Migrate from ArkCase to Freshsales

ArkCase Person records map to FreshSales Contacts. Every person has a first name, last name, email, phone, and address block that translate directly to FreshSales contact fields. Where a Person has no associated Organization, the contact lands standalone in FreshSales. Original ArkCase person create date is preserved as Original_Created_Date__c.

ArkCase Person records without a valid email address route to FreshSales Lead because FreshSales requires email for Contact creation via API. Leads accept phone-only records. Your team decides whether to re-validate these records post-migration or treat them as outreach-only leads.

ArkCase Organization maps to FreshSales Account. Organization name becomes Account Name. Website, industry, employee count, and annual revenue map to their FreshSales counterparts. ArkCase Organization hierarchies (parent/child) map to FreshSales Parent Account links; circular references are flagged before migration. Every organization-level attribute is translated verbatim so no business context is lost in the transition.

ArkCase Case is the primary migration challenge. Cases map to FreshSales Deals, but a FreshSales Deal has no native case number or status workflow. We create a custom pick-list field Case_Type__c set to 'Case' for all migrated records, and map ArkCase case status to a custom text field Case_Status__c. Case priority maps to a custom pick-list Deal_Priority__c. The deal name is derived from ArkCase case number and subject.

ArkCase Complaint records merge into the same FreshSales Deal object using the same Case_Type__c discriminator field, but set to 'Complaint'. This keeps all case-adjacent records in one FreshSales object while preserving the source record type. If your ArkCase setup has multiple complaint queues (e.g., internal vs. external), we add a Complaint_Queue__c custom field for segmentation.

ArkCase Tasks map 1:1 to FreshSales Tasks. Subject, description, due date, priority, and assigned user carry over. Task status (Open, Completed, Cancelled) maps to FreshSales status values. Owner resolution uses email matching against FreshSales users, with unmatched tasks assigned to a fallback owner flagged for review.

ArkCase documents with inline content (form responses, OCR text, metadata sheets) migrate as FreshSales Notes with the document text in the note body. File attachments re-upload to FreshSales attachments on the parent record. Large files (>25MB) are flagged; your team decides whether to host externally and link via URL or chunk the file. ArkCase file version history is preserved as a custom text field Note_Versions__c.

ArkCase case assignment history (which user was assigned, when) has no FreshSales equivalent. We preserve it as a custom text field Assignment_History__c formatted as a pipe-delimited log. If assignment changes are frequent in your process, we can create a FreshSales Task for each assignment event and link it to the parent Deal.

ArkCase custom objects (e.g., Evidence, Witness, Citation records) map to FreshSales custom objects if your FreshSales plan supports them (Pro and above). N:N relationships in ArkCase require junction objects in FreshSales. We surface the relationship graph during the pre-migration audit and deliver a schema setup plan for your FreshSales admin to create custom objects before the migration run.

ArkCase users map to FreshSales users by email address. Active ArkCase users must have corresponding FreshSales user accounts created before migration. Inactive ArkCase users are mapped to a fallback 'Legacy User' contact owner. ArkCase role names are preserved as a custom field Owner_Role__c on the migrated records for rebuild reference.