Migrate from Redbooth to Microsoft Project

Redbooth Organizations are the top-level tenant container. In Microsoft Project desktop, there is no organizational layer above a project file — each .mpp or .mpdx represents one project. For Project Server or Project Online destinations, the Organization maps to the PWA site collection and each Redbooth Workspace maps to a Project Site. We extract the Organization name during scoping as context for project naming conventions at the destination.

Redbooth Workspaces are the primary organizational container and map to Microsoft Project project files or Project Online project sites. We preserve the workspace name, description, member list, and created date. Workspace templates in Redbooth do not migrate as templates; we deliver a written template recreation guide for the customer's PMO admin to rebuild in Microsoft Project. In Project Online, workspace members map to Project permissions at the project site level.

Redbooth Task Lists sit inside Workspaces and group related tasks. In Microsoft Project, the closest equivalent is a summary task at Outline Level 1 or a named Phase field. We preserve the task list name, description, and ordering within the workspace via the Redbooth sort-order field. If the destination is Project Online, the task list name can also be stored as a custom Text1 field on the project for reference.

Redbooth Tasks map directly to Microsoft Project task rows. We map task name, description (as Notes field), status (Active/Completed), due date (Finish), start date (Start), priority (Flag1 or custom Priority field), and assignee (Resource Names). Custom fields on Redbooth tasks extract as key-value pairs for mapping to Microsoft Project enterprise custom fields if the destination is Project Server or Project Online. For desktop Microsoft Project, custom fields are mapped as local text or number fields.

Advanced Subtasks are a Redbooth Business-plan-only feature. We extract subtasks as a flat list linked to their parent task ID. If the destination is Microsoft Project desktop, subtasks map to indented child tasks under the parent summary task using Outline hierarchy. If the source account is on Pro plan (no Business subtask feature), no nested subtasks exist and this mapping step is skipped. We flag subtask count and nesting depth during scoping.

Redbooth's Timeline View stores task start/end dates and dependency links. We extract all task start dates, finish dates, and dependency chain relationships. Complex dependency chains (FF, SF, SS as well as standard FS) are preserved in an MPXJ intermediate format. We note that complex cross-workspace dependencies may require manual review at the destination since Redbooth's cross-workspace task linking is not a standard pattern.

Redbooth tags are workspace-scoped labels applied to tasks. We preserve tag names and the task-to-tag association as a separate mapping table. In Microsoft Project desktop, tags are stored as a suffix in the task Notes field or as a local custom text field. In Project Online, tags map to a multi-value enterprise custom field if available or to a Text lookup table field.

Redbooth task-level Comments and workspace-level Conversations are stored as timestamped text with author attribution. Microsoft Project has no native comment or conversation object. We export comments and conversations as a structured CSV with fields: task_name, workspace_name, author, timestamp, body. The customer manually re-enters or attaches this CSV as a reference document. We do not import comments as notes because that overwrites any existing task Notes field content.

Redbooth standalone Notes are rich-text objects within a workspace not attached to a specific task. Microsoft Project has no standalone notes object at the project level. We export these as a separate CSV keyed to the workspace, with instructions for the customer to re-attach or re-format them as project-level documentation in SharePoint or Teams.

Redbooth file attachments (stored via Box or Dropbox choosers) export as URL metadata references, not actual files. We extract the full list of attachment references with task association and flag every file link during scoping. The customer must manually download source files from Redbooth (or their connected Box/Dropbox account) and re-upload them to the destination — either directly into Microsoft Project desktop via Insert > File, or into a connected SharePoint document library that the project is linked to.

Redbooth time tracking entries contain duration, user, task, and date. Microsoft Project does not have a native time tracking object in the desktop app. We export time entries as a CSV with fields: workspace_name, task_name, user_email, duration_minutes, date. The customer uses this CSV for billing, payroll, or import into a dedicated time tracking tool post-migration.

Redbooth member profiles (name, email, role) extract with workspace access lists. In Microsoft Project, members map to Resources on the Resource Sheet. We match Redbooth members by email to existing Microsoft identity records if available, or create resource entries with the Redbooth display name. Workspace-specific roles (Admin, External, Participant) do not map to Microsoft Project's resource model and are noted as SharePoint permission-layer configuration for the customer's IT admin.