Migrate from ProjectFlow to Trello

ProjectFlow Projects map to Trello Boards. Each project becomes a new board with the project name, description, and start/end dates preserved in the board description field. If the customer uses ProjectFlow's ProjectFolders to group multiple projects, we map the folder name to a Trello Workspace and create boards inside it.

ProjectFlow Tasks map directly to Trello Cards within the corresponding Board. Task name becomes card title; description, due date, priority, and assignee transfer to card fields. Custom task fields are mapped to Trello Custom Fields (available on Standard+) or stored as card labels for picklist-type fields.

ProjectFlow Subtasks are flattened into Trello Checklists on the parent Card. Each subtask becomes a checklist item with its own completion status. If subtasks have assignees or due dates, those are appended to the checklist item title as a prefix for visibility; Trello does not support assignee-level assignment on checklist items natively.

ProjectFlow Milestones have no direct Trello equivalent. We create milestone Cards on the board (in a dedicated Milestones list or marked with a specific milestone label), with the target date stored as a Custom Field of type Date. We link the milestone card to dependent task cards via a Milestone custom field on each card so admins can reconstruct the milestone grouping in Trello.

Gantt chart structure — task bars, start/end dates, and dependencies — extracts from ProjectFlow CSV. We recreate start/end dates as card due dates and enable Trello Timeline view (Premium) for visual bar representation. Dependencies that do not map to Trello's no-dependency model are stored as a Dependencies custom field listing predecessor card names; the customer's admin rebuilds actual blockers in Butler if needed.

ProjectFlow Documents linked to Projects and Tasks migrate as card attachments. We extract document metadata (filename, file type, upload date, uploader) from the CSV and download the actual files via the customer's ProjectFlow storage path. Files are uploaded to Trello cards up to Trello's per-file limit (10MB Free, 250MB Standard, unlimited Enterprise). Document naming conventions are preserved in the attachment filename.

ProjectFlow DocumentFolder hierarchies are preserved as Trello Labels with a naming convention (e.g., 'Folder: Contracts', 'Folder: Technical Specs'). If the customer uses folder structure for logical grouping rather than strict file organization, we offer a Board section approach where each folder becomes a labeled group of cards. The customer chooses the preferred representation during scoping.

ProjectFlow DailyReports (construction-industry variant) have no direct Trello equivalent. We map each DailyReport to a Trello card comment on the associated project card, preserving the report date, author name, and narrative text as the comment body. Structured fields unique to DailyReports (weather conditions, labour counts, site notes) are appended as plain text inside the comment because Trello does not support structured daily log objects. We flag any loss of structured site-specific fields during scoping.

ProjectFlow Alert thresholds and notification rules are platform-specific with no machine-readable export. We extract alert configuration values (task overdue threshold, budget threshold, resource overload threshold) from CSV where available and document them in a written alert inventory. For each alert type, we propose a Trello Butler rule (Premium: unlimited) or a due date reminder with card description noting the original alert condition. The customer's admin activates Butler rules post-migration.

ProjectFlow ProjectShares control which users and external parties access a project. We map these to Trello Board member invitations with the appropriate permission level (Admin, Member, Observer). External parties with read-only access in ProjectFlow map to Trello Observers. We flag any role definitions that have no Trello equivalent for the customer's admin to resolve.

Task assignees in ProjectFlow map to Trello card Assignees. The assignee email resolves to the Trello member account. In Enterprise multicompany structures, we deduplicate users who exist under multiple company contexts in ProjectFlow before mapping to Trello members (one Trello account per person).

ProjectFlow custom fields on Projects and Tasks enumerate during discovery and map to Trello Custom Fields by type: text fields to Trello Text, number fields to Number, date fields to Date, picklist fields to Dropdown, boolean fields to Checkbox. Custom field labels and values are preserved. If the customer is on Trello Free (no Custom Fields support), we store custom values as card labels or in the card description with a 'CF:' prefix for admin identification.