Migrate from Assembly Trialworks to Freshsales

Trialworks Cases map to Freshsales Deals. Case number becomes Deal name with case number suffix. Case status (Open, Closed, Pending) maps to Freshsales Deal Stage values. The case-centric model shifts to deal-centric: each migrated case becomes one Deal with the originating case ID stored in a custom field for traceability.

Named parties with first name, last name, and email map directly to Freshsales Contacts. Party role (Plaintiff, Defendant) is stored as a custom pick-list field (Party_Role__c) on the Contact record. Duplicate party names (same person in multiple cases) are deduplicated by email match, collapsing to one Contact with multiple Deal associations via Contact Roles.

Opposing counsel and co-counsel entries with firm names and email addresses are matched against Freshsales users by email. If no matching user exists, the attorney record is created as a Contact with Type = 'Attorney' and linked to relevant Deals. Internal firm attorneys resolve to Freshsales Owner lookups on migrated Cases.

Corporate parties (plaintiff/defendant companies) with business name, address, and industry map to Freshsales Accounts. Account Name = entity legal name. Industry and address fields map directly. Parent-subsidiary relationships in Trialworks become Parent Account lookups in Freshsales, preserving organizational hierarchies. Corporate entity type (LLC, Corp, Partnership) can be stored in a custom field. We validate D-U-N-S numbers and business registrations where available to ensure accurate Account matching during migration.

Trialworks links attorneys to parties on a case. Each attorney-party assignment migrates as a Freshsales Contact Role on the corresponding Deal, with Role value = 'Attorney' or the specific role title from Trialworks. Contact Roles are the native Freshsales mechanism for many-to-many contact-deal relationships.

Billable hours logged in Trialworks become Custom Sales Activities in Freshsales (available on Pro and Enterprise plans). Activity type = 'Billable Hours', duration maps to hours, description carries the task narrative. On Growth plans, time entries are stored as custom text fields on the Deal since Custom Sales Activities are not available.

Trialworks documents stored in Casefiles are re-uploaded to Freshsales Files attached to the corresponding Deal. Original Trialworks folder path and document category are preserved in the File description field. Trialworks FileIT exports must be provided as a directory export — we do not have a direct API pull for documents.

Trialworks calendar entries with hearing dates, deadlines, and filing due dates migrate as Freshsales Events linked to the corresponding Deal. Start time, end time, and subject line (e.g., 'Motion Hearing — Case #12345') are preserved. All-day events in Trialworks map to Freshsales all-day Events.

Firm-specific custom fields on Cases (e.g., Case Type, Statute of Limitations, Venue) migrate as Freshsales custom fields on the Deal object for up to 15 fields. Fields beyond the standard Deal schema or requiring relational lookups require Freshsales Custom Modules, available only on Enterprise plans.

Trialworks billing records have no native equivalent in Freshsales CRM. Invoice totals, outstanding balances, and billing status migrate as custom numeric and pick-list fields on the Deal. Firms needing full billing history use Freshsales Products and Quote-to-Cash (CPQ add-on) to reconstruct billing workflows post-migration.

Internal firm staff in Trialworks (paralegals, admins, assistants) are matched to Freshsales users by email. If no matching email exists, the staff member is created as a Contact with Type designation. User roles (Attorney, Paralegal, Admin) map to Freshsales security profiles post-migration. We recommend creating Freshsales user accounts for active staff before migration to ensure proper deal ownership. Inactive staff are migrated as Contacts with a 'Former Staff' designation.

Third-party entities linked to cases (insurance carriers, medical providers, expert witnesses, courts, opposing firms) with company name, address, and phone map to Freshsales Accounts with Type = 'Other'. Their individual contact persons migrate as Contacts linked to the parent Account. We preserve the relationship type (e.g., 'Insurance Carrier', 'Medical Provider', 'Expert Witness') in a custom Account field for segmentation and reporting. Where available, we match entities against Freshsales' built-in Account database for data enrichment before migration.

Conflict check flags, notes, and clearance records have no direct Freshsales CRM equivalent and migrate as Notes attached to the relevant Contact record for historical reference. Firms rebuild conflict check workflows using Freshsales duplicate detection rules combined with Workflows automation. Duplicate detection rules flag potential conflicts based on name, email, and company matches, while custom Workflows trigger review tasks when new Contacts meet predefined criteria. We recommend documenting your firm's conflict policy during pre-migration schema review.