Migrate from ArkCase to HighLevel

ArkCase Person records map directly to HighLevel Contacts. Names, email addresses, phone numbers, and postal addresses transfer as-is. Multiple persons linked to a single Case become individual Contact records in HighLevel — no association hierarchy to preserve unless you map Person relationships separately.

ArkCase Organization entities map to HighLevel Companies. Organization names, domains, industry classifications, and address fields transfer to matching Company fields. We preserve the original ArkCase organization ID as a custom field for traceability and cross-referencing. If an ArkCase Organization has no associated Persons, it becomes a standalone Company record in HighLevel without any linked Contact records.

ArkCase Cases are the central work container and do not map 1:1 to any single HighLevel object. Case title becomes Opportunity name or a Custom Object record depending on whether the case represents a sales pipeline stage or a service/consent matter. Case status maps to Opportunity stage or a Custom Object pick-list field. We create the mapping plan during the audit phase so you decide which Cases become Opportunities versus Custom Objects.

ArkCase Tasks linked to Cases migrate as HighLevel Tasks with a reference to the parent Opportunity or Custom Object record. Task assignees resolve by email match to HighLevel users. Tasks without a parent Case become standalone Tasks. Completed/in-progress status maps to HighLevel's task status field.

ArkCase Complaints are a specialized Case subtype with fields like complaint_type, filed_date, fees_waived, and expedite_flag. These require a HighLevel Custom Object named 'Complaints' with custom fields for each attribute — complaint_type as a pick-list, filed_date as a date field, expedite_flag as a checkbox. ArkCase complaint IDs preserved as a custom ID field for traceability.

ArkCase stores documents in an ECM repository with version history. We export document metadata (file name, version, created date, author) and re-upload files as attachments linked to the parent HighLevel record (Contact, Opportunity, or Custom Object). Inline images in notes are downloaded and rehosted. Full ECM version history does not transfer — the current version lands as a standard attachment.

ArkCase links Persons to Cases with a role label (e.g., 'Complainant', 'Respondent', 'Investigator'). In HighLevel, mapped Persons become Contacts and the Case becomes an Opportunity or Custom Object. We create an association between the Contact and the target record — if the person role differs from 'Contact', we store the role as a custom field on the link rather than as a separate object.

ArkCase BPMN 2.0 workflow definitions are platform-native and cannot export in a format HighLevel's event-trigger workflow builder can consume. We extract workflow definitions (trigger events, routing conditions, task assignments) as a documented specification your team uses to rebuild in HighLevel's Workflow Builder. ArkCase's rules engine for automated case routing similarly has no equivalent in HighLevel.

ArkCase user records (officers, investigators, case managers) map to HighLevel Users by email address. FlitStack resolves each ArkCase owner to a HighLevel user by matching email. Unmatched owners are flagged before migration — your team either invites them to HighLevel first or assigns their records to a fallback owner.

ArkCase correspondence entries and comments linked to a Case migrate as HighLevel Notes attached to the corresponding Opportunity or Custom Object. Original timestamps and author information preserved. Threaded correspondence is flattened — parent-child relationships are not represented in HighLevel's flat note model.

ArkCase role-based access control lists define which officers can view or edit which case types. HighLevel uses Location-level permissions and user roles (Admin, Standard, Developer) that don't map to ArkCase's fine-grained ACL model. Access control must be reconfigured manually in HighLevel after migration — we provide a permissions audit report mapping ArkCase roles to recommended HighLevel role assignments.

ArkCase custom object types created via the SDK map to HighLevel Custom Objects. ArkCase allows unlimited custom fields per object; HighLevel caps each Custom Object at 10 unique fields. If your ArkCase custom object exceeds 10 fields, we split it into multiple HighLevel Custom Objects and document the split in the mapping plan. Associations between custom objects in ArkCase map to HighLevel's association model for Custom Objects.

ArkCase maintains a full audit trail of every case action, user access event, and document change. This data is too voluminous and too specific to ArkCase's compliance model to migrate as records. We preserve key audit fields (case created date, last modified date, last assigned officer) as custom fields on the migrated record for basic traceability.