Migrate from Assembly Neos to Pipedrive

Neos Matters map to Pipedrive Deals as the primary container for case-related work. Matter case_type, status, and assigned attorney map to custom Deal fields in Pipedrive. Pipedrive's deal_name uses the Matter title. The deal value maps from Neos matter billing amount if present.

Neos party contacts with role='client' map directly to Pipedrive Persons using a 1:1 field mapping for core fields such as name, email, phone, and address. Additional contact-specific metadata like birthdate, bar number (for attorney contacts), and referral source migrate as custom Person fields using Pipedrive's /personFields API endpoint. This preserves all relevant client data beyond standard contact fields while maintaining full referential integrity to the Matter/Deal parent record.

Opposing counsel firms, insurance companies, and other non-client organizations in Neos map to Pipedrive Organizations. Individual contacts at these organizations map as Persons linked to the Organization via Org ID. This collapses N:N organization relationships into Pipedrive's parent Org model.

Attorney contacts from Neos include bar_number, firm_name, and role fields that require transformation for Pipedrive compatibility. These map to Pipedrive Persons with attorney-specific custom fields (bar_number, attorney_firm, attorney_role) preserved as custom Person fields via the /personFields API. The firm name becomes a linked Organization record using the /organizations API to maintain the firm association. This preserves attorney credentials and affiliations while allowing full Pipedrive contact functionality.

Neos tasks and checklist items migrate as Pipedrive Activities with type='task' using direct field mapping. Original due dates map to Pipedrive due_date field, and completed status with completion timestamps migrate to the done flag and completion time fields. Checklist parent-child relationships surface as linked activity notes or custom fields (parent_checklist_item_id) for audit trail reconstruction and compliance tracking purposes.

Neos calendar events and court deadlines migrate as Pipedrive Activities (meetings for court dates, tasks for reminders). LawToolBox-calculated deadlines preserve the calculated date as both the activity due date and a custom field for reference. Court deadlines requiring specific time-of-day are stored in activity notes.

Neos documents attached to matters re-upload to Pipedrive as Files linked to the corresponding Deal. File size limits apply (25MB default in Pipedrive). Inline images in notes are extracted and rehosted as separate file attachments. Document version history is preserved in activity notes.

Neos notes migrate as Pipedrive Activity notes with type='note' to preserve the full activity history. Rich-text formatting is preserved where technically feasible during the translation process. Notes linked to specific contacts or matters attach to the corresponding Pipedrive Person or Deal record for full contextual access by users reviewing the contact or deal timeline.

Neos custom fields defined on Matters (case_type, statute_of_limitations, venue, judge_assignment) require corresponding custom fields in Pipedrive created via the /dealFields API endpoint. Custom field data types are mapped: text fields translate to varchar, date fields map to date type, and picklist fields become enum types with explicit value-by-value mapping against Pipedrive's allowed values. Each field's unique hash-based key is tracked in the migration mapping table for data integrity verification.

Neos contact custom fields including client_type, referral_source, and intake_date map to Pipedrive custom Person fields using the /personFields API endpoint. Date-type fields and picklist fields require explicit value mapping against Pipedrive's supported field type structures, translating each unique Neos picklist value to its corresponding Pipedrive enum value. This ensures all contact metadata carries over with correct typing and valid value sets.

Neos trust accounts and IOLTA client ledgers have no Pipedrive equivalent. We preserve trust account balance and client ledger entries as custom Deal fields for reference, but recommend maintaining trust accounting in dedicated legal accounting software (IOLTA泉). The migration flag surfaces these records for manual reconciliation.

Neos invoices and billing records migrate as custom Deal fields capturing invoice_number, invoice_amount, and balance_due for historical reference. Pipedrive's native invoicing feature (available on Professional+ tier) can generate new invoices going forward, but historical Neos invoices require a separate financial reconciliation process outside Pipedrive's system. We recommend establishing a manual or external workflow for complete financial record continuity after migration.

Neos users resolve by email against Pipedrive users. Active Neos attorneys map to Pipedrive users with the 'admin' or 'manager' role based on firm hierarchy. Staff users with read-only Neos access may be assigned Pipedrive 'limited' roles. Unmatched users are flagged before migration.