Migration For Monday.com to Jira

As a Jira administrator, open External System Import in System settings, choose Monday.com, link your workspace with a Monday.com personal access token, then review how fields are mapped and click Import. Automation rules are not migrated and need to be recreated through a third-party tool or ScriptRunner, and dashboards can't be migrated unless the user has a premium license.

This document is intended to serve as a Walkthrough guide on how to migrate a Monday.com Workspace into Jira, in a very granular and detailed way, on top of that, there will be a topic about main differences and also about the equivalent names of custom fields, features, etc between both tools.

Creating a project on Monday.com (optional)

In this section we will learn how to create a Monday.com Workspace and also how to fill it with test data, to try to mimic a high-end robust Project for large enterprises.

Our first step will be to create the workspace, clicking on the three dots (…) next to the 'Workspaces'

Then, we click add workspace,

Workspace creating screen should look like this.

We created a workspace named ‘Ice Cream Shop' and the main screen for our workspace will look like this

From here, in our example, the first board will be called Frontdesk Customer Service, and inside we have 2 groups, which we can highly customize, thus, the first Board we named Storage Mainteneance, inside of them we will see items, which are tasks that we can create from scratch and modify them as intended. Here is an example of how 3 tasks should look like under the board.

You can modify each column by hovering over it’s name and clicking on the ‘three dots’ button, that should bring all the settings that you can modify from that specific column.

Thus, you can and add more columns by clicking on the ‘+' button on the far right you will be shown this chart to chose any column available, and also you will be able to chose from a wide variety of them by clicking on the 'More Button' column.

You should be able to add a lot of modifications to your boards and groups, for the sake of this example, we created multiple items upon this workspace, finally the example looks like this, we added, documents, agile boards, dashboards, forms, private & shared boards, comments, attachments, dates, labels, hierarchies, activity logs, permissions, etc…

The Monday.com Workspace looks like thise before starting the first migration attempt

First Migration Attempt

In this first attempt, the migration is focused towards using the Atlassian tool to import data from Monday.com, once the workspace is all set and we have the backup, we are ready to start the migration, to do so we will be following the next steps:

1. In the Jira target instance, logged in as an administrator we will go to the settings by clicking on the cog located in the top right corner
   
   

2. Then, select ‘System' which will take you to the System settings in the Jira instance, afterwards scroll down in that menu until you find the option named 'External System Import’.
   
   
   
   
   

3. Next, search for the Monday.com option in the screen that will pop, you might need to scroll down, to get to it.
   
   

4. Once we select Monday, a screen will pop-up to ask to link the Monday workspace with the Jira instance, which we can accomplish by setting up a personal access token. Here are the steps to find our personal access token in Monday.com

   1. First, click on your profile picture in the top right corner at the Monday.com instance, and then select the option ‘Developers' which will bring you to the following screen, where you are going to click on the option 'My access tokens’
      
      
      
      
      

   2. You will need to create an access token if you haven’t created one in the past. Once you have the personal access token it will appear hidden by asterisk, you can then, show it by clicking the button right next to the textbox named 'Show'.

   3. Once the long access token is shown a new button should pop-up in the right side of the screen named 'Copy', which will copy the entire token to your clipboard.

5. Switch back to your Jira target instance and paste it in the text box required to link your Monday workspace with Jira. Once linked you will have access to the workspace within the Jira Instance, where you will be able to choose between all your available workspaces from Monday, and therefore you can choose boards from each workspace available.

6. In the example, the imported project is Frontdesk Customer Service, which you can choose to be imported as a ‘business project’ or other type of projects which we can select in the tool, we then click on next.
   
   

7. After clicking next, you are taken to the ‘Review Details’ where you can check which tasks will be migrated, how is the hierarchy going to be replicated, and change any other details, such as how fields are going to be mapped, if you want to import all the attachments and all the users.
   
   
   

8. Finally, you can click the ‘Import’ button, to start the migration.

9. Once completed you will be taken to the main screen on your migrated project.
   
   
   

10. Here you can review if all the data was migrated successfully.

11. In the example shown above, there was only one item which was unable to be migrated which was a document that was part of the workspace, this is because not every plan can perform this type of migration with documents.

