PSA, which supports two levels by default. We flatten Subtasks as child tasks under the parent Task in PSA, adding a custom field keyedin_level__c set to 'subtask' to preserve the original nesting level in the source. The customer decides during scoping whether to keep this flattened structure or consolidate Subtasks into task notes for cleaner project views.

KeyedIn Resources that are People entities map to PSA Bookable Resources or Business Central Employees. We resolve Resources by their KeyedIn email address as the dedupe key, creating the Bookable Resource with the bookableresourcecategory matching the KeyedIn Resource role or pool. Inactive Resources in KeyedIn are created as inactive Bookable Resources to preserve allocation history. Resource type (Individual vs Generic Pool) maps to BookableResourceType in PSA.

KeyedIn Resource-to-Project allocation assignments migrate as PSA Bookable Resource Bookings. Each booking captures the resource, project, start and end date, and hours or percentage allocation. Because KeyedIn stores allocation as a separate plane from tasks, we sequence resource allocations after both the Project and Resource records exist in PSA to avoid orphan bookings. Allocation conflicts (same resource overbooked on overlapping projects) are flagged for the customer to resolve before migration.

KeyedIn Portfolios group related Projects for executive visibility. We migrate Portfolio-to-Project associations as a junction lookup table or a multi-select custom field on each Project record, depending on the Dynamics 365 target entity. The Portfolio name is preserved as a tag or label. In Business Central, Portfolios map to a combination of Business Unit and a custom Portfolio field on the Job record. The customer chooses the display strategy during scoping.

KeyedIn Task Plans are structured schedules attached to Projects containing Tasks, Subtasks, and Milestones. We treat the Task Plan as a grouping container and migrate the contained Tasks and Milestones directly into the target Project's task list, tagging each record with a custom field keyedin_taskplan_id__c to preserve the original grouping for audit. If the customer uses Task Plan as a template construct (reusable schedules applied across multiple projects), we document the template pattern for rebuild in Dynamics 365 Project Templates.

KeyedIn standalone Deliverables map to PSA Project Milestones. Each milestone carries the milestone name, due date, status, and a lookup to the parent Project. We apply the deduplication decision (see Gotchas) before writing — only the resolved canonical milestone per conceptual project milestone migrates. Milestones embedded within Task Plans are mapped separately (see Task Plan entry) and the two sets are cross-referenced during deduplication. Milestone status from KeyedIn (On Track, At Risk, Complete) maps to the PSA Milestone status picklist.

KeyedIn Time Entries (hours logged against Tasks or Resources) migrate as PSA Time Entries or Business Central Time Sheet Lines. Each Time Entry carries the resource reference, project, task, date, hours, and billable flag. We resolve the KeyedIn Resource reference to the PSA Bookable Resource or BC Employee. If the destination uses approval workflows on time entries, we migrate with a default Approved status flag and document the approval routing for rebuild in Power Automate.

KeyedIn Enterprise financial budgets migrate as PSA Project Budgets or Business Central Budget entries. Budget amounts, cost codes, and period breakdowns transfer as line items under the budget header, with the KeyedIn Project Budget linked to the corresponding PSA Project. Currency mismatches between KeyedIn and Dynamics 365 are flagged before migration, and the customer specifies the target currency. We validate that the sum of migrated budget line items reconciles to the parent Project budget total reported in KeyedIn, flagging any unreconciled discrepancy.

KeyedIn Risks and Issues (logged at the Project level with severity, status, owner, and description) map to PSA Project Risks or a custom entity. We preserve the parent Project lookup, risk category, probability, impact, owner, and description. In Business Central, which lacks a native risk entity, we use a custom Project Risk table or document the mapping to the Job risk notes. Issue status (Open, Mitigated, Closed) maps to the Dynamics 365 status field with the KeyedIn severity preserved as a custom picklist.

KeyedIn documents and attachments linked to Projects or Tasks are migrated as SharePoint document locations attached to the PSA Project record (via the SharePoint document management integration) or as Notes with the original file name and URL preserved. Actual file blobs are not transferred unless the customer requests a separate blob migration. The document URL from KeyedIn is stored in a custom field keyedin_doc_url__c on the SharePoint document record for reference. Document folder structure is mapped to the PSA SharePoint document library hierarchy.

KeyedIn custom fields on Projects (which vary per tenant) require a discovery scan during scoping to enumerate every unique custom field, its data type, and its picklist values. We create matching custom fields on the PSA Project entity (typed to the source data type — text, number, date, picklist, checkbox) and configure field-level security before migration. Unmapped custom fields are held in a decision log for the customer to specify disposition.

KeyedIn custom fields on Tasks (which vary per tenant) are migrated as custom fields on the PSA Project Task entity. Task-level custom field schemas tend to be smaller than project-level but still require explicit mapping. We validate field type compatibility — KeyedIn numeric custom fields must map to PSA decimal or integer fields, and KeyedIn date fields must not map to text fields.

KeyedIn status values (e.g. Draft, Active, On Hold, Complete, Cancelled) are enumerated values that map to the PSA Project status field or a custom stage field on the Project entity. We create a status mapping table during scoping, validate that all source status values have a destination equivalent, and flag any orphaned statuses that exist in the data but not in the current KeyedIn configuration. Status values that have no direct equivalent in Dynamics 365 PSA are mapped to the nearest status and flagged for customer review.