Migrate from ProWorkflow to monday Work Management

ProWorkflow Projects map directly to monday.com Boards. Each Project becomes a Board with a name matching the ProWorkflow project name. Project status (Active, On Hold, Completed) maps to a monday.com Status column with corresponding labels. Custom fields attached to the project become monday.com columns of matching type (dropdown to Status, text to Text, date to Date). The Board workspace assignment is determined during scoping based on the customer's team structure.

ProWorkflow Tasks map to monday.com Items within the parent Board. Task name becomes the Item name, status maps to a Status column value, due date maps to a Date column, and assignee maps to a Person column by resolving the ProWorkflow user ID to a monday.com team member. Sub-tasks in ProWorkflow map to Subitems in monday.com. We flag any ProWorkflow Task status values that do not have a direct monday.com Status equivalent and document the gap for the customer's admin to resolve.

ProWorkflow Milestones map to monday.com Items configured with a Timeline column covering the milestone start and end dates. The milestone name becomes the Item name, and the milestone status maps to the Status column. If the milestone was flagged for invoice conversion in ProWorkflow, we add a text note to the Item indicating Invoice Conversion Flagged so the customer's admin can handle billing in their preferred tool.

ProWorkflow Items carry Time Allocated, Time Spent, Manual Completion %, and Margin % fields that have no native monday.com equivalent. We map these as Number and Text columns on the Item. Items with non-default Manual Completion % or Margin % values are flagged as Nexus-affected because the Nexus version changed how these fields calculate. We surface these records with the discrepancy noted so the customer can decide whether to accept Nexus calculated values or adjust source data before export. See gotcha on Nexus schema divergence.

ProWorkflow Time Entries tied to Tasks or Items map to monday.com Items with a Time Tracking column. The time entry description becomes the Item name, hours map to the Time Tracking duration, and the billable/non-billable flag maps to a Status or checkbox column. Time entries without a parent Task or Item are imported as standalone Items in a dedicated Time tracking board. monday.com time tracking is available from the Pro plan ($19/seat); we flag this during scoping if the customer is on a lower tier.

ProWorkflow Client records map to monday.com Contacts (Work Management product). Client name, email, phone, and address fields map to corresponding Contact fields. Clients in ProWorkflow can access the portal for free; in monday.com they will be charged as standard seats unless placed in a view-only guest role. We flag all Client records and note which ones will incur billing at the destination.

ProWorkflow Contractors map to monday.com team members with the same email, name, and role. Contractors are free and unlimited in ProWorkflow but count as paid seats in monday.com. We separate contractor records from staff user records and flag the contractor set so the customer can plan the monday.com seat count before migration. Inactive contractors may be added as guests to avoid inflating the seat count.

ProWorkflow Staff Users are the billable seats and map directly to monday.com team members. We map name, email, and role. Owner and User assignment on Tasks is preserved by resolving the ProWorkflow user ID to the monday.com team member. Any Staff User without a matching monday.com account goes to a reconciliation queue for the customer's admin to provision before record import resumes.

ProWorkflow Invoices generated from Items and Milestones map to monday.com Items with text columns for invoice metadata (client name, amount, status, line items). monday.com does not have a native billing or invoicing object. We carry invoice data as structured text fields so that financial records are preserved for audit purposes, but the customer must handle invoice generation through a separate tool post-migration. Tax code handling is documented as a manual step for the customer's finance admin.

ProWorkflow Custom Fields (dropdown-based fields on Advanced plan) map to monday.com columns of the equivalent type: dropdown fields become Status columns, date fields become Date columns, and text fields become Text columns. Boolean fields become Checkbox columns. We carry the custom field definition (name, type, and available options) and the selected value per record. Advanced-plan custom field schema is documented separately for the customer's admin to validate in monday.com post-migration.

ProWorkflow Custom Forms (raw HTML injected into a Project page, Advanced plan only) are extracted as a text blob and placed in a long-text column on the Board. The HTML structure cannot be parsed into structured monday.com fields because it contains no schema. We flag all Boards with Custom Form content and alert the customer that form rendering will not be preserved in monday.com. The customer must rebuild the form logic using monday.com's Form feature or a third-party form tool post-migration.

ProWorkflow Project Templates (pre-built project structures with tasks, milestones, and items) map to monday.com Board Templates. The template name, task hierarchy, pre-filled financial fields, and default assignees transfer as a monday.com Board Template that the customer's team can duplicate for new projects. Custom field defaults from the template are preserved as column defaults on the board.

Attachments on ProWorkflow tasks and projects are stored by reference URL. We carry attachment metadata (filename, type, uploader, upload date) as Item column data. Where storage access is preserved and the file URL is publicly accessible, we re-link or re-upload the file into the monday.com Item's File column. Where the ProWorkflow storage URL is inaccessible post-migration, we flag the Item and provide a list of files requiring re-upload by the customer.

ProWorkflow Tags on tasks and projects map to monday.com Tags. Tags are label-based metadata and transfer as string arrays applied to the corresponding Items. We preserve the tag names exactly and apply them to the migrated Items in the same relative positions. If ProWorkflow tags use a naming convention that conflicts with monday.com's tag system, we document the mapping during scoping.