Migrate from YouGile to Microsoft Project

YouGile Projects map 1:1 to Microsoft Project files or Project Online Projects. The board name becomes the Project Name, and the project description migrates as a Project Summary Task note. Member lists do not map directly to Microsoft Project's resource model—team members are mapped separately as Resources in the destination Resource Sheet. Projects with no tasks are created as empty Microsoft Project files and held for task population in the subsequent phase.

YouGile Columns within a board represent workflow stages (e.g., To Do, In Progress, Review, Done). We extract the distinct Column names and map each to a Microsoft Project Task Status value or a custom Flag field. If the destination is Project Online, we can create a custom Enterprise Custom Field lookup table to preserve the full set of column names. Teams that rely on column order for swimlane visibility should note that Microsoft Project does not natively support kanban-style columns; this is documented as a view-rebuild item.

YouGile Tasks map to Microsoft Project Task records. We preserve Task Name, Start date, Finish date, Priority, Description (as Task Notes), Assignee (resolved via User-to-Resource mapping), Labels, and creation/modification timestamps. If YouGile does not store an explicit end date, we compute one from the start date plus a default one-day duration. Microsoft Project's Task Status field is set from the source Column mapping.

YouGile Subtasks nested under a Task map to Microsoft Project Task records at a deeper outline level under the parent task. The outline level is computed from subtask depth during extraction. Subtask completion status (checked/unchecked) is preserved as Percent Complete of 0 or 100 on the migrated subtask record. Multi-level subtask nesting (subtask of a subtask) translates to successive outline levels with indent preserved.

YouGile Task Chat entries (author, timestamp, message body) are concatenated into the Microsoft Project Task Notes field, separated by timestamped dividers. Microsoft Project does not have a native chat or comment thread equivalent per task, so thread continuity is lost. For Project Online destinations, we create a SharePoint task list in the associated PWA site and link the Notes field to the SharePoint list item URL so that migrated chat content is accessible alongside the project plan.

YouGile time-tracking entries per task (hours logged, timestamp, optional note) are aggregated by task and written to a Microsoft Project Number custom field formatted as a decimal value (e.g., 4.5 hours). If the destination supports Resource Assignments, we create a Resource Assignment per task with the logged hours as Actual Work. YouGile does not expose billing rates, so rate calculations are not migrated. Time-tracking data is flagged as a manual post-migration reconciliation item if the customer plans to use Microsoft Project's built-in resource cost calculations.

YouGile Labels and Tags applied to tasks migrate to a Microsoft Project Text Custom Field (e.g., Text1) using the concatenated label names as a semicolon-separated value string. Color metadata associated with labels in YouGile is not preserved as Microsoft Project does not support per-value color coding on text custom fields. If the destination is Project Online with Enterprise Custom Fields, we recommend creating a Label lookup table to preserve the distinct label vocabulary.

YouGile User accounts (name, email, avatar) map to Microsoft Project Resources. The Resource Name and Initials are set from the YouGile display name. Email is stored in a Resource Notes field for reference. Since YouGile does not expose a structured role hierarchy, all members are mapped as Material Resources by default. Customers requiring Work Resources (for capacity planning and resource leveling) should designate these during scoping; we create a Resource type flag field to distinguish work from material resources.

YouGile task attachments are referenced by URL in the source data. We download each file and upload it to a SharePoint document library associated with the Microsoft Project Online site (or to OneDrive for Business for desktop Project destinations). The task's Notes field is updated with the SharePoint/OneDrive URL and filename so users can access the attachment from within the project view. Large files exceeding SharePoint size limits are flagged in the migration report for manual handling.

YouGile custom fields on tasks are mapped to equivalent Microsoft Project custom fields by type. Text fields map to Text custom fields, date fields map to Date custom fields, and checkbox (boolean) fields map to Flag custom fields. Number fields map to Number custom fields. Custom field API names in YouGile are preserved in the Microsoft Project field name with a prefix (e.g., yf_customfieldname__c) so that the source field name is traceable post-migration.