Project Migrator provides a user-friendly, built-in data mapping interface, where you can easily manage what data from the Planner system goes to which fields in Monday.com. In this article, we will review how to set up mapping before you launch the migration process.
1. Migration Settings
Workspace creation mode: In this section, you can select whether to create separate workspaces from Planner groups, create workspaces using Plan names or create all Boards in one workspace (new or existing).
Please note: Members and owners of the source Microsoft 365 groups and Plans will be added as Members and Owners to the corresponding Boards in Monday.com, with any Workspace creation mode selected.
All source Microsoft 365 group members (for the selected Plans) will be added to the target Board Members if the corresponding users exist in the target system and are mapped.
All source group owners (for the selected Plans) will be added to the target Board Owners if the corresponding users exist in the target system, have the Member or the Admin role and are mapped. Users that correspond to the target Viewer or Guest users cannot be added as Board Owners in Monday.com.
Mapped users, assigned to tasks in the source Plan, will be added as members to the corresponding target Board and assigned to Board items, with any Workspace creation mode selected.
Please note: Members and owners of the source Microsoft 365 groups are not added to the Workspace Members and Owners during the migration due to Monday.com API limitation.
Please note: Currently, Boards cannot be created or updated in the Main Workspace during the migration.
Please refer to the Migration Limitations and Notes article.
‘Create workspaces using source M365 group names’: if this workspace creation mode is selected, Microsoft 365 group names will be used to create the Workspaces in Monday.com.
'Create workspaces using Plan names': if this workspace creation mode is selected, Plan names will be used to create the Workspaces in Monday.com.
'Create all Boards in one Workspace': if this creation mode is selected, all Boards will be created in one Workspace. In the 'Workspace Name' field you need to provide the name of an existing Workspace or a new one where all Boards will be created.
Board creation mode: In this section you can select how Boards should be created if the Boards with the same names as migrated Plans already exist in the corresponding Workspace(s) in Monday.com.
'Create new or merge with existing Boards' option allows creating new Boards or merging the data to the existing Boards with the same names as Plans if any exist in the Workspace.
'Create new and remove existing Boards before creating' option is disabled for the migration scenario to Monday.com as the existing Boards cannot be removed via API.
2. Plan Field Mapping
In this section, you can review Plan field mapping. The Bucket name corresponds to the Group name and the Plan name to the Board name.
3. Task Field Mapping
This section is used to map the Planner task fields with the target Monday.com item fields.
In this section, you can review which field values are migrated from the source system to the target system.
As the source Planner system has a predefined set of task fields, they are added to the task field mapping by default. There are also predefined target item fields that are mapped by name and compatible type. The target item fields will be created in new Boards with the names and types specified in the task field mapping.
Currently, there is no option to specify custom field names and types for the target field mapping.
All the compatible source and target fields available for mapping are listed and can be selected in the drop-down menus. To map the necessary task field, click on the field and select an option from the drop-down menu.
In case some of the target fields do not need to be mapped with the source ones, they can be removed from mapping. To remove both the target and source fields, click on the Bin icon next to the target field.
There are advanced options available for mapping of task fields.
The advanced options are recommended to use in scenarios when a few source Plans/Projects that have different sets of task fields are selected for migration. For data migration from task fields of different types and with different names, they all should be added for mapping.
The Advanced Options section can be opened by clicking the ‘Show advanced options’ icon below the source field.
The following options are available:
Multiple – this option allows adding multiple source task fields of compatible types for mapping with one target field.
The ‘Multiple’ option is used together with either of the following settings that determine how to handle cases when two or more fields, mapped with one target field, are found in one source Plan/Project:
1) Use first found – if this option is selected, the values from the first mapped field, found in the source Plan/Project, will be migrated to the mapped target field.
2) Join values – if this option is selected, the values from all mapped source fields, found in the source Plan/Project, will be migrated to the mapped target field, i.e. the values will be joined in one field.
Please note: The ‘Join values’ option will work only for those target fields that allow adding multiple values. If the ‘Join values’ option is selected for the fields that cannot have multiple values, the values from the first mapped field, found in the source Plan/Project, will be migrated to the mapped target field as if the ‘Use first found’ option is selected.
Use custom lookup – this option allows mapping particular values of the source field with values of the target field. The ‘Use custom lookup’ option is recommended to use for mapping values of such item fields as ‘Progress (Percent Complete)’ and ‘Priority’ that have a set of predefined values which may differ between the source and target systems.
Once the ‘Use custom lookup’ option is enabled, the additional fields for specifying which source field values (‘From’ fields) should correspond to which field values in the target system (‘To’ fields) appear. To add more fields for mapping click on the ‘Add’ icon next to the target field. In case some fields are not needed, they can be removed by clicking on the Bin icon next to the field.
By default, the ‘Use custom lookup’ option is selected for the mapped ‘Progress (Percent Complete)’ and ‘Priority’ fields. There is a predefined set of mapped source and target values for those fields that can be adjusted to a particular migration scenario.
4. User Mapping
This section is used to map the users from Planner and Monday.com.
Please note: The users cannot be migrated from Planner to Monday.com. User accounts should already exist in the target environment before the migration starts. In this case Project Migrator will find the required users by their accounts and will map them automatically to migrate the assignments and other resources data to Monday.
Please note: Target Guest users cannot be assigned to items and be added to the Members and Owners in the Main and Private Boards in Monday.com. If any source user, that is a group member or is assigned to tasks in the migrated Plan, is mapped to the target Guest user, it will be skipped during the migration - it will not be added to the Board Members and its assignments will not be set in the Main and Private Boards.
If there is no corresponding account on the target system, then the line with such a user will be highlighted in red and will have 'Not Mapped' status. Such users will not be taken for migration.
If there is incomplete correspondence for some of the users (for example, the email is the same but different user names), they will have ‘Partial Match’ status and will be marked with yellow color. Pay attention to such lines and correct the mapping if need.
If there is complete correspondence found, such users will be marked with green color and will have 'Match' status.
You can review the mapping summary at the top of the section.
User Mapping can be exported to an Excel file. You can map the users in the Excel file if needed and upload the mapping from the Excel file to Project Migrator, User Mapping section.
When the mapping is completed, you can proceed to the next step and launch the migration process.