Migrate from Aderant Milana to HubSpot

Milana Matters map to HubSpot Deals as the primary engagement record. Matter name, open date, close date, and assigned attorney transfer as Deal fields. If your firm runs multiple practice-specific pipelines, we map each to a separate HubSpot deal pipeline.

For firms that need practice-area-specific fields (e.g., court jurisdiction, opposing counsel details, case type) that don't fit HubSpot's standard Deal fields, we create a HubSpot Matter custom object and map those fields as custom properties on the custom object record.

Milana Parties with role Client map to HubSpot Contacts associated with a HubSpot Company record. Party roles (Opposing Counsel, Expert Witness) map as association labels on the Contact-Deal relationship, not as separate records. If a party has multiple roles, we create separate association labels.

Milana calendar entries (court dates, filing deadlines, deposition dates) migrate as HubSpot Meeting activities attached to the corresponding Matter Deal. Original event start/end times and description fields preserve as Meeting properties. Recurring calendar entries map as individual Meeting records with a recurrence note.

Milana's jurisdiction-specific court rules (e.g., federal, state, county) attach as a custom pick-list property on the HubSpot Deal. The rule logic itself — the automated deadline chains Milana generates — does not migrate; it must be rebuilt in HubSpot's workflow builder or a third-party legal automation tool.

Milana documents attached to matters re-upload to HubSpot Files and link to the corresponding Deal record. File size limits apply (HubSpot default 25MB per file); larger documents are linked via URL reference to the firm's document management system if needed. Inline images in document metadata are extracted and rehosted as HubSpot-hosted file assets, and folder structure from Milana is recreated using HubSpot file folders for logical organization.

Milana time entries map as HubSpot custom number fields on the Deal (total hours, total billed) plus a Note activity recording the time entry narrative. Detailed line-item time records migrate to a HubSpot custom Time_Entry__c custom object if the firm needs granular billing history.

Milana users and attorneys resolve against HubSpot Users by email address. Unmatched users are flagged before migration — the firm either creates the HubSpot user account first or assigns their matter records to a fallback owner. We preserve the original Milana user ID as Source_System_Owner_ID__c for audit purposes.

Milana billing records (invoices, payments, AR) map to HubSpot custom financial fields on the Deal plus a custom Invoice__c custom object. HubSpot does not have native billing, so these records serve as financial reference data rather than a working billing system.

Milana's electronic filing integration with court systems (e-filing workflows, PACER) has no HubSpot equivalent. We preserve the e-filing confirmation metadata as custom fields on the Matter Deal, but the integration must be maintained in Milana or rebuilt with a third-party legal e-filing tool.

Milana trust accounting entries (IOLTA, client trust funds) do not map to HubSpot. We export trust balance data as a reference custom field on the Contact record, but HubSpot has no trust accounting module and the firm must continue using Milana or a dedicated legal accounting tool for trust management.

Every migrated Milana record stores its original Milana internal ID in a custom Source_System_ID__c field on the destination HubSpot record. This enables delta-run deduplication during future data syncs, audit logging for compliance and litigation holds, and rollback identification if the reconciliation check fails or your team needs to trace a record back to its Milana origin for legal or billing disputes.