After the first migration attempt, there was a few items and aspects which were not correctly mapped, for example:

• The majority of the fields that were set in Monday.com migrated as created custom fields, with the exception of: Priority, status and name. Also we must outline the fact that in the importing of each project no mapping settings were changed in any of the projects.

• Also, items such as attachments, comments, and the data tied to custom fields was migrated successfully, hierarchies, and task/subtask/epics mapping was migrated correctly too.

• On the other hand, there were multiple aspects and items which were not migrated at all or were migrated in a different way, such as archived issues, text formatting, activity logs

• The fact that we selected in the import 'team-managed project' for all of the imported items must be pointed out aswell, plus the fact that they were all imported as 'business projects'.

• To be able to export dashboards you need to have a premium/enterprise type of account otherwise you will only be able to export them as PDF.

Second Migration Attempt (company-managed projects)

In this second migration attempt, we are going to change the mapping of the fields as well as chosing company-managed projects for each item imported, Once in the first project import, we noticed that the assignee field which corresponds to the owner or assigned user of a task is impossible to map with the Jira built-in tool, which can be easily achieved by setting up an automation rule to update the assignee field.

After successfully creating all the workspaces and boards, in the second migration attempt, here are the Key Steps in the Second Migration Attempt:

1. Preparation and Analysis:

• Conducted a detailed audit of the first migration to identify discrepancies in data, workflows, and automation.

• Mapped fields, issue types, and workflows comprehensively between Monday.com and Jira.

2. Enhanced Data Migration:

• Tasks and issues migrated with all metadata (e.g., statuses, owners, and timelines).

• Attachments, dependencies, and linked data migrated accurately too.

• Automation rules with triggers, conditions, and actions where not migrated and need to be recreated through a third party tool or using Scriptrunner.

• Cross-verified imported data using random sampling and JQL in Jira and dependencies, hierarchies and custom fields were migrated correctly.

3. Workflow Recalibration:

• Redesigned workflows to align closely with Jira’s schema while retaining Monday.com’s initial workfklows rules.

• Simplified overly complex workflows is highly recommended when facing this type of dense and deep workflows to improve usability.

4. Automation Validation:

• Recreated automation rules in Scriptrunner or any other automation third party tool, ensuring all triggers, conditions, and actions work as expected.

• Addressed limitations in the first migration by leveraging advanced Jira features like Smart Values and scheduled automation.

5. Integration Reestablishment:

• Ensure all third-party integrations (e.g., Slack, GitHub, Confluence) are configured and operational.

• Test API connections for external systems interacting with Jira.

6. User Role and Permission Mapping:

• Validate and update user roles, group permissions, and access controls in Jira.

• Ensure compliance with team structures and security policies.

7. Reporting and Dashboard Recreation:

• Recreate reports and dashboards using Jira’s reporting tools.

• Configure filters to match Monday.com’s visualizations for continuity.

Key Differences Observed in Second Attempt:

• Complete data fidelity, all fields accurately migrated

• Fully calibrated, aligned with team requirements

• Fully recreated, validated, and optimized rules

• All integrations tested and functional

• Accurate role and permission mappinGg

• Recreated and matched to original reporting requirements

• Active involvement, positive feedback

Leading into:

Improved User Adoption:

• A clear transition with enhanced workflows and training ensures team buy-in and confidence in the new system.

Operational Efficiency:

• Optimized workflows and automation lead to better productivity and reduced manual effort.

Accurate Reporting:

• Dashboards and reports provide actionable insights comparable to or exceeding Monday.com.

Sustained Integration:

• Stable third-party integrations maintain continuity with external systems.

Scalability:

• Jira’s advanced features set a strong foundation for future growth and process improvement.

Recommendations for Long-Term Success:

• Conduct regular audits to ensure workflows and automations remain aligned with evolving team needs.

• Leverage Jira’s advanced features (e.g., Advanced Roadmaps, Marketplace apps) for continuous process improvement.

• Maintain ongoing user feedback channels to address emerging issues promptly.

This document allows stakeholders to compare the two migration attempts effectively and provides clarity on the enhanced outcomes achieved in the second phase.

