Migrate from Actionstep to Freshsales

Matter fields (name, number, type, status, description) map directly to Freshsales Opportunity fields with one-to-one correspondence where schema allows. Matter number is stored as Source_System_ID__c on the Opportunity for traceability, delta-run de-duplication, and reconciliation with Actionstep after cutover. Status values undergo value mapping to align with Freshsales Opportunity stage definitions. The mapping plan confirms all field assignments before the migration run.

Matter metadata that doesn't fit the Opportunity schema — such as court information, judge name, filing number, or practice area sub-type — is stored as a custom object or custom fields on Opportunity. We surface these during the mapping plan phase so your Freshsales admin creates the fields before data lands.

Client Participant maps to a Freshsales Contact with role stored in custom picklist field Participant_Role__c, and the client's organization maps to an Account. For solo practitioners, the Contact and Account may be the same record — we flag these cases during the sample migration for admin confirmation.

Opposing counsel maps to a Freshsales Contact with Participant_Role__c set to 'Opposing Counsel'. These Contacts are not linked to an internal Account unless the opposing firm is also an active client — our mapping logic detects this scenario and creates Account links where appropriate. Email and phone contact information transfers to standard Contact fields.

Expert witnesses map to Freshsales Contacts with Participant_Role__c set to 'Expert Witness'. Additional metadata such as hourly rate or specialty area is preserved as custom fields on the Contact record — your Freshsales admin creates these fields before migration runs. Expert credentials and certifications transfer where available. We apply de-duplication logic to prevent creating duplicate Contact records for experts who may already exist in your Freshsales instance.

Other participant types such as mediators, arbitrators, and court reporters map to Freshsales Contacts with their specific role stored in Participant_Role__c. We preserve the original role label from Actionstep where it exists. Each third-party type receives the appropriate Participant_Role__c value, and contact details transfer to standard Contact fields.

Actionstep custom data fields on Matters translate to Freshsales custom fields on the Opportunity object. We apply type-aware mapping: text → text, number → number, date → date, picklist → picklist. Custom picklist values require value-by-value mapping if the picklist options differ between platforms.

Participant-specific custom fields such as bar number for opposing counsel, expert witness credentials, or certifications map to custom fields on the Freshsales Contact. We perform type-aware conversion — text to text, number to number, date to date — ensuring data integrity. Before migration, we deliver a custom field creation plan for Freshsales admin to pre-create target fields via UI or API. Custom picklist fields require value-by-value mapping if option sets differ between platforms.

Documents attached to Actionstep Matters are stored in Actionstep's document management system. Freshsales Files attach to CRM records but do not receive Actionstep documents automatically. We provide a file manifest with download URLs and metadata; your team re-uploads critical documents to Freshsales Files or stores URLs as custom fields on the related Opportunity.

Actionstep workflows are built on Actionstep's Builder using object models (as:action, as:action_participant) and have no native equivalent in Freshsales. We export your workflow definitions as structured JSON so your Freshsales admin can recreate them in Freshsales Workflows. Plan for 2–4 hours per significant workflow.

Actionstep's trust accounting module tracks client funds, ledgers, and reconciliation — a legal-specific feature with no equivalent in Freshsales CRM. These records are excluded from the migration. We provide a manifest of trust records for your accounting team to import into a dedicated accounting system.

Billing records and invoices created in Actionstep do not migrate to Freshsales since Freshsales lacks native billing or invoicing capabilities. These records remain in Actionstep for historical reference, and we can export them separately as CSV or structured data files for import into a dedicated legal billing platform. If you need financial tracking within Freshsales, custom development or a third-party integration would be required — scoped separately from the core migration.

The assigned attorney or staff member on an Actionstep Matter is resolved by email match to a Freshsales User record. Unmatched owners are flagged before migration — your team either invites them to Freshsales first or assigns their records to a fallback user.