Migrate from Case.one to HighLevel

Case.one Cases carry client identity (Party), case title, status, billing value, and activity history. FlitStack splits each Case into a HighLevel Contact (the primary client Party) and an Opportunity (the case's monetary value and pipeline stage). Case metadