Migrate from ProofHub to Microsoft Project

ProofHub Projects map 1:1 to Microsoft Project files (MPP) or Project Online project sites. We preserve project name, description, start date, and target end date. ProofHub's project-level custom fields migrate to Microsoft Project's built-in Project Summary fields or enterprise custom fields if using Project Online. Archived or completed ProofHub projects can be migrated as reference MPPs or kept in a closed-projects SharePoint library.

ProofHub Tasklists map to Microsoft Project Summary Tasks at the top level of the task hierarchy. The Tasklist name becomes the Summary Task name, and child Tasks inherit the Summary Task as their parent. Tasklist ordering is preserved via WBS sequence in the destination. If the customer uses nested Tasklists, we flatten the hierarchy to two levels (Summary Task + Tasks) because Microsoft Project does not natively support three-level summary nesting without custom WBS coding.

ProofHub Tasks map to Microsoft Project Tasks. We preserve task name, start date, finish date, duration (computed from start and finish), priority, and assignment (resource). Task description migrates to the Task Notes field. Status values (Not Started, In Progress, Completed) map to Microsoft Project's percent complete and status fields. Recurring task rules from ProofHub are stored as custom fields in the destination because Microsoft Project handles recurrence through its own recurring task dialog, not as metadata on the individual task.

ProofHub Subtasks map to Microsoft Project outline children of the parent Task. The parent-child relationship is preserved via the Task Hierarchy outline level. Subtask assignees migrate as Resource Assignments with units. If a Subtask has its own due date, we set a separate finish constraint in Microsoft Project to maintain the deadline signal. Subtasks without explicit start/due dates inherit from the parent Task.

ProofHub Milestones map to Microsoft Project Milestones (Tasks with zero duration). We preserve milestone name, due date, and any linked tasks. Milestones without a date are assigned the maximum finish date of their linked tasks. In Project Online, milestones appear in the project summary task row and in portfolio views.

ProofHub task dependencies (Finish-to-Start, Start-to-Start, Finish-to-Finish, Start-to-Finish) map to Microsoft Project predecessor fields. We extract the dependency graph from ProofHub's task relationship exports, convert link types, and write predecessor-successor pairs into the destination MSP file. Lag time, lead time, and constraint types (Must Start On, As Late As Possible, etc.) do not export from ProofHub's standard CSV and are flagged as requiring manual review in the destination Gantt after migration.

ProofHub Kanban board columns represent task stages. We map each column to a Microsoft Project custom Text1 field labeled Stage. The board layout is preserved as a grouped table view (Group By Stage) that reconstructs the Kanban column feel in a flat task list. Stage names and card order do not map as a visual board because Microsoft Project has no native Kanban view. Customers can recreate a Power Automate flow to generate a Planner or SharePoint-based Kanban from the Stage field if a visual board is required.

ProofHub threaded Discussions attached to a Project or Task migrate as appended text in the Microsoft Project Task Notes field. Author name, timestamp, and message body concatenate into a structured text block. Thread nesting is flattened to a chronological list. There is no native discussion or chat feature in Microsoft Project desktop or Project Online PWA; the content survives as static notes but loses threading and reply notification capability.

Project-level and task-level Notes migrate to Microsoft Project's Notes field. Rich-text formatting in ProofHub Notes converts to plain text with hyperlinks preserved as URL text. Large Notes blocks are truncated at 4,000 characters per the Task Notes field limit and the remainder is flagged for a secondary document reference.

ProofHub time entries (hours, date, user, task) map to Microsoft Project Assignment work values on the resource assignment row. We compute Assignment Work as hours × resource units and set Assignment Remaining Work for open entries. Billable/non-billable flags from ProofHub migrate to custom Assignment fields (Text1 = Billable/Non-Billable). ProofHub's timesheet approval status is not a Microsoft Project field and is flagged for manual re-approval in the destination system.

ProofHub custom task and project fields map to Microsoft Project custom fields of matching type (Text, Number, Date, Flag). We pre-create the custom fields in the destination Project Online tenant or MPP template before import. Custom fields referencing other records (e.g., a custom Client field pointing to a Companies record) are de-normalized to the referenced record name as a text string because Microsoft Project custom fields do not support cross-object lookups.