Migrate from TaskRay to Microsoft Project

Each TaskRay Project__c record maps to a Microsoft Project plan. The Project Name, Start Date, End Date, and Archived flag transfer as plan metadata. Sub-Projects become top-level summary tasks within the plan. We extract the project's custom fields via Salesforce field query and apply them as Project-level custom fields in Microsoft Project or as notes on the root summary task. Chatter threads attached to TaskRay Projects have no Microsoft Project equivalent and are documented in the collaboration handoff report.

TaskRay Task Groups represent phases or thematic groupings one level above Tasks. We map each Task Group to a Microsoft Project summary task at the appropriate WBS level. The Task Group's start and end dates inform the summary task date range. Note that Microsoft Project allows unlimited WBS nesting while TaskRay permits only one level of grouping; if the source has deeply nested structures, we flatten beyond the first level and document the original nesting for manual reconstruction.

TaskRay Sub-Projects are child records under a parent Project with their own Task Groups and Tasks. We map each Sub-Project to a summary task at the second or third WBS level, preserving its parent-project lookup so the correct summary task is created in the right plan context. TaskRay Sub-Projects cannot themselves contain Sub-Projects; any source structures exceeding this depth are flagged pre-migration and flattened at import.

TaskRay Task__c records map directly to Microsoft Project task rows. Name, Start Date, End Date, Estimated Duration, Percent Complete, Priority, and Owner (mapped to a Microsoft Project Resource) transfer. TaskRay's blocked/locked states and repeating flags map to custom fields in Microsoft Project since these are not native Project fields. Task Ray's checklist container contents (checklist items with completion status) transfer as notes on the task row, preserving each item's text and checked state as a bulleted list.

TaskRay Milestones are a distinct Task record type marked with a milestone flag. We identify milestone records during extraction and create Microsoft Project milestones (duration 0 tasks) at the correct date. The milestone name and date transfer exactly. Visual styling differences between the two platforms are cosmetic and noted for the project manager's review.

TaskRay Task predecessors (Finish-to-Start, Start-to-Start, Finish-to-Finish, Start-to-Finish with lag) map to Microsoft Project predecessor rows on the successor task. TaskRay does not display standard predecessor notation (e.g., FS+1d) in its Gantt view, but the underlying relationship data is stored and migratable. We resolve predecessor IDs to task row numbers during transformation and apply links in Microsoft Project by task index. Cross-project predecessor references in TaskRay (linking a task to a predecessor in another project) are documented as manual dependencies since Microsoft Project handles cross-project links differently.

TaskRay Resources (individual users) and Roles (placeholder owners) map to Microsoft Project Resources. We resolve Resources by email match against the source Salesforce org's User table, then assign them to the corresponding Microsoft Project resource pool. If the destination is Project Online, resources must exist in the Project Web App resource pool; if Project Desktop, resources are local to the plan. Roles with no assigned user are created as material or generic resources. Dynamic Team Builder capacity data on the Premium tier migrates as a custom Resource field rather than a native Microsoft Project field.

TaskRay Checklist containers on tasks hold granular Checklist Items with completion status. We export each checklist item's text and isCompleted flag, then write them as a bulleted list into the Microsoft Project task's Notes field. Completion status is represented as a checkbox character or [x] prefix. Teams relying on checklist state for work tracking should note that Microsoft Project does not have a native checklist UI; the notes representation is the standard approach and is readable but not interactive like TaskRay's checklist view.

TaskRay exposes custom fields on Project, TaskGroup, and Task through standard Salesforce field management. We detect all custom fields via Salesforce metadata query, map them to equivalent Microsoft Project custom fields (text, number, date, or flag type). Custom fields referencing Salesforce lookups (Account, Opportunity, Contact) are mapped as text fields in Microsoft Project since Project has no native CRM lookup model. The customer identifies which custom fields are reportable; we apply only those as Project custom fields and store the remainder as notes.

TaskRay stores files via Salesforce ContentDocumentLink. We export file names and ContentVersion URLs from the source org and document them in an attachment inventory. Files are not embedded into Microsoft Project plans natively; we deliver the file list with task assignment and recommend storing files in SharePoint or a network location with a link recorded in the task Notes field. Direct file re-attachment into Project Online's SharePoint document libraries is possible if the customer provisions the target library during migration.

TaskRay Template Projects are standard Salesforce records containing Projects, Task Groups, Tasks, and Milestones that can be cloned to create new engagements. Templates are migratable via Salesforce Data Loader with the same dependency-order import process. Note that Template hierarchies (template Sub-Projects) and Files are not supported by TaskRay's own Template Migration feature and are not migratable in this scope. We deliver a template inventory documenting each source template's structure for manual recreation in Microsoft Project.