Migrate from Assembly Trialworks to HighLevel

Trialworks matter records split into two destinations: core party contact data lands in HighLevel Contact; litigation-specific fields (case type, statute, court) land in a HighLevel Matter custom object linked to the primary Contact via a lookup relationship. This separation ensures that contact records remain clean while preserving all case-specific details for reporting.

Each Trialworks party record migrates as a HighLevel Contact. Party role (Plaintiff, Defendant, Insurer) is preserved as a custom pick-list field (Party_Role__c) on the Contact and as a tag for filtering. Matters with multiple parties of the same role use separate Contact records.

Trialworks stores documents at server file paths. FlitStack downloads all files from the Trialworks file structure, re-uploads them to HighLevel Files, and attaches them to the corresponding Matter custom object and primary Contact. Inline images in medical records are rehosted in HighLevel's file store.

Court dates and scheduled hearings from Trialworks migrate as HighLevel Tasks with Type='Court Date' and original timestamps preserved. All-day events with case deadlines map to HighLevel Events with the original date and assigned attorney as the task owner. Each task also retains the original matter identifier for cross-referencing.

Trialworks assigns roles (Plaintiff, Defendant, Insurer) per party per matter. HighLevel has no native party-role model. FlitStack creates a custom pick-list field (Party_Role__c) on Contact and applies a role-specific tag so filters and SmartLists can segment by party type. Multi-role parties get all applicable roles as tags.

Trialworks stores statute of limitations dates as native date fields per matter. HighLevel has no native equivalent. FlitStack creates a custom date field (Statute_of_Limitations__c) on the Matter object and maps the value directly. Date format inconsistencies in Trialworks (MM/DD/YYYY vs text strings) are normalized during transformation.

Trialworks case types (Personal Injury, Civil Rights, Contract, Estate) are pick-list values. FlitStack creates a custom pick-list field (Case_Type__c) on the Matter object in HighLevel and maps each Trialworks value by name. Firms with custom case-type pick-lists require a pre-migration value audit.

Plaintiff medical record references stored in Trialworks migrate as a custom long-text field (Medical_Record_Reference__c) on the Matter object. Content is migrated as text summaries; actual document files are handled separately as attachments. HIPAA-sensitive fields are flagged for review before import.

Insurance carriers in Trialworks are party records with the Insurer role. These migrate as HighLevel Contacts tagged Insurer with Party_Role__c set to Insurer. Carrier contact details (name, phone, policy number) map to standard contact fields; policy-specific data uses a custom field (Policy_Number__c).

Trialworks attorney and paralegal user records are resolved by email match against HighLevel users. Unmatched users are flagged before migration; the firm either invites them to HighLevel first or assigns their matter records to a fallback HighLevel user. Trialworks user permissions do not transfer.

Trialworks billing records (hourly fees, settlement disbursements) have no direct HighLevel equivalent. We preserve billing records as a custom object (Billing_Record__c) linked to the Matter, with invoice amounts, dates, and status as fields. Actual invoicing must be handled by the firm's billing tool post-migration.

Any custom properties on Trialworks party records (e.g., referring attorney, lien holder info) are audited and mapped to custom fields on the HighLevel Contact object. Up to 10 unique fields per object are supported in HighLevel — custom field limits are reviewed before migration.