Verify The Migration

Step-by-step to migrate a Monday.com workspace to Jira

There is a well known difference where in Monday.com 'types of task' where there is types like: Feature, Quality, Security, Test & Bug. Whereas in the Jira environment the types of task are a lot more.

Migrating from Monday.com to Jira is a comprehensive process that requires careful planning, execution, and follow-up to ensure a seamless transition. This detailed guide provides an extensive overview of each phase involved in the migration process.

1. Planning and Preparation

• Assess Current Workflows: Begin by conducting a thorough analysis of your existing workflows in Monday.com . Document all boards, groups, items, subitems, and associated data. Understanding the structure and dependencies of your current workflows is crucial for a successful migration.

• Define Objectives: Clearly articulate the goals of the migration. Determine whether the aim is to enhance project tracking, improve team collaboration, integrate with other tools, or leverage specific features available in Jira. Defining these objectives will guide the migration strategy and help in measuring success post-migration.

• Stakeholder Communication: Engage all relevant stakeholders, including team members, project managers, and IT personnel. Communicate the reasons for the migration, the expected benefits, and the proposed timeline. Address any concerns and gather input to ensure alignment and support throughout the process.

• Resource Allocation: Identify the resources required for the migration, including personnel, time, and budget. Assign roles and responsibilities to team members to ensure accountability and efficient execution of the migration plan.

2. Data Export from Monday.com

• Export Boards: Monday.com allows users to export board data to Excel, which can then be saved as CSV files for compatibility with Jira's import functionality. To export a board:

  1. Open the desired board in Monday.com .

  2. Click on the three-dot menu (ellipsis) located at the top-right corner of the board.

  3. Select "Export board to Excel" from the dropdown menu.

  4. Choose whether to export just the table or to include all updates and replies, depending on your data requirements.

• Verify Exported Data: After exporting, open the Excel file to review its contents. Ensure that all necessary information, including items, subitems, updates, and attachments, has been accurately captured. Pay special attention to custom fields and data formats, as these will need to be mapped correctly during the import into Jira.

• Data Backup: Before proceeding with the migration, create backups of all data exported from Monday.com . This precaution ensures that you have a recovery point in case of any issues during the migration process.

3. Data Mapping and Transformation

• Field Mapping: Jira and Monday.com have different data structures and field types. It's essential to map Monday.com columns to corresponding Jira fields accurately. For example:

  • The "Name" column in Monday.com typically maps to the "Summary" field in Jira.

  • Status indicators in Monday.com should be aligned with Jira's workflow statuses.

  • Custom fields in Monday.com may require the creation of equivalent custom fields in Jira.

  Proper field mapping ensures data integrity and functionality within Jira.

• Handle Custom Fields: Identify any custom fields used in Monday.com and determine their equivalents in Jira. Jira allows the creation of custom fields to accommodate unique data requirements. Ensure that these fields are set up in Jira before importing the data to maintain consistency.

• Data Cleansing: Before importing, clean the data to remove duplicates, correct errors, and standardize formats. This step is vital to prevent issues during the import process and to ensure that the data in Jira is accurate and reliable.

• Data Transformation: If there are discrepancies in data formats between Monday.com and Jira, transform the data to match Jira's requirements. This may involve converting date formats, adjusting text fields, or modifying numerical data to align with Jira's accepted parameters.

4. Importing Data into Jira

• Use Jira's Importer: Jira provides an importer for Monday.com data, streamlining the migration process. To utilize this feature:

  1. In Jira, navigate to the project creation page.

  2. Select "Import data" and choose "Monday.com " from the list of options.

  3. The monday importer imports directly from monday rather than from a file: select the monday workspace and board to bring in, and Jira creates a new space from it. A CSV exported from Monday.com is a separate route, through Jira's CSV import.

  4. During the import process, map the Monday.com fields to Jira fields as planned.

  5. Configure any additional settings as required, such as issue types and priorities.

  This importer facilitates the direct transfer of data, reducing manual effort and potential errors.

  Atlassian Support

• Import Attachments: Attachments in Monday.com may not transfer automatically through the CSV import. To include attachments:

  • Ensure that attachments are accessible and organized.

