Migrate from ArkCase to HubSpot

ArkCase Person records map to HubSpot contacts. First name, last name, email, phone, job title, address, and department fields map directly. The original ArkCase person ID is stored in a custom field for traceability and delta-run de-duplication. The custom field also enables you to cross‑reference records in future delta syncs without relying on email matches alone.

ArkCase Organization records map to HubSpot companies. Organization name becomes company name, domain becomes website, address fields map to the HubSpot company address block. Parent-child organization hierarchies in ArkCase map to HubSpot's Parent Company association. If multiple parent relationships exist, we create a top‑level parent and link child companies accordingly, preserving the hierarchy in HubSpot's parent‑company field.

ArkCase Cases map to HubSpot tickets. The case title becomes the ticket subject, description maps to the ticket body, and status maps via value mapping to the HubSpot ticket pipeline stages. Filing date, case officer, and case type are preserved as custom properties.

ArkCase Complaints are distinct from Cases — they track third-party complaints against an organization. These map to HubSpot tickets with a custom Complaint_Type__c property to distinguish them from general cases. The complainant party links to the HubSpot contact representing that individual.

ArkCase's ECM layer stores documents with version control, OCR metadata, and secure container storage. HubSpot Files do not support version control or ECM-style metadata. We re-upload each document to the associated HubSpot record (contact, company, or ticket) and store the original ArkCase document ID as a custom field for reference.

ArkCase tasks map directly to HubSpot tasks. Task subject, description, due date, and completion status map field-by-field. The assigned case officer in ArkCase is stored as a custom field; the assignee resolves by email match to a HubSpot user. If an email lookup fails, the task is assigned to a designated fallback owner and flagged for admin review.

ArkCase users are matched to HubSpot users by email address. Unmatched users are flagged before migration — your team either creates the HubSpot user first or assigns their ArkCase records to a fallback owner. The original ArkCase user ID is stored as a custom field on the HubSpot user record.

ArkCase user groups map to HubSpot teams. The group name maps to the HubSpot team name. Individual group members are resolved to HubSpot users by email before the team assignment is created. Any members without a matching HubSpot user are logged in a pre‑migration report so your admin can create the accounts or reassign the records before the migration runs.

ArkCase organizes content inside folders and containers that mirror a case or complaint context. HubSpot has no native folder structure for CRM records. The ArkCase container path is stored as a custom text field on the associated ticket so the filing context is preserved.

ArkCase BPMN 2.0 workflows (FOIA request routing, ROI automation, Data Privacy processes) do not transfer. They must be rebuilt in HubSpot using HubSpot Workflows. We export the ArkCase workflow definitions as a reference document your team or implementation partner can use to recreate automation logic in HubSpot.

ArkCase FOIA requests are a specialized case type. These map to HubSpot tickets with a custom field FOIA_Request__c set to true, plus additional custom properties for request type, exemption codes, and response due date that do not have HubSpot native equivalents.

ArkCase ROI requests are a distinct workflow type. These map to HubSpot tickets with a custom ROI_Request__c flag and properties for request type and fulfillment status, since HubSpot has no native ROI request object. We also set a due‑date field based on the ROI request’s statutory response deadline, enabling your team to track SLA compliance directly in the ticket.