Migrate from Assembly Trialworks to HubSpot

Trialworks Parties map directly to HubSpot Contacts. Party type (Attorney, Client, Witness, Opposing Counsel) is preserved as a HubSpot custom property (party_role__c) since HubSpot has no native role field on contacts. Multiple party roles per person are handled via association labels on Deal-Contact links.

When a Trialworks Party is affiliated with a Company record, we create a HubSpot Contact and a HubSpot Company, then link them via the native Contact-Company association. Party address, phone, and email all migrate to the Contact record; the Company record captures the firm or organization name.

Trialworks Organizations map directly to HubSpot Companies. Company name, address, phone, and website fields migrate as HubSpot Company properties. Parent-subsidiary relationships in Trialworks map to HubSpot's Parent Company field on the Company record.

Trialworks Cases map to HubSpot Deals using a legal-matter Deal schema. The Case Name becomes the Deal name; the Case Number is stored as a custom property (case_number__c). The HubSpot pipeline represents the firm's practice areas (e.g., PI Litigation, Civil Litigation, Family Law) — each practice area is its own pipeline in HubSpot so stage pick-list values reflect the correct workflow.

Trialworks case-specific fields that have no HubSpot native equivalent are created as HubSpot custom properties on the Deal object: court_name__c (text), opposing_counsel__c (text), statute_of_limitations__c (date), insurance_carrier__c (text), case_type__c (picklist). Each custom property is typed correctly at creation (date fields become date properties, picklists become dropdowns).

Trialworks documents are re-uploaded as HubSpot Files attached to the corresponding Case-Contact-Company link. Original folder paths are stored as a metadata property (original_folder_path__c) on each file so document organization can be reconstructed in HubSpot or referenced for discovery purposes.

Trialworks calendar entries map to HubSpot Meetings with original start/end times, title, and description preserved. Meeting associations link to the relevant Deal (Case) so court dates and deadlines appear in the Case record's activity timeline. Owner of the Trialworks event maps to the HubSpot user by email match.

Trialworks Tasks migrate as HubSpot Tasks with original due dates, subject, and completion status preserved. Tasks linked to a specific Case are associated to the corresponding HubSpot Deal. Completed status is preserved as a HubSpot custom property (task_completed__c) since HubSpot's standard Task object does not track historical completion dates.

Trialworks billing records do not have a native HubSpot equivalent. We create a custom object (Legal_Billing__c) with fields for invoice number, amount, date, status, and linked Case (Deal). This preserves billing history for reference without requiring HubSpot's paid Operations Hub invoicing module.

Billable time entries are stored in a Time_Entry__c custom object linked to the Deal and Contact. Hours, rate, description, and date are preserved as custom properties. This maintains attorney billing history without migrating into HubSpot's native billing tools.

PI firms commonly track insurance carriers, policy numbers, and lien status per case. We create an Insurance_Lien__c custom object linked to the Deal, with carrier name, policy number, claim status, and lien amount as properties — preserved for case reference and settlement calculations.

Trialworks notes migrate as HubSpot Notes attached to the relevant Contact or Deal. Original create date is stored in a custom datetime property (original_note_date__c) since HubSpot's CreatedDate reflects the import timestamp, not the original note date.

Trialworks staff accounts are matched to HubSpot users by email address. If a Trialworks user has no matching HubSpot account, their records are assigned to a designated fallback HubSpot user and flagged for review before the migration completes.

Opposing parties and opposing counsel are imported as HubSpot Contacts with a custom property (party_role__c = 'Opposing Party' or 'Opposing Counsel') distinguishing them from the firm's clients and witnesses. They can be associated to the relevant Case (Deal) just like any other party.

Witnesses are HubSpot Contacts with party_role__c = 'Witness'. Contact information, notes, and any documents linked to the witness record migrate alongside the contact. Witness lists per case are preserved via Deal-Contact association labels.