  • Manually upload attachments to the corresponding issues in Jira after the initial data import.

  • Alternatively, consider using third-party migration tools that support attachment migration.

  This ensures that all relevant documents and files are available within Jira.

• Import Validation: After completing the import, Jira provides logs and reports detailing the import process. Review these logs to identify any errors or warnings that occurred during the import. Address any issues promptly to ensure data integrity.

5. Post-Migration Activities

• Data Validation: After the import, conduct a thorough review of the data in Jira. Verify that all items, subitems, attachments, and comments have been accurately migrated. Check for any discrepancies or missing information and address them promptly to ensure data integrity.

• Configure Workflows: Jira offers customizable workflows to match your project's processes. Set up workflows that mirror your existing processes in Monday.com or take this opportunity to optimize them for better efficiency. Define statuses, transitions, and permissions that align with your team's operational needs.

• User Training: Provide comprehensive training sessions for team members to familiarize them with Jira's interface and functionalities. Focus on key areas such as issue creation, workflow navigation, and reporting tools. Adequate training ensures a smoother transition and encourages user adoption.

• Set Permissions: Configure user permissions in Jira to ensure appropriate access levels for team members. Define roles and responsibilities, and assign permissions that align with organizational policies. Proper permission settings help maintain data security and operational efficiency.

• Customize Dashboards and Reports: Leverage Jira's dashboard and reporting capabilities to create customized views and reports that meet your team's needs. This customization enhances visibility into project progress and team performance.

6. Integration Tools (Optional)

• Third-Party Applicatons: Several integration tools can facilitate data migration and synchronization between Monday.com and Jira. For instance:

  • Getint's Monday.com Integration for Jira: This tool supports two-way synchronization, allowing for seamless data transfer between the platforms. It handles tasks, attachments, comments, custom fields, and statuses, ensuring comprehensive data migration.

    Atlassian Marketplace

  • Integromat: A no-code platform that enables automation between Monday.com and Jira, allowing for customized data transfers and process automation.

  • PractiProject's QuickView: An app that provides a grouping display in Jira, similar to Monday.com 's work concept, aiding in user adoption post-migration.

    PractiProject

  These tools can enhance the migration process, especially for complex data structures or large datasets.

7. Testing and Feedback

• Conduct Pilot Testing: Before executing a full-scale migration, perform a pilot test with a subset of data. This approach allows you to identify potential issues and assess the effectiveness of your migration plan without impacting the entire system. Ensure that the pilot includes various data types and complexities to comprehensively evaluate the process.

• Gather User Feedback: After the pilot migration, solicit feedback from the users involved. Their insights can reveal unforeseen challenges and areas for improvement. Addressing this feedback is crucial for refining the migration process and ensuring user satisfaction.

8. Go-Live and Continuous Improvement

• Finalize Migration: Once the pilot testing is successful and any necessary adjustments have been made, proceed with the full migration. Ensure that all stakeholders are informed of the schedule and any expected downtime.

• Monitor Performance: After the migration, continuously monitor Jira's performance and user satisfaction. Utilize Jira's reporting tools to track key performance indicators and identify any areas that may require further optimization.

• Decommission Monday.com : After confirming that all data has been successfully migrated and operations are running smoothly in Jira, plan for the decommissioning of your Monday.com account. Ensure that all necessary data has been backed up and that there is a clear communication plan for stakeholders regarding the change.

9. Additional Considerations

• Data Security and Compliance: Throughout the migration process, ensure that data security and compliance standards are maintained. This includes securing data during transfer, managing user access appropriately, and adhering to any industry-specific regulations.

• Customization and Integration: Post-migration, consider customizing Jira to better fit your organization's needs. This may involve configuring dashboards, setting up additional workflows, or integrating with other tools your team uses.

• Change Management: Recognize that migrating to a new tool involves change management. Provide adequate support and resources to help your team adapt to Jira, and encourage open communication to address any concerns promptly.

By following this comprehensive approach, you can facilitate a seamless migration from Monday.com to Jira, ensuring that your project management processes continue to operate efficiently and effectively.