How to Migrate SharePoint List Items to Project Online

How to Migrate SharePoint List Items to Project Online

Recently we did a Project Online/SharePoint Online Implementation based projects which included AdValue (Project Portfolio Management Package) implementation along with the migration of list items from SharePoint 2010 to Microsoft Project Online instance and creating projects from those list items. There were around 200 list items and more than 50 list columns in the old SharePoint list.

So now the question is how this could have been done efficiently. Here, for explaining the steps, I am using limited rows. You can use as many needed. Also, I am referring old SharePoint list as source list and new SharePoint list as destination list.

Below are the steps to Migrate SharePoint List Items to Project Online:

Migrate SharePoint List Items to Project Online

Step 1: Define the fields mapping strategy (source to destination):

We first needed to decide with client how list columns should be mapped to PWA custom fields. An excel template would help here.

List Column Name List Column Type PWA Field Name (To be mapped with list column) PWA Field Type
Project Title Single line of text Project Name Text
Project Start Date Date and Time Project Start Date Date
Project Finish Date Date and Time Project Finish Date Date
Total Team Members Number Total Team Members Number
Total Estimated Cost Currency Total Estimated Cost Cost
Project Description Multiple lines of text Project Description Text
Project Owner Person or Group Project Owner Text
Type Of Project Choice Type Of Project Text

 

Leveraging the same template, we created our mapping strategy.

Step 2: Export data (in excel) from source list to be migrated:

  • Go to the source list i.e. Project Requests.
    Project Requests.
  • Export list items to excel.
    Export list items to excel

Step 3: Normalize the Excel Data for migration:

  • Open the excel containing source list items.
    Normalize the Excel Data for migration
  • Here, I am keeping all list columns for mapping and removing default columns Item Type & Path.
    Normalize the Excel Data for migration

Step 4: Define the enterprise custom fields mapping in destination list:

  • Go to the destination list.
    Project Requests.
  • Go to list settings.
    Define the enterprise custom fields mapping in destination list
  • Go to Project Server settings.
    Project Server settings
  • Map list columns to PWA fields.
    Map list columns to PWA fields.

Note:

  • We can’t map the list item ID here. It can be mapped using SharePoint Designer list workflow.
  • For mapping a list column to enterprise custom field, make sure that both have same data type.
  • Multiline text type field values will be mapped only up to 255 characters.

Step 5: Importing data from excel

Step 6: Creating bulk list items

  • List items can be created quickly using CSOM. Modify your Program.cs as my Program.cs file.
  • Run the solution. List items will be created in your destination list.
    List items can be created quickly using CSOM

Step 7: Create projects from list items

There are two options for creating projects which can be leveraged based on requirement and data volume.

1.      From list item:

  • Select the list items, for which you want to create a project in PWA. Here I am selecting all items.
  • Under Items, click on Create Projects.
    Create projects from list items
  • You will see a pop-up form. This form will show you details of mapping done in Step 4.
    Map list columns to PWA fields.
  • Select Enterprise Project Type under which you want to create the project.
    Enterprise Project Type
  • Click Create Projects.
  • Projects will be created in PWA.

2.      Using workflow:

In SharePoint Designer list workflow, you can use the action “Create a project from the current list item with this Enterprise Project Type” to create the project from the list item. Also, you can customize the list workflow for creating projects only after certain approvals or column values.

Finally, validate list columns & enterprise custom fields mapping

  • Open project, which you have created from list item.
  • Validate field values. You will see the same values as there in the list item.

enterprise custom fields mapping

This is how you can create bulk SharePoint list items. In case of query, add your comments below.

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Posted by Nikhil

Nikhil is currently working as a Software Developer with Advaiya for more than 2 years, and responsible for developing Project Portfolio Management & BI solutions. He has been working on multiple technologies/platforms like Project Server, Project Online, SharePoint, Power BI, SSRS, CSOM, JavaScript, Knockout JS, JSOM, PowerShell, SQL Server, Workflows, InfoPath, .NET C# applications, web services and custom web parts.

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