Migrate from Z-Stream to Trello

Each Z-Stream Project maps to a Trello Board. We preserve the project name as the board name, the project description as the board description, and start/end dates as custom fields on the board's first card. If the Z-Stream project has a status (active, on-hold, completed), we create a status custom field on the board. The board is created in the customer's Trello workspace before any card import begins, ensuring all cards land in the correct parent container.

Z-Stream Tasks map to Trello Cards. We map the task title to the card name, task description to the card description (preserving rich text where the export format supports it), assignee to a Trello Card member, due date to the card due date, priority to a priority custom field (Low/Medium/High/Critical), and estimated hours to a custom field. Task status in Z-Stream maps to the card's List placement: we reconstruct the Z-Stream status column sequence as Trello Lists in the original order.

Z-Stream Subtasks map to Trello Checklist items within the parent Card. We preserve the subtask title, completion status (checked vs unchecked), and assignee as a Checklist item label. Because Trello Checklist items do not carry their own due dates, any subtask-level due date is added as a text note in the checklist item or elevated to a separate card if the subtask has independent dates or dependencies.

Z-Stream Milestones have no native Trello equivalent. We represent each milestone as a dedicated Card in a Milestones list on the board, tagged with a milestone_flag custom field set to true, with the milestone name as the card title, target date as the card due date, and description carrying the deliverables. This approach preserves the milestone date and name while keeping it visually distinct from regular task cards on the board.

Z-Stream Users map to Trello Members by email address. We extract the full user list during scoping, add each user as a Trello workspace member (or map to an existing member), and carry the Z-Stream role and permission level as a custom field on the user's profile or as a board-level label. Inactive or archived Z-Stream users are imported as inactive workspace members with a custom archived__c flag.

Z-Stream time entries (hours, date, optional notes) have no native Trello destination object. We write time entry data as a Trello card comment using a structured format (e.g., '[Time Entry] 3.5h on 2025-09-15 — Note: Review wireframes') so the data is preserved and readable in the card's activity history. If the customer holds a Trello Premium subscription, we can instead populate the Sprint Power-Up's time-tracking field, which requires a separate configuration step.

Z-Stream attachments are downloaded as files and re-uploaded to their parent Trello Card as native card attachments. We group downloads by Z-Stream project to match the Trello board scope, chunk large attachment sets (over 50 files per card) to avoid Trello's per-card attachment rate limits, and preserve the original filename. Trello Standard and Premium include unlimited storage for attachments, which removes the storage ceiling that Z-Stream's per-user plan may impose.

Z-Stream custom fields on Projects are created as Board-level custom fields in Trello using the Custom Fields Power-Up (Standard tier or above). We map Z-Stream text fields to Trello text custom fields, date fields to Trello date custom fields, dropdown fields to Trello dropdown custom fields, and numeric fields to Trello number custom fields. Board custom fields apply to all cards on the board and can be displayed in board views.

Z-Stream custom fields on Tasks are created as Card-level custom fields in Trello. Where a Z-Stream custom field appears on every task in a project, we elevate it to a board-level custom field so that the field appears consistently across all cards. Where a custom field is used only on specific task types, it remains a card-level custom field. Dropdown options from Z-Stream migrate as Trello dropdown options, preserving the option label.

Z-Stream Gantt data (task start dates, end dates, dependencies, and milestones) is extracted as structured data and reconstructed in Trello by setting card due dates to the Z-Stream task end date and start dates to the card start date (or a custom start_date custom field). Dependencies are represented as linked cards using Trello's Card Links Power-Up or as checklist items in a Dependencies list on each dependent card. Teams on Trello Premium can enable the Timeline view to visualize card start and due dates as a Gantt-style swimlane.

Z-Stream's Kanban columns correspond to task status values. We extract the full column list in display order and recreate them as Trello Lists in the same sequence. Any column-specific color labels from Z-Stream are carried as Trello card labels using a standardized color palette. Cards are placed in their corresponding List at migration time based on the task's current Z-Stream status.

Z-Stream budget amounts stored as structured fields within Projects have no native Trello equivalent. We flatten each budget entry to a card (typically the project overview card or a dedicated Budget register card) using numeric custom fields for budget_amount and budget_currency, and text custom fields for budget_type. If the customer needs granular per-task budget tracking, we create a separate Budget Board with one card per budget line item linked back to the project board.

Z-Stream risk entries (likelihood, impact, risk score, mitigation plan) are flattened to a dedicated Risks list on the project board, with each risk as a card containing custom fields for risk_score, risk_status (Open/In Progress/Closed), and mitigation_plan. This preserves the structured data in Trello without requiring a separate risk management tool.

Z-Stream comments attached to Tasks migrate as Trello card comments. We preserve the comment body, author (mapped to a Trello member by email), and original timestamp. Comment threads are imported in chronological order. Trello does not support threaded comments, so nested comment replies appear as sequential comments on the same card.