Migrate from WorkflowMax to Jira

WorkflowMax Client records map to Jira Users if the client-facing project model is used, or to Jira Project Roles (e.g., Client Observer, External Stakeholder) if clients need view access without full user licenses. We extract client name, primary contact email, and postal address as custom fields on the Jira Project or as a shared User field. If Jira Service Management is in use alongside Jira Software, clients can be mapped to Service Management customers. The mapping strategy is confirmed during scoping based on whether clients need active Jira login credentials.

WorkflowMax Contact records (separate from the Client object) map to Jira User accounts with the Contact's email as the username and name fields populated from the contact record. Postal addresses on contacts map to Jira User profile fields. If contacts do not need Jira login, we export them as a contact-reference CSV and map them to a custom field on the parent Project for admin reference.

WorkflowMax Job is the central entity and maps directly to a Jira Project. The Job name becomes the Jira Project name; Job UUID becomes a custom field wfm_uuid__c for audit traceability. Job status (Active, On Hold, Completed, Cancelled) maps to a Jira Project category or archived state rather than a standard Jira status since Jira Projects do not have a status field. Job-level estimated vs. actual hours migrate as custom fields estimated_hours__c and actual_hours__c.

WorkflowMax Tasks belong to Jobs and carry estimated hours, assigned staff, and cost rates. We map WorkflowMax Tasks to Jira Issues using a configurable hierarchy: top-level WorkflowMax tasks become Jira Epics; child tasks become Stories or Tasks depending on whether they have further nesting. Cost rates from WorkflowMax Task Admin migrate as custom fields task_cost_rate__c and task_billable_rate__c. The job-task relationship is preserved as a Jira Project context so that issues are visible within the correct Jira Project.

WorkflowMax Timesheet entries (date, hours, cost rate, billable flag) map to Jira Issue Worklog records linked to the migrated Issue. We resolve the WorkflowMax staff member to the Jira User by email match and set the worklog author, started date, time spent (in seconds), and a custom field billable__c. Note that WorkflowMax time entry is entirely manual, so timesheet records reflect what staff entered rather than clocked time; we mark records with a data_quality flag custom field so the customer understands the provenance of the data.

WorkflowMax Staff records (name, role, cost rate, billing rate) map to Jira User accounts. Cost rate and billing rate from the Staff record migrate as custom fields staff_cost_rate__c and staff_billing_rate__c on the Jira User profile. We resolve Staff to Jira Users by email; any Staff without an email match goes to a reconciliation queue for the customer's admin to provision a Jira account before worklog migration begins.

WorkflowMax Cost Admin records (products, materials, recurring expenses) do not have a direct Jira equivalent. We export the Cost Admin list as a reference dataset and map individual job-linked costs to Jira Issue custom fields cost_estimated__c and cost_actual__c. A full product catalog and supplier list migrates as a CSV reference file for the customer's admin to manage alongside any procurement or invoicing tool they adopt.

WorkflowMax Quotes (derived from Jobs with line items, rates, and total values) have no native Jira equivalent. We export the full quote record including line items, rates, total value, and quote status as a CSV and map the parent Job to a Jira Project. The customer reissues quotes in their accounting tool (Xero, QuickBooks, or a standalone quoting app). We do not generate Jira-issue-based quote records because the semantic mismatch (Jira Issue vs. commercial document) creates reporting confusion.

WorkflowMax Invoices (created from Jobs or Quotes, automatically pushed to Xero) do not migrate to Jira. We export invoice records including invoice number, date, line items, amounts, status (active, paid, cancelled), and the associated Job reference as a CSV. Cancelled invoice history (flagged as difficult to retrieve in WorkflowMax per source platform gotchas) is exported separately and validated. The customer reconciles invoice status in Xero post-migration; Jira does not have a native invoicing or payment reconciliation feature.

WorkflowMax user-defined custom fields on Jobs and Tasks migrate to Jira custom fields of equivalent type: text fields to Jira Text Field, number fields to Jira Number Field, date fields to Jira Date Picker, and dropdown-style fields to Jira Select List. Jira custom field naming preserves the WorkflowMax field label as a reference. We pre-create all custom fields in the destination Jira project before data migration begins, and Jira Cloud Migration Assistant limitations on custom field migration from external platforms are noted and handled via direct API import rather than the Atlassian tool.

WorkflowMax custom templates for recurring job structures (task lists, default values) map to Jira Project Templates and default Issue Hierarchy. We export template definitions including task names, default hours, and default rates, and deliver a template mapping document that the customer's Jira admin uses to configure Jira Project templates with default components and default issue types. Jira does not have a direct template-to-template export path.