Migrate from Birdview to Trello

Birdview Spaces are the top-level organizational container and can hold child Projects and sub-Spaces. Trello has Workspaces at the top level and Boards as the primary project container. We map each Birdview Space to a Trello Workspace and each direct child Project to a Board within that Workspace. Sub-Spaces are mapped to additional Boards or to Lists within the parent Board depending on the customer's preference documented during scoping. The Workspace name comes from the Space name; the Space description becomes the Workspace description.

Birdview Projects carry status, start and due dates, budget, and owner assignment. We map Project to Trello Board directly, preserving Project name as Board name, Project description as the Board description, and Project status (Active, On Hold, Complete) as Labels on the Board or as a custom field. Owner assignment maps to Board membership in Trello. Dates migrate as custom Date fields on the Board since Trello does not natively track project-level dates.

Birdview Activities are the umbrella term for Tasks, Issues, and Requests, distinguished by an Activity type property. We map all three subtypes to Trello Cards. The Activity type label (Task, Issue, or Request) is preserved as a custom Dropdown field on the Card so the subtype is visible without opening the card. Issue-specific priority and resolution fields migrate as custom Dropdown fields; Request-specific intake form data migrates field-by-field based on the custom form schema enumerated during discovery.

Birdview Portfolios group Projects for executive-level oversight and are available on Enterprise. Trello has no native portfolio concept. We map Portfolio membership to a custom Dropdown field on each Card (set to the Portfolio name) or to a Label color assigned to all Cards within Portfolio-grouped Boards. The customer chooses the grouping strategy during scoping. Portfolio hierarchy (if multi-level) is flattened to a single Portfolio name field; hierarchy itself cannot be preserved in Trello without a manual folder structure outside the tool.

Birdview Time Entries are linked to Activities and Users with a minimum 0:01-hour enforcement. We extract every time-entry record and evaluate whether to carry it into Trello. Option A: migrate hours as a custom Number field on the Card, with the 0:01-hour minimum flagged for each record so the customer can accept or discard the entry. Option B: place time entry details in a card Checklist titled 'Time Log' with the hours and user as checklist items. Option C: document all time entries in a CSV export delivered alongside the migration for use in an external billing tool. We recommend Option A or C for teams that need billing reconciliation; Option B for teams tracking effort only. Open time-entry approval records at migration time are flagged as open items for the customer to resolve before cutover.

Birdview Expenses are tied to Activities and Projects with optional approval workflows on Enterprise. Trello has no native expense object. We extract expense records as structured data (amount, cost center, date, approval status) and map them to Card custom fields (Amount as Number, Cost Center as Dropdown, Status as Text) or to a dedicated 'Expenses' Card within each Project Board. Approval workflow status is preserved as a Text field; pending approvals at migration time are flagged as open items documented in the migration inventory. Expense approval workflows (Enterprise) do not migrate as automation; they are delivered as a written configuration guide for Butler rebuild.

Birdview custom fields are tenant-defined and can exist on Projects, Tasks, and Activities. Trello supports custom fields per board in five types: Checkbox, Date, Dropdown, Number, and Text. During discovery we enumerate all Birdview custom field definitions and map each to the nearest Trello-equivalent type. Fields with types not supported by Trello (e.g., formula, multi-user, currency with formatting) are documented as Text fields with the raw value preserved. Custom field names are truncated to 25 characters per Trello's limit. Board-level custom fields must be created in each destination Board before Card import; we do this in batch during the setup phase.

Birdview has four user types: Full User, Collaborator, Executive, and Viewer. Trello has Workspace members (full access to Boards they are members of) and Workspace guests (limited to specific Boards). We map Full User and Executive to Workspace members, and Viewer to Workspace guest. Collaborator access (restricted financial data visibility) has no direct Trello equivalent since Trello does not have a financial data layer. We document the Collaborator access scope for each user so the customer's admin can decide whether to grant standard member access or restrict Board membership post-migration.

Birdview Approvals are tied to expense and time-entry workflows on Enterprise and store approval history. Trello has no native approval object or approval routing. We convert open approvals at migration time into Cards with a Checklist titled 'Approval Required' listing the approver and approval criteria, and deliver the full approval history as a documentation record. Closed approval history (audit log) is delivered as a CSV. Approval routing automations are not migratable and are documented for Butler rebuild.

Birdview Rate Cards define billing rates per user or role and are available on Enterprise. Trello has no native rate card concept. We extract rate card definitions and map them to Card descriptions on a designated 'Rate Card Reference' Card within each Project Board, or document them as a structured CSV alongside the migration. Role-based rate cards require user-to-role mapping; we deliver this mapping as a configuration note. Rate cards do not migrate as automation and cannot be enforced in Trello without a third-party Power-Up.

Birdview Workflows govern task routing, status transitions, and approval triggers on Enterprise. Trello automates through Butler (board-level commands and triggers) and Power-Ups. We do not migrate Workflows as code. We enumerate every active Birdview Workflow with its trigger conditions, routing rules, and actions, and deliver a written Butler rebuild guide that maps each Workflow to equivalent Butler commands or Power-Up configurations. The customer's admin implements the Butler rebuild post-migration. Workflow documentation is scoped to active workflows; archived or inactive workflows are noted but not documented for rebuild.

Birdview Activity attachments migrate to Trello Card attachments. We resolve the parent Card for each attachment by matching the source Activity ID to the migrated Card. Comments on Birdview Activities migrate as Trello Card comments with the original author and timestamp preserved. Attachments are processed in a separate batch phase after Cards are created because Trello API handles attachments with a lower rate limit than Card creation. If any Birdview attachment exceeds Trello's 10 MB per-file limit, we flag the file and deliver it as a shared download link instead.