Migrate from ProWorkflow to Trello

ProWorkflow Projects map 1:1 to Trello Boards. Project name, description, and custom fields (Advanced plan) carry as the Board name and description. Trello Workspace assignment is determined during scoping. Board visibility defaults to Private unless the Trello Workspace tier supports public boards. Projects with more than 500 cards may require segmentation into multiple boards; we flag this during scoping and present options before migration.

ProWorkflow Tasks map 1:1 to Trello Cards within the destination Board. Task name becomes the Card title, and task description becomes the Card description field. Due dates migrate from ProWorkflow duedate to Trello due. Assignee resolves via ProWorkflow user ID lookup and maps to Trello Board member. Sub-tasks in ProWorkflow become Trello Checklist items. ProWorkflow status values are mapped to Trello List names during scoping (e.g., Not Started, In Progress, Complete -> To Do, Doing, Done).

ProWorkflow Milestones are a distinct scheduling construct that can convert to Invoices in ProWorkflow's financial suite. Trello has no native Milestone object. We split each Milestone into a Trello Card with a dedicated Milestone label (color-coded), the milestone name as card title, and the milestone date set as due date. The milestone-to-invoice linkage cannot be preserved because Trello has no invoicing equivalent; we document each milestone-invoice relationship in a written reference table for the customer to rebuild manually if needed.

ProWorkflow Items carry financial fields: Time Allocated, Time Spent, Manual Completion %, and Margin %. Nexus introduced changes to how these fields calculate that can produce different values between Classic and Nexus exports. Trello has no financial fields at any tier. We extract Item financial data as a structured CSV export during migration and attach it as a board-level reference document. Each Card linked to an Item receives a checklist noting the original Item name and hours. We flag any Item records with non-default financial values and surface the Nexus-classic divergence before confirming migration.

ProWorkflow time entries are tied to tasks or items and include hours, description, date, and a billable flag. Trello has no native time-tracking table. We merge time entries by task into a Trello Card Checklist (one checklist item per time entry with hours and date) or append them as a formatted block in the Card description if the checklist approach exceeds Trello's checklist item limits. Billable/non-billable distinction is preserved as a label prefix on each checklist item. Orgs with more than 10,000 time entries should consider a dedicated time-tracking Power-Up post-migration.

ProWorkflow Client records map to Trello Workspace Members invited to the relevant Boards. Client name, contact email, and associated project list migrate. Trello Workspace Gold ($45.67/workspace/month) is required to add external collaborators as private board guests; free Trello Workspace boards are public by default. We flag during scoping whether the destination Workspace tier supports the client's access model and advise on any Trello plan upgrade required.

ProWorkflow Contractors are free and unlimited, unlike staff users who count toward billing. Trello Workspace charges per active member at Standard tier and above. We separate contractor records from staff user records during extraction and flag which records will incur Trello seat costs post-migration, preventing a billing surprise in month one at Trello.

ProWorkflow staff users map to Trello Workspace members by email match. Role and assignment history migrate as a reference table; Trello does not have a native role/permission-level field on Cards (Board-level permissions are handled separately). User provisioning in Trello is manual and done by the customer's Workspace admin before migration; we validate member presence before importing Card assignments.

ProWorkflow Invoices are generated from Milestones and Items and carry client, amount, status, and line items. Trello has no invoicing or financial object. We extract all Invoices as a structured CSV (client, invoice number, amount, status, date, line items) and deliver it as a downloadable reference file alongside the board migration. The customer's finance team rebuilds invoices in their accounting tool of choice. Tax code handling and currency precision are preserved in the CSV export.

ProWorkflow Custom Fields (dropdown-based, Advanced plan only) store key-value selections on Projects. Trello's Custom Fields Power-Up supports Number, Text, Date, Checkbox, and Dropdown types. We map dropdown-type ProWorkflow custom fields to Trello Dropdown custom fields. Text and numeric ProWorkflow custom fields map to their Trello equivalents. Custom Fields on Trello Standard (Free) plan require the Custom Fields Power-Up (included with Premium and Enterprise; separate paid Power-Up on Standard). We flag the plan requirement during scoping.

ProWorkflow Custom Forms accept raw HTML injected into a Project page, available only on Advanced plan. Trello has no form or structured data-entry page equivalent. We extract the HTML blob as a plain-text field and deliver it as a board-level description attachment labeled 'Custom Form Content - Unparsed'. The HTML cannot be parsed into structured Trello Cards or Custom Fields. We flag all Projects with Custom Form content and alert the customer that form structure and rendering will not be preserved.

ProWorkflow Project Templates define repeatable structures including milestones, tasks, and pre-filled financial fields. Trello has no native template duplication feature. We document each Project Template as a written specification (task list, milestone schedule, default financial values) and deliver it to the customer's admin to recreate manually via Trello Board duplication or Butler rules. Automation of template recreation is outside standard migration scope.

ProWorkflow Tags are label-based metadata on tasks and projects. They map directly to Trello Labels as string values. We carry tag names and apply them to the corresponding Cards. Trello Labels are limited to color-name pairs per Board, so if ProWorkflow has more unique tags than the destination Trello Board supports, we consolidate or present a grouping strategy.

ProWorkflow attachments on tasks and projects store reference URLs. We extract attachment metadata (filename, type, uploader, source URL) and attempt to re-attach or re-link files where storage access is preserved. Trello card attachments support URLs and file uploads. If the original storage endpoint (e.g., ProWorkflow's document store) is inaccessible post-migration, we preserve the URL reference and note that the link requires manual re-authentication or re-upload.