Migrate your Workfront data

Projects are the primary container for Tasks, Documents, Approvals, and financial data. The API exposes all standard project fields including status, dates, priority, and portfolio assignment. We migrate projects 1:1 and preserve custom fields that exist at the project level.

Tasks are the atomic work unit inside Projects. Workfront supports parent-child task hierarchies, predecessor dependencies, and assignment to users or job roles. We extract task data including planned hours, dates, and status, mapping them directly to the destination task structure.

Subtasks are child tasks with the same field schema as Tasks but inherit their parent's project context. Workfront stores them as distinct rows in the task table with a parentID reference. We flatten the hierarchy when the destination doesn't support nested subtasks or restructure it as linked sibling tasks when required.

Workfront supports custom fields on most objects. Custom field names, data types, and picklist values vary by customer instance. We discover the custom field schema via the API before migration and map each to an equivalent destination field, flagging any unsupported data types (e.g., multi-select picklists) for manual handling.

Templates define reusable project structures including tasks, assignments, and default custom field values. Templates themselves are not active work, but we migrate them when the destination is another Workfront instance. Cross-platform migrations skip templates but preserve their structure as a reference document for rebuilding.

Documents attach to Projects, Tasks, or Issues and support versioning. Workfront's proofing layer adds an approval workflow on top of documents. We extract documents via the API, preserving file content and version history. Proofing workflows are recreated at the destination using its native approval tooling.

Users are assigned licences and associated with a primary Job Role. Job Roles carry billing rates that affect revenue calculations. We map active users to destination accounts by email, then handle inactive or archived users separately based on whether historical assignments need to be preserved.

Billing Records are financial records that capture billable revenue against a project. Once a Billing Record is marked Billed, Workfront permanently locks it—edits are impossible. We export all Billing Records before the migration cutover and flag any that are in a Billed state so the customer can validate completeness in the destination system.

Workfront Approvals are attached to Tasks, Projects, Documents, or Timesheets and define a workflow of stages and approvers. Automated Workflow templates govern proof approvals. We migrate approval status (Pending, Approved, Rejected) and note that Workfront Known Issues document that Approvals can lock automatically under certain conditions—we check current status via API before migration.

Notes are the conversation thread attached to Projects, Tasks, or other objects where team members leave updates. We extract the full note history including the author, timestamp, and rich text content via the API. Mapping to the destination depends on whether the target system supports threaded notes on the equivalent object.

Portfolios group Programs, and Programs group Projects. This hierarchy provides top-down financial and progress reporting. We migrate the portfolio-program-project hierarchy as a structural unit, preserving program-level allocations and portfolio-level budgets if present.

Issues track blockers or change requests logged against a Project or Task. Request Queues expose Issues as a public intake form. We migrate Issues as task-like records with a status of Open or Closed, and map Request Queue routing rules to equivalent queue or form structures in the destination where supported.

Timesheets record hours logged against Tasks or Projects, associated with a User and date range. Billing-rate-aware hours feed into Planned Revenue calculations. We migrate timesheet entries as hours records, preserving the task association and billing rate at time of entry. Note that some destination systems do not support historical timesheets.

Reports and Dashboards reference Workfront-specific field IDs, calculated metrics, and UI-level chart configurations that do not translate across platforms. We do not migrate Reports or Dashboards. We extract the report definitions and share them as documentation so the customer's new system administrator can rebuild equivalent reporting.