Migrate from Resource Management by Smartsheet to Trello

Each Smartsheet Sheet used as a project container maps to a Trello Board. We extract the Sheet name as the Board name and the primary contact or project owner as the Board administrator. Board visibility (private, workspace, organization, public) is set based on the Sheet's sharing settings during discovery. Lists are pre-created from the Phase structure before card migration begins.

Smartsheet rows map directly to Trello cards within the corresponding Board. Row name becomes Card title, row description (if any) becomes Card description, and row-level dates map to Card due date and start date fields. Status column values map to Trello labels or list position depending on whether the source uses list-based or label-based status tracking. Subtasks map to Card checklists.

Resource Management phases are hierarchical parent-child groupings. We flatten the phase hierarchy into top-level Trello lists at the board level. Child phases are noted in the Card description as a metadata field since Trello has no native phase nesting. Phase start and end dates are preserved as Card due dates for the first card in each phase or as board-level milestones in the description. This is a lossy transformation for deeply nested phase structures.

Resource Management People records (name, email, role, allocation) map to Trello Workspace Members. We invite each person to the Trello Workspace by email during migration setup. Member name and role are preserved in the member profile. Capacity and allocation percentage do not transfer to Trello native fields; they are embedded as checklist items on assigned cards (see Assignments).

Each Resource Management Assignment links a Person to a project task with allocation hours and a role. We assign the corresponding Trello Workspace Member to the Card (the person field) and add a checklist item with the role name and allocation hours (e.g., 'Designer — 50% allocation, 20 hrs/week'). This preserves the allocation data in a readable format on the card without requiring a Power-Up. Assignments without a matching Workspace Member are logged for admin resolution before migration.

Resource Management portfolios aggregate multiple projects under a single capacity and timeline view. Trello has no native portfolio object. We map each portfolio to a Trello Workspace, with each constituent project becoming a Board within that Workspace. Portfolio-level capacity, availability, and forecast data cannot be represented in Trello without a third-party Power-Up or manual rebuild; we note these gaps in the migration handoff document.

Resource Management time entries contain date, hours, billable flag, phase, and category. We export all available time entries via CSV from the Reports interface during discovery before the one-week lock window closes. Each time entry is posted as a dated card comment in the format 'Time Entry: X hrs, Billable, Phase: [name]'. Locked entries are noted in the migration report with a flag indicating they could not be exported programmatically. Native time tracking and timesheet views do not migrate.

Resource Management custom fields for projects (priority, business unit, project ID, location) map to Trello Card Labels with color coding. Text and dropdown custom fields are appended to the Card description as structured key-value lines. Trello does not support custom fields as typed, filterable columns outside of Enterprise plan; we map based on what the customer uses most frequently and document the remainder for manual entry or Power-Up configuration.

Resource Management discussion threads on projects or tasks export as Trello card comments. We preserve the comment author, timestamp, and full text. @mentions in Smartsheet discussions are noted as plain text in the migrated comment since Trello mentions operate within its own Workspace. Rich media in comments (file attachments) is excluded from migration per Smartsheet export limitations.

People custom fields in Resource Management (skills, certifications, manager, organization structure) are scoped to the People object and visible in the schedule and portfolio views. These do not map to any Trello card-level field natively. We preserve them as Card Labels if the customer uses skill-based assignments, or note them in the migration handoff for Trello Workspace profile configuration post-migration.

Smartsheet row-level predecessor/successor dependencies do not have a direct Trello equivalent. We evaluate two approaches during scoping: using the Card Linking Power-Up (Premium tier) to create explicit blocking links between cards, or embedding dependency metadata in Card checklists (e.g., 'Blocked by: [Card Name]'). The approach depends on the customer's plan tier and dependency complexity.

Resource Management reports aggregate filtered views of project and people data. Trello has no native reporting equivalent beyond board-level statistics. We export report definitions as a separate reference document so the customer's admin can identify which Smartsheet report filters to replicate manually in Trello or via a Power-Up. Report data itself is already captured in the migrated project and assignment records.