Migrate from SP Project Tracker to Trello

SP Project Tracker Projects map 1:1 to Trello Boards. Project name becomes Board name. Project description migrates to the Board description field. Project status (active, archived) maps to Board closed state in Trello: active projects become open boards, archived projects become closed boards. Project start and end dates have no native Trello Board field; if the customer requires them, we store them in the Board description or a Custom Field Power-Up (Standard tier and above). Custom fields on SP Project Tracker Projects migrate as Board-level Custom Fields if the Power-Up is enabled, or we document them as a follow-on configuration step.

SP Project Tracker Tasks map 1:1 to Trello Cards within a Board. The task name becomes the card title. Task description (plain text or rich text) migrates to the card description. Task assignee maps to Trello Card Members by email cross-reference against the Team Members export. Due date maps directly to the card due date field. Priority (Low, Medium, High, Critical) maps to Trello Labels: we create labeled columns named to match the priority scheme (e.g., Priority: High with red label). The completion percentage has no native Trello card field; we either close completed cards (status = Done list) or store the percentage in a Custom Field if available.

SP Project Tracker subtasks are stored as flat CSV rows with a non-null parent_task_id field. We detect subtask rows by identifying records where parent_task_id is populated, group them by parent_task_id, then create a Trello Checklist on the corresponding parent Card with each subtask name as a checklist item. Completed subtasks are marked as checked. This reconstruction is performed before any Trello card creation in dependency order: parent cards first, then subtask checklist population. If the subtask count per parent exceeds 200, we chunk the checklist creation to avoid Trello API payload limits. Trello does not support nested checklists (checklist items with their own sub-items); we flatten to one level.

SP Project Tracker time entries attach hours, a date, and optionally a note to a task. Trello has no native time-tracking object. On Standard tier and above with the Custom Fields Power-Up enabled, we create a Number Custom Field on each card named Total Hours and populate it with the summed time-entry hours. Individual time-entry records (date + hours + note) are stored as a structured text Custom Field named Time Log or, if that is not feasible, as a single-line checklist item with the format 'Date: HH:MM - note'. On the free tier with no Custom Fields Power-Up, time-entry totals are stored as checklist items and the customer accepts the reduced visibility of the data. We flag this constraint during scoping and the customer chooses the approach before migration begins.

SP Project Tracker Team Members are referenced by display name and email in tasks and time entries. We extract the Team Members CSV, then resolve each assignee and owner by email match against Trello workspace members. If a Trello member with a matching email exists, we assign the card to that member. If no match exists, we create a placeholder Trello member using the email and display name and place the unresolved assignment in a reconciliation queue for the customer's admin to provision the account before final card assignment. A confirmed Owner reconciliation list is a prerequisite before the production card import phase begins.

SP Project Tracker attachments are stored as file references or blobs attached to tasks or projects. We download each file using authenticated access to the SP Project Tracker file store (requiring temporary elevated credentials during the attachment phase), then upload to the corresponding Trello Card via the Trello API. File name and original URL are preserved in a card comment for audit. We validate each SP Project Tracker attachment URL resolves to a downloadable file before queuing for re-upload. Trello API limits attachment uploads to 10MB per file on the free and Standard tiers; Enterprise raises this to 250MB. Files exceeding the destination tier limit are flagged and held for customer decision (compress, skip, or upgrade). We log any orphaned attachments where the parent task or project no longer exists.

SP Project Tracker task comments migrate as Trello Card comments, preserving the comment body and the original author display name and timestamp. Trello comments are flat (no threaded nesting); SP Project Tracker comment threading is flattened to chronological order. If the comment references a subtask or attachment by internal ID, we replace the ID with the migrated Trello Card or checklist link. Comments on archived tasks migrate to the corresponding closed Trello Card with the original timestamp preserved.

SP Project Tracker tags are flat string labels applied to tasks. Each unique tag becomes a Trello Label on the Board, with a color auto-assigned by Trello or specified by the customer during scoping. Tag names with spaces or special characters are slugified to Trello label-safe format. A label named after the original tag is applied to the corresponding Trello Card. If the customer has defined a color convention for tags (e.g., red for blockers, green for features), we replicate it as label colors on the Board. Tags that exist on no cards after migration are pruned from the Board label list.

SP Project Tracker custom fields are stored as key-value property bags at the project or task level. We extract all distinct key-value pairs, identify the destination field type (text, number, date, checkbox, dropdown), and configure the corresponding Custom Field on the Trello Board via the Custom Fields Power-Up API. This Power-Up is available from Trello Standard tier ($5 per user per month); the free tier does not support Custom Fields. During scoping we confirm whether the customer has Standard or above and whether the Custom Fields Power-Up is installed. Custom fields without a Trello equivalent are stored as structured text fields or documented as unmapped properties requiring post-migration manual entry.

SP Project Tracker project status values (active, on hold, completed, archived) have no direct Trello Board equivalent. We map active and on-hold projects to open Boards, completed and archived projects to closed Boards. The customer confirms the status-to-state mapping during scoping. If the customer uses additional status values (e.g., planning, review), we apply a default mapping (planning = open, review = open) and flag any unmapped statuses for manual review after migration.

SP Project Tracker task completion status (percentage complete, open, closed) maps to Trello card list membership and closed state. Tasks at 100% complete migrate to the Board list named Done, To Review, or Closed (customer-configured). Tasks under 100% complete migrate to list positions within the active workflow lists. We extract the list names from the destination Trello Board during scoping and confirm the mapping with the customer's admin before migration begins. If the source task has a deadline and the destination Board has a Calendar Power-Up, due-date labels are visible on the calendar view.

SP Project Tracker records task-level activity history (status changes, assignment changes, comment activity). Trello Card actions are automatically recorded by the platform (card moved, card archived, member added, due date set). We do not migrate the historical activity log as structured records. However, we preserve significant state changes as Trello Card comments with a 'Migrated from SP Project Tracker:' prefix and the original timestamp, giving future reviewers a chronological audit trail without relying on Trello's native action log. Card creation and modification timestamps reflect migration time, not the original SP Project Tracker creation date.