Migrate from ProWorkflow to Microsoft Project

ProWorkflow Projects map 1:1 to Microsoft Project files (.mpp for desktop editions, or Project for the web project). Project-level custom fields (from ProWorkflow Advanced plan) map to Microsoft Project Project Summary Task custom fields, of which there are 10 available. We preserve the project-level description, start date, due date, and status as built-in Project fields. ProWorkflow Project Templates carry as Microsoft Project Template files (.mpt) with their task hierarchy, pre-assigned resources, and pre-set durations.

ProWorkflow Tasks map 1:1 to Microsoft Project Tasks. The ProWorkflow task name becomes the Task Name field, Start and Due dates map to Start and Finish, and Status values map to Microsoft Project Status (On Schedule, Late, Future Task, Complete). Assignee from ProWorkflow resolves to a Resource assignment on the Task via the User-to-Resource mapping. Sub-tasks in ProWorkflow map to Summary Tasks in Microsoft Project with their child tasks nested beneath. We preserve the task hierarchy and summary-level rollup.

ProWorkflow Milestones map to Microsoft Project Tasks with the Milestone checkbox enabled (Task Type = Milestone). The Milestone name maps directly, and the due date becomes both Start and Finish on the milestone task. Milestones converted to Invoices in ProWorkflow's financial suite are flagged separately — Microsoft Project has no invoice equivalent, so we record the milestone-to-invoice flag in a custom text field milestone_invoice_flag__c for the customer's finance team to handle manually.

ProWorkflow Items (the financial unit carrying Time Allocated, Time Spent, Manual Completion %, and Margin %) have no direct Microsoft Project equivalent and require transformation. We map Time Allocated to Planned Work (Hours), Time Spent to Actual Work, and calculate Duration from the time difference. Manual Completion % has no MS Project equivalent — we store it in a custom text field item_completion_override__c. Margin % is preserved in a custom text field item_margin__c because Microsoft Project calculates cost rollups from resource rates rather than margin percentages. We flag all Item records with non-default financial values for the customer to review before confirming the mapping.

ProWorkflow Time Entries map to actual work entries on Microsoft Project Tasks. Each time entry (Hours, Description, Date, billable flag) becomes a Task Actual Work record with a note annotation carrying the description. Billable vs non-billable distinction is stored in a custom text field timeentry_billable__c because Microsoft Project does not have a native billable flag. For entries with no linked task, we attach them to the parent Project as a task note with a time entry table in the Summary Task notes field.

ProWorkflow Client records map to Microsoft Project Resources. We map client name to Resource Name and primary contact email to the Resource Initials or Notes field. Client records in ProWorkflow are external stakeholders without a paid seat — we map them to Microsoft Project Material Resources with zero cost rate so they do not inflate project cost rollups. We flag each client record with a custom field resource_client_type__c set to 'Client' to distinguish from staff and contractor Resources.

ProWorkflow Contractor records map to Microsoft Project Standard Resources. Contractors are free and unlimited in ProWorkflow but represent billable resources in Microsoft Project. We map the contractor name to Resource Name and their standard hourly rate to the Resource Rates table (Cost Per Use or Standard Rate). We flag contractor records with a custom field resource_client_type__c set to 'Contractor' and surface them separately during reconciliation so the customer can set appropriate cost rates before production migration.

ProWorkflow Staff Users are the billable seats and map to Microsoft Project Standard Resources. We map the staff user's name to Resource Name, email to Resource Notes, and role to a custom text field resource_role__c. ProWorkflow User assignments on tasks become Microsoft Project Resource Assignments with units derived from the assignment percentage. We resolve staff users by email match against the destination Resource list and flag any ProWorkflow user without a matching resource for the customer to provision before import.

ProWorkflow custom fields (dropdown-based key-value fields on the Advanced plan) map to Microsoft Project Custom Fields. We map the ProWorkflow custom field name to a Microsoft Project custom field label and the selected value to the corresponding custom field entry. Microsoft Project supports up to 10 custom fields per object (Task, Resource, Project Summary Task). We alert the customer during scoping if their ProWorkflow custom field count exceeds this limit so they can prioritize the most critical fields.

ProWorkflow Custom Forms are raw HTML blobs injected into a Project page on the Advanced plan. Microsoft Project has no form builder or equivalent rendering engine. We extract the HTML as plain text and place it in a custom text field custom_form_content__c on the Project Summary Task. The form structure, input fields, and rendering do not carry over. We flag all Projects with Custom Form content during scoping and alert the customer that form functionality will not be preserved in Microsoft Project.

ProWorkflow Tags (label-based metadata on tasks and projects) map to a comma-separated string in a Microsoft Project custom text field tags__c on the relevant Task or Summary Task. Microsoft Project has no native multi-value tag field, so we concatenate tags into a single text string. If the customer uses fewer than 10 tags across their dataset, we can alternatively map each tag to a separate Yes/No custom field for filtering convenience.