Migrate from Smartsheet to Microsoft Project

Smartsheet Workspaces containing related Folders and Sheets map to a single MS Project plan or a PWA Project Site. Workspace hierarchy (nested folders) does not have a native MS Project equivalent; we flatten to a single project per sheet and use a naming convention that preserves the original folder path for reference. If multiple Sheets represent phases of one project, we merge them into a single MS Project file with phase summary tasks.

Each Smartsheet Sheet is the project container and maps to one MS Project file. We preserve the Sheet name as the Project name and carry forward the Sheet-level summary data (project name, description fields) as Project Summary Task fields. Sheet-level sharing settings do not migrate; MS Project access is governed by M365 permissions.

Smartsheet rows map to MS Project tasks. The Primary Column (task name) becomes Task Name. Start Date and End Date columns map to Start and Finish fields. Duration column maps to Duration with the original time unit preserved (days, weeks). Row order is used to set the task outline position.

Smartsheet parent-child row indent structure maps directly to MS Project outline levels. Parent rows become summary tasks; child rows become sub-tasks. The WBS code can be auto-generated from the outline path if the customer requires WBS fields. We preserve the visual hierarchy by setting Task Summary field (IsSummary) per MS Project convention.

Smartsheet predecessor links map to MS Project task predecessors (Finish-to-Start by default). We resolve predecessor row IDs to task names during export and write the predecessor string (e.g., '2FS+3d') into the MS Project predecessor field. Cross-sheet predecessor references cannot be restored in a single MS Project file; we document these as links to rebuild manually in MS Project as cross-project dependencies.

Smartsheet baseline snapshots (saved via the baseline feature on Business and Enterprise tiers) map to MS Project Baseline fields. We read the baseline Start and Finish values from Smartsheet and write them into MS Project Baseline Start and Baseline Finish. If multiple baselines exist in Smartsheet, we import the most recent as Baseline and document additional baselines for manual entry.

Smartsheet rows marked as milestones (duration = 0) map to MS Project milestone tasks with Task Type = Milestone. We detect milestone markers by checking if Duration equals zero or if a dedicated Milestone flag column is set.

Smartsheet Contact List columns containing assignee names map to MS Project resource assignments. We resolve each contact email to a resource in MS Project's Resource Sheet. If the resource does not exist, we create a resource record using the contact name and email. Assignment hours are distributed evenly across the task duration unless the Smartsheet sheet contained effort or hours data, in which case we use those values.

Smartsheet formula columns and custom text/number columns map to MS Project custom task fields. We create custom fields (Text1, Number1, etc.) in MS Project and map the Smartsheet column values directly. Complex Smartsheet formulas referencing other cells cannot be preserved because MS Project does not support formula columns in the same way; we migrate the calculated values as static data and document the original formula logic for manual rebuild if needed.

Smartsheet row-level discussions and comments map to MS Project task Notes (the Notes field on each task). Thread structure flattens during migration; we preserve the full comment text, author name, and timestamp in chronological order within the Notes field. Sheet-level discussions map to a project-level note document.

Smartsheet row and sheet attachments are downloaded from Smartsheet's attachment endpoints and re-uploaded to the destination. MS Project does not have native attachment storage; we add hyperlinks to the task Notes pointing to a SharePoint document library or the customer's file storage where attachments are hosted post-migration.

Smartsheet automation rules (triggers, conditions, and actions) cannot be exported via API or any native function. We document every active automation during discovery and deliver a written inventory listing the trigger, conditions, actions, and the recommended MS Project or Power Automate equivalent. MS Project has no native workflow automation; Power Automate flows connected to Project for the Web can replicate some notification and status-update automations. The customer's admin rebuilds these post-migration.