Migrate from Workamajig to Trello

Workamajig Projects map directly to Trello Boards. The Project name becomes the Board title, the Campaign association migrates as a Board description prefix (e.g., Campaign: Q1 Brand Launch), and project-level custom fields migrate as Board custom fields (Premium and Enterprise) or as structured Card fields. We batch project exports at the 20 req/min rate ceiling, paginating through all pages before processing related objects. For multi-Project Campaigns, we create a Board per Project rather than a single Board to avoid Trello's card density limits on large projects.

Workamajig Campaigns aggregate multiple Projects for budget tracking and P&L reporting, but Trello has no native multi-board rollup object. We resolve this in scoping by asking whether the customer wants one Board per Campaign (projects as Lists within the Board) or one Board per Project (Campaign as a Label prefix on each Card). The chosen strategy is documented and applied consistently across the migration. Campaign-level budgets and P&L data are extracted as structured CSV for the customer to store outside Trello.

Workamajig Tasks nested under Projects map to Trello Cards within the corresponding Board. Task hierarchy (parent-child dependencies) migrates as Card position within Lists and as checklist items for sub-tasks. Task status (not started, in progress, complete) maps to Card position in Trello Lists representing those statuses. Date ranges, hourly allocations, and assigned resources migrate as Card due dates and member assignments. Cross-project task dependencies are flagged in Card comments with a migration note for manual re-establishment in Trello.

Workamajig Deliverables represent reviewable outputs with approval workflows. We create a Card for each Deliverable within the parent Project Board, add a Checklist with the approval criteria items, and set the Card label to reflect the approval status (Pending Review, Approved, Revisions Requested). Attachment links from Workamajig migrate as Trello Card attachments. Deliverable-level custom fields (approval type, review date) migrate as Card custom fields on Premium and Enterprise.

Workamajig supports radio button, dropdown, text, numeric, currency, and date custom fields on Projects, Campaigns, Companies, Contacts, and Order lines. On Trello Premium and Enterprise, we pre-create equivalent custom fields via the Trello API before migration. On Trello Standard, we format Workamajig custom field values as structured Card description lines. Field type constraints apply: Workamajig radio buttons and dropdowns with ordered choice lists must have matching choice options pre-created in Trello, which we document in the field map for the customer's admin to configure before migration begins.

Workamajig Companies have their own CRM records with custom fields, contact roles, and relationship links. Trello has no native CRM module. We migrate Companies as Board members (invited as guests) with the company name in their Trello display name, and we include the full company metadata as a structured Card comment on any Cards linked to that company. Alternatively, we use a Label per Company as a simpler option on Standard tier. The chosen approach is confirmed during scoping.

Workamajig Contacts are CRM records with roles, email addresses, and company associations. Trello does not have a native Contact object. We migrate Contacts as Board Members invited via their email address, with their Workamajig role stored as their Trello bio field and their contact metadata (phone, title, company) as a structured Card comment on relevant Cards. For teams needing full CRM continuity, we recommend a separate CRM migration to a dedicated platform.

Workamajig time entries store date, duration, billable flag, hourly rate, owner, and linked task as structured fields. We format these as structured text blocks in Card descriptions: Date: 2024-11-15, Duration: 3.5h, Billable: Yes, Rate: $125/hr, Total: $437.50, Owner: Jane Smith. We preserve the billable/non-billable flag prominently since it cannot be reported in Trello natively. For teams requiring time reporting after migration, we recommend evaluating Trello Power-Ups (Clockify, Toggl, or Harvest) post-migration.

Workamajig Invoices have line items, payment status, tax rates, and linked Project and Company records. Trello has no native billing or invoicing module. We export Workamajig invoice data as structured CSV attachments on the relevant Project Board Cards, with payment status noted in Card labels. Invoice PDFs migrate as Trello Card attachments. This gives the customer a reference record but does not replicate Workamajig's invoicing workflow.

Workamajig Purchase Orders track vendor expenses against Projects with PO headers, line items, and approval statuses. We export PO data as structured CSV attachments on the relevant Project Board Cards, noting vendor name, PO number, total amount, and approval status. Trello cannot replicate the purchase approval workflow; the customer should plan to manage vendor payments in a separate accounting tool or Power-Up after migration.

Workamajig Activities (calls, emails, meetings, notes) attached to Companies, Contacts, or Projects migrate as Card comments on the relevant Board Cards. Each activity comment is timestamped with the original Workamajig activity date and prefixed with the activity type (Email:, Call:, Meeting:). The Workamajig activities module is read-only via API (GET only at 50 req/min); we export all available records. Trello does not support a native activity timeline equivalent to Workamajig's CRM module.

Workamajig Report definitions (column layouts, filter configurations, dataset schemas) are not exportable as templates. We export the underlying data rows as CSV and include the Workamajig report name and column headers in the filename. Report definitions must be rebuilt manually in Trello or in a reporting Power-Up (e.g., Cori or Screenful). We deliver the full field-level data in CSV format as a reference for reconstruction.

Workamajig Media Items categorize ad-buy purchases and map them to expense accounts in the GL. These are internal accounting categorization records with no meaningful equivalent in Trello's data model. We do not migrate Media Items. If the customer requires ad-buy expense tracking after migration, we recommend a separate migration of financial records to an accounting platform or maintaining the data in a linked spreadsheet.