In this article, we will review the migration steps of the Monday.com - Project for the web and Monday.com -> Planner (premium plans) migration scenarios.
To launch the migration from Monday.com to Project for the web/Planner (premium plans) you will need to take several steps.
Step 1: Connect to source and target system
To start the migration process perform the following:
1. Open the Project Migrator home page and click on the Start Migration button. Or select the required migration scenario.
2. On the first step 'Connect to Source & Target System' select the Source system for migration, Monday.com in our scenario.
3. Provide the personal API token to connect to your Monday.com environment.
For detailed information on how to generate a personal API token, please refer to this article.
For detailed information about requirements for connection accounts please refer to the Account Permission Requirements article.
Click 'Connect' to proceed.
4. When the Monday.com connection is established, select the Target system.
Click on the Please select system button and select Project for the web or Planner (premium plans).
5. Click on the 'Connect' button to connect to your Project for the web or Planner (premium plans) account.
In the Environment field provide the URL of your Power Platform Environment where Project for the web/Planner (premium plans) is deployed. Please refer to the 'How to find the Environment URL for Project for web' article for detailed instructions on how to find the required URL.
Provide the credentials and log in to Project for the web/Planner (premium plans) using your Office 365 account.
Project migrator allows migrating source Attachments task field from Monday.com to Project for the web or Planner (premium plans) Attachments section. Without a token attachments will be available for mapping but will be migrated to the Notes field in Project for the web or Planner (premium plans). Also, the token allows creating custom fields in Project for the web/Planner (premium plans) from the mapping page directly. To use this functionality, it is required to generate a token when connecting to your Project for the web/Planner (premium plans) environment.
Please note: If you do not need to migrate the task attachments to the target Attachments and/or map and migrate data to the target custom fields, leave the 'Custom fields and attachments Token' field empty.
Click Proceed.
When connecting to Project for the web/Planner (premium plans) for the first time, Office 365 tenant Global Administrator consent (Admin Consent) is required to grant Project Migrator app permissions to access Office 365.
Admin Consent should be granted to Project Migrator only once. When the consent is granted by Global Admin, any other account that meets the requirements can be used to add more connections within the same Office 365 tenant.
When the source and target systems are added and connected you can proceed to the next step and select source data for migration.
Step 2: Select Source Data
1. Project Migrator allows selecting all data for migration or only the required items from the list.
'All' option is selected by default. If you select this option - all Main (Public) Boards from all Workspaces, Shareable and Private Boards that the Monday.com connection account has access to will be migrated.
'Selected' option allows migrating only the Boards that you select from the Available Boards list.
Click the 'Selected' button.
The 'Available boards' window will be opened. There are several fields on this page that you can use to filter the information out and make the selection faster. Active, Deleted, and Archived boards are supported for migration.
Please note: Due to Monday.com API limitations one common name will be used for the Main Workspace: 'Main Workspace' even if it has a different name on your environment. All other workspaces will preserve their names, according to your Monday.com environment.
Select the required boards from the list and click the 'Add Selected' button.
Please note: If you have not purchased any subscription plan yet, a free plan (for 2 projects) will be applied. If you have exceeded the limit of projects that you can select for migration according to your subscription plan (free or paid), you can upgrade your plan from this page directly by clicking on the 'Upgrade to (number) of projects plan' button.
For more information please refer to the 'Project Migrator Subscriptions' article.
You can change the number of selected boards for migration by clicking on the 'Open the available Boards list' button.
When the items are selected you can proceed to the next step: Step 3: Object Mapping.
Step 3: Object Mapping
Project Migrator provides a user-friendly, built-in data mapping interface, where you can easily manage what data from the Monday.com system goes to which fields in Project for the web.
1. Migration Settings
Microsoft 365 Group creation mode: In this section, you can select whether to create separate groups for Projects or create all Projects in one group (new or existing).
‘Create groups using source workspace names’: if this group creation mode is selected, Microsoft 365 groups will be created with the names of the source Workspaces where the selected Boards are located. Only the Workspace names will be used for the group creation in this case, the Workspace members and owners will not be added as members and owners to the target groups.
With this group creation mode, the following users will be added to the target Microsoft 365 group members on condition that they are mapped with the corresponding target users:
- Users that are added to Board members in the migrated Board(s) (even if they are not assigned to any item)
- Users assigned to items in the migrated Board(s) if the source fields with assignments are mapped in the Item Field Mapping.
If the source item fields with user assignments are not mapped with the corresponding Assignments target field, the users assigned in those fields will not be added to the target group members unless they are Board members. - All users from the Team(s) assigned to items in the migrated Board(s) if the source fields with assignments are mapped in the Item Field Mapping.
If the Microsoft 365 group already exists in the target, its existing owners and members will remain, and the new ones will be added during the migration.
If a Group with the same name already exists in Project for the web, a new group will not be created. Project Migrator will find this group by name and will use it for migration (taking into account the setting below 'Create new or merge with existing Projects').
