Migrate from WorkflowMax to Microsoft Project

WorkflowMax Clients with name, contact details, and billing address have no native equivalent in Microsoft Project. We export Clients as a standalone record set and recommend a SharePoint List or an external CRM (Dynamics 365, HubSpot) as the client-of-record keeper. For projects that must carry a client reference inside Microsoft Project, we create a custom Project field ClientName mapped from the WorkflowMax Client.Name field and preserve the client ID as a lookup reference for the customer's admin to reconnect post-migration.

WorkflowMax Staff records (name, role, cost rate, billing rate) map to Microsoft Project Resources in the Resource Sheet. We export the Staff list, map cost rate to the Resource Cost Rate field, and billing rate to a custom field BillingRate__c on the Resource. Max Units defaults to 1.0 and the resource type (Work or Material) is set based on the Staff role classification. Staff without a matching Microsoft 365 user become Generic Resources in the pool pending final assignment.

WorkflowMax Jobs map to Microsoft Project as the top-level Project record. Job.Name becomes Project Name, Job.StartDate and Job.DueDate map to Project Start and Finish, Job.Status maps to Project percent complete or status field, and Job internal notes migrate as Project Summary Notes. Job ID is preserved in a custom Project field WFM_JobID__c to maintain traceability back to the source system. Multi-stage Jobs map to Summary Tasks representing stages, with each sub-task preserving its WorkflowMax task name and estimated hours.

WorkflowMax Tasks within a Job map to Microsoft Project Tasks within the corresponding Project. Task.Name becomes Task Name, Task.EstimatedHours becomes Estimated Hours (manually set baseline), and the task assignment links to the mapped Resource by staff name. Where WorkflowMax task dependencies exist as custom fields, we model them as Predecessor-Linker tasks in Microsoft Project. Custom fields on WorkflowMax Tasks migrate as typed custom fields on Microsoft Project Tasks.

WorkflowMax Timesheet entries record hours by Staff, Job, and Task with a date, hours worked, cost rate, and billable flag. Microsoft Project stores work as hours assigned to a task-resource pair (Assignment). We map timesheet hours to Assignment Actual Work on the matching task-resource pair, set Assignment Finish to the original timesheet date, and set Work to the hours entered. Cost and billable flag are preserved as custom Assignment fields. Note that Microsoft Project has no native billable-flag concept; billable status migrates as a data annotation rather than a functional flag.

WorkflowMax Cost Admin stores products, materials, and recurring expenses linked to Jobs. We export the Cost Admin records and map them to Microsoft Project as either Cost Resources (if the Project plan supports material resources) or as custom Cost fields on the relevant task or project. Cost records with a unit price and quantity map to Resource Standard Rate and custom quantity fields. Any cost records without a corresponding task are attached as project-level custom fields with a note indicating the original cost category.

WorkflowMax Client Contacts export separately from Clients via the Generic Contacts file type, carrying name, email, phone, and postal address. Microsoft Project has no contact object. We map contact name to Resource Initials and Notes fields, and email to a custom Resource field ContactEmail__c for stakeholder reference. If the customer uses Microsoft 365 or Dynamics 365 CRM, contacts can be managed there and linked by email to Resources in Project. Postal addresses on contacts require mapping to separate address fields or SharePoint list entries.

WorkflowMax user-defined custom fields on Jobs, Tasks, Timesheets, and Costs export with their field names and values. We create matching custom fields in Microsoft Project using Project fields of the equivalent type (Text, Number, Date, Dropdown) before data import. Multi-select custom fields in WorkflowMax map to custom text fields with comma-separated values in Microsoft Project. Custom field definitions are documented in the schema inventory for the customer to verify type equivalence before import.

WorkflowMax Quotes derived from Jobs carry line items, rates, and total values. Microsoft Project has no quoting or billing capability. We export Quote total value and key line items and append them as Project Summary Notes in Microsoft Project. Detailed quote line items that must be preserved are exported to a companion CSV archived alongside the migration deliverable. The customer recreates quotes in a dedicated quoting tool post-migration; Microsoft Project is not a quote management platform.

WorkflowMax Job Templates define a recurring job structure including task lists and default values used for repeatable project types. We export template definitions including all task names, default estimated hours, and task ordering. These are re-created as Microsoft Project templates stored as .mpt files in Project Online or as a Master Project with subprojects for each template type. Template recreation is documented in the deliverables as a step-by-step procedure for the customer's project manager to build inside Microsoft Project.