Migrate from Aderant Milana to Freshsales

Milana matters map directly to Freshsales Accounts. The primary responsible attorney becomes the Account Owner, while secondary attorneys are stored as Account Contacts with a custom Contact_Role__c field. Milana’s matter type (litigation, corporate, IP) is preserved as a custom pick‑list field on the Account for practice‑area reporting. The Milana matter number is kept as a custom external ID (Account_Id__c) for reference in Freshsales reports.

Milana supports nested matter hierarchies (parent matter with sub‑matters). The hierarchy maps via Freshsales' Parent Account field on the Account object. Sub‑matters land as child Accounts linked to their parent. We validate that parent matters migrate before children to resolve foreign keys correctly.

Every contact on a Milana matter becomes an Account Contact in Freshsales. The contact's primary role on the matter (client, opposing counsel, third party) is preserved as a custom contact role field. Freshsales allows multiple contacts per Account — we map all roles, not just the primary.

Milana attorneys map to Freshsales Users by email match. Attorney bar number and firm association become custom fields on the User record. Non‑primary attorneys assigned to a matter are stored as a custom Account Contact role (Attorney) rather than the Account Owner, since Freshsales supports one owner per Account.

Internal staff on a matter (paralegals, billing contacts, secretaries) become Account Contacts with a custom Internal_Staff_Role__c field. The Staff role label from Milana is preserved as the field value so the firm can segment internal versus external contacts. These internal contacts are linked to the corresponding Account, allowing attorneys to view support staff involvement on a case and enabling reporting on staff hours or billing allocations across the firm.

Milana's court rule definition (the specific rule that triggered a deadline) has no Freshsales equivalent — we map it as a custom text field (Court_Rule__c) on the Account. Rule text and applicable jurisdiction are preserved for reference but do not drive automation in Freshsales.

Milana deadlines and docket entries are stored as custom date fields (Deadline_Date__c, Deadline_Type__c) on the Account. Active deadlines within 90 days are also surfaced as Freshsales Tasks so attorneys see upcoming deadlines in their task list. Historical deadlines migrate as read‑only custom fields.

All remaining docketing metadata — court, judge, opposing counsel, statute of limitations, practice area — map to Freshsales custom fields on the Account object. Each Milana docketing field becomes a named custom field with the same label so attorneys recognize the data immediately.

Milana case activities and log entries migrate as Freshsales Tasks. Activity type (phone call, email, filing, meeting) maps to the Task Type pick‑list, and the original activity date becomes the Task due date. Attorney assignments are preserved as task owners, and each task is linked to the relevant Account so attorneys can view the activity history. Timestamps and descriptions are transferred with original values, preserving all details.

Milana calendar events and reminders migrate as Freshsales Tasks or Events depending on duration. All‑day events and docketing reminders map to Tasks; attorney meetings map to Events with start and end times preserved. Owner is set to the responsible attorney.

Matter‑level notes and document annotations in Milana migrate as Freshsales Notes attached to the corresponding Account record. Notes retain the author (mapped to a Freshsales user) and original create timestamp. Rich‑text formatting is preserved as plain text if conversion is required.

Any custom fields defined by the firm on Milana matter records map to Freshsales custom fields on the Account object. We preserve the Milana field label, data type, and pick‑list values. Value‑by‑value mapping is applied for pick‑list fields. Fields referencing other matters require lookup resolution to Freshsales record IDs.

Products and billing rates tracked against a matter in Milana map to Freshsales Products with pricing. These link to the Account for reporting. We preserve unit price, billing code, and description so the firm's product catalog carries over intact.

Milana user accounts map to Freshsales Users by email address. If an email is not found in Freshsales, the user is flagged before migration and the firm provisions the user first or assigns their records to a fallback owner. We provide a user‑mapping report that lists Milana users and Freshsales User IDs. Permissions and profiles must be set in Freshsales after migration, as they are destination‑side configuration.