Please note: Due to Monday.com API limitations one common name 'Main Workspace' will be used for a group created based on the Main Workspace even if it has a different name in your Monday.com environment.
'Create groups using Board names': if this option is selected, each board will have a separate group created. The groups will be created with the same names as the Boards names in this case.
With this group creation mode, the users will be added to the target Microsoft 365 group(s) in the same way as with the ‘Create groups using source workspace names’ group creation mode, described above.
If a Group with the same name already exists in Project for the web, a new group will not be created. Project Migrator will find this group by name and will use it for migration (taking into account the setting below 'Create new or merge with existing Projects').
Please note: If there is an existing group with the same name and mail nickname in the target tenant, but the connection account is not a member or an owner of that group, a new group will be created with a bit different mail nickname.
If the 'Create all Projects in one group' option is selected, then all Projects will be added to the same group during migration.
In the Group Name field, you can provide the name of an existing group or a new group name to create a new group during migration.
With this group creation mode, the following users will be added as members to one target Microsoft 365 group on condition that they are mapped with the corresponding target users:
- Users from all the migrated Board(s) that are Board members (even if they are not assigned to any item)
- Users from all the migrated Board(s) that are assigned to items if the source fields with assignments are mapped in the Item Field Mapping.
If the source item fields with user assignments are not mapped with the corresponding Assignments target field, the users assigned in those fields will not be added to the target group members unless they are Board members. - All users from the Team(s) assigned to items in the migrated Board(s) if the source fields with assignments are mapped in the Item Field Mapping.
The Workspace members and owners, and the Board owners will not be added as members and owners to the target group.
If a Group with the same name already exists in Project for the web, a new group will not be created. Project Migrator will find this group by name and will use it for migration (taking into account the setting below 'Create new or merge with existing Projects').
In the Group Name field, you can provide the name of an existing group or a new group name to create a new group during migration.
Please note: If you are migrating the Boards to an existing Project for the web group (or to different groups but there is a group in Project for the web with the same name as Board name) the migration Project for the web account that you have provided in the Target System section should be a member of this group in Project for the web.
Project creation mode: In this section, you can select how projects should be created if there are Projects in Project for the web with the same names as Boards in Monday.com.
'Create new or merge with existing ones' option allows to create new Projects or merge the data to the existing Projects with the same names as Boards if any.
'Create new and remove existing Projects before creating' option allows creating new Projects from scratch deleting the existing ones with the same names as Boards if any. In this case, existing Project for the web Projects with names that match selected Board names will be removed together with all their tasks.
2. Board Field Mapping
In this section, you can review Board field mapping. The Group name corresponds to the Bucket name and the Board name to the Project name.
3. Item Field Mapping
This section is used to map items from Monday.com and Project for the web or Planner (premium plans).
It is necessary to perform the item field mapping for the correct migration of their values, as the field types and names may differ between the systems.
Once the connection to the source and target systems is established and items to migrate are selected, Project Migrator maps some of the existing source and target item fields of compatible types automatically (by name). In case multiple source fields compatible with a target field are found by the name they all are added for mapping.
Mapping process should be performed carefully taking into account some mapping settings and rules described in detail in the How to perform item fields mapping article. Before you proceed to the Users Mapping, make sure to follow the steps described in the 'How to perform item fields mapping' article.
Also, if you created a token while connecting to Project for the web/Planner (premium plans) and would like to create custom fields, please refer to the 'How to create custom fields' article for more details.
4. Users Mapping
This section is used to map the users from Monday.com and Project for the web or Planner (premium plans).
Please note: All users added to Monday.com (activated, pending, and deactivated) will be displayed in the User Mapping section.
Please note: The users cannot be migrated from Monday.com to Project for the web/Planner (premium plans). User accounts should already exist on the target environment (in the Active directory of your Project for the web tenant) 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 Project for the web/Planner (premium plans).
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 a '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 needed.
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.
If at least one user is not mapped a corresponding warning will appear.
'Create resources for not mapped users' allows creating resources in the target Project for the web system and preserving the task assignments for users that were not mapped. However, users (new user accounts) will not be created in the Azure Active Directory on the target.
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.
Step 4 - Launching the migration process
When you complete all steps: set up the connection between source and target, select data for migration, perform mapping you can launch the migration process.
To launch the migration process click on the Proceed button under the 'User Mapping' section.
Migration Summary window will be opened. Review the information in the Migration Information section and click the 'Start Migration' button to launch the migration process.
Please note: If you have not purchased any subscription plan yet, a free plan (for 2 projects) will be applied. If you have exceeded the limit of projects that you can select for migration according to your subscription plan (free or paid one) and did not upgrade your plan while selecting the projects, you will see the 'Proceed to Checkout' button instead of the 'Start Migration' one. You can upgrade your plan by clicking on this button and then launching the migration process.
Data Migration Summary window will be opened displaying the Summary Information and the progress for the migrated groups and Projects as well as Migration Settings and Mapping. Also, you can open the migrated boards in Project for the web from the Migration Summary.
