Migrate from Actionstep to Pipedrive

Actionstep matters carry client info, matter type, status, and billing details. We split these: client name and organization details map to a Pipedrive Organization, while matter type and status map to custom fields on a Deal linked to that Organization. Billing data migrates as read-only custom fields since Pipedrive lacks native trust accounting.

Each Actionstep participant (client, contact, opposing counsel) becomes a Pipedrive Person record. Participant type (role) is preserved as a custom field on the Person. Email, phone, and address fields map directly. Multiple participants per matter create multiple Person records linked to the same Deal.

Actionstep defines participant roles per matter type (e.g., Client, Opposing Counsel, Expert Witness). Pipedrive has no native role field on People. We create a custom pick-list field (Participant_Role__c) on Person and populate it with the source role value for each participant link.

Actionstep matter types define data collections with custom fields (e.g., Property Details, Case Timeline). Each data collection field maps to a Pipedrive custom field on the corresponding Deal or Organization. Field types are matched: text to varchar, date to date, picklist to picklist. Hash-keyed field references are resolved after Pipedrive field creation.

Actionstep notes attached to matters become Pipedrive Notes on the corresponding Deal or Person record. Original created-by user and timestamp are preserved. Rich-text formatting is converted to Pipedrive's note format. Notes that reference multiple matter participants are attached to the primary Person record.

Documents linked to Actionstep matters are downloaded and re-uploaded to Pipedrive Files attached to the corresponding Deal or Person. File name, size, and upload timestamp are preserved. Document automation templates do not migrate — those are Actionstep-specific and must be recreated outside Pipedrive.

Actionstep matter types (e.g., Commercial Litigation, Employment Law, IP Filing) define the practice area. We map matter type to a custom pick-list field (Matter_Type__c) on the Deal so Pipedrive reporting can segment by practice area without requiring separate pipelines per type.

Actionstep matter statuses (Active, Pending, Closed, Archived) map to a combination of Pipedrive Deal status and a custom Matter_Status__c field. 'Closed' or 'Archived' in Actionstep maps to Pipedrive Won or Lost stage based on billing outcome. 'Active' maps to an open pipeline stage.

Actionstep users are matched to Pipedrive users by email address. Unmatched users are flagged before migration — the team either creates Pipedrive accounts or assigns records to a fallback user. Billing-time owner on matters maps to Deal owner in Pipedrive.

Actionstep workflows, triggers, and document automation rules do not have a Pipedrive equivalent. These must be rebuilt using Pipedrive Automations after migration. We export workflow definitions as a reference document for your Pipedrive admin to use during rebuild. The exported file includes step-by-step logic, trigger conditions, and field references to assist your Pipedrive admin in recreating equivalent automations.

Actionstep's trust accounting module tracks client funds, ledgers, and trust transactions. Pipedrive has no financial accounting layer. We export trust balances as a custom field group on the Deal for reference, but the accounting records must be maintained in a separate accounting tool post-migration.

Actionstep time entries linked to matters migrate as Pipedrive Activities (tasks) with Type='Billable Work'. Original date, duration, description, and billing status are preserved as custom fields. Timer-based entries without an end time are migrated as open tasks with a note indicating incomplete timing data.