Migrate from Assembly Neos to Zoho CRM

Each Assembly Neos matter becomes a Zoho Deal. The matter number migrates as Case_Number__c, the practice area as Practice_Area__c, and the case status as a custom pick-list field matching Neos stage names. The primary client on the matter maps to the Account_Name lookup, establishing the Account-Deal hierarchy Zoho requires.

Contact records migrate directly to Zoho Contacts. The party role on the matter (Attorney, Client, Paralegal, Witness) maps to Contact_Role__c custom field on the Contact so the firm retains who played what role per matter. Multiple contacts on one matter generate individual Contact records with matching role values.

Archived or inactive contacts from Neos with no active matter association route to Zoho Leads. Contacts with an open matter association stay as Contacts and link to the corresponding Deal. The split is determined by whether the contact has a matter with a status other than Closed.

The primary client entity on a matter maps directly to a Zoho Account. The account name, industry, address, and employee count migrate as standard Account fields. If the client is an individual rather than an organization, we create an Account record using the individual's name for consistency with Zoho's data model.

Documents attached to a matter re-upload to the corresponding Zoho Deal as an Attachment. File name, description, uploaded-by user, and upload date are preserved. We cross-reference the document list from Neos against each matter to ensure files land on the correct parent record. Inline images embedded in notes are extracted and re-hosted as separate attachments.

Activities logged against a matter in Neos (phone calls, email threads, filings) migrate as Zoho Tasks with Subject, Description, Status, Priority, and Due Date fields preserved. The activity owner resolves by email match against Zoho Users. Tasks inherit the parent Deal lookup so the activity timeline is visible in context on the case record.

Calendar entries from Neos — client meetings, depositions, court dates — map to Zoho Events with Title, Start_Time, End_Time, Venue, and Description. Event attendees map to Zoho Contacts where attendee records exist; otherwise attendees are stored in the Event Description field as a reference list. Reminder settings convert to Zoho Event reminder configurations.

Free-text notes on matters migrate as Zoho Notes attached to the parent Deal record. Note body, created date, and created-by user are preserved. Rich-text formatting in Neos notes converts to Zoho's note formatting. Parent record linkage is maintained so notes appear in the Deal activity timeline after migration.

Neos custom fields at the matter level — practice area codes, referral source, court venue, insurance carrier — create custom fields on the Zoho Deal module. Field data types are matched: pick-list values create Zoho pick-list fields, date fields create Zoho date fields, and text fields create Zoho text fields. Required-field constraints are translated so validation rules carry over.

Neos time entries and billing records have no direct Zoho CRM equivalent. We create a custom module (Time_Entries__c) or map key fields as custom fields on the Deal. Billable hours, rate, total amount, and entry date migrate as custom fields for reporting continuity. Firms requiring full LEDES invoicing should plan to use Zoho Books as a separate product post-migration.

Neos staff records resolve by email match against Zoho CRM Users. Where a Neos staff member has no matching Zoho user, the record is flagged for your Zoho admin to either create the user first or assign the matter to a fallback owner. Role-based access in Neos maps to Zoho Profiles and Roles as a post-migration configuration step.

Neos document templates used for matter correspondence have no Zoho CRM equivalent. We export the template library as a reference package for your Zoho admin to recreate using Zoho Writer or a third-party document generation tool. Template field mappings are preserved in the export for re-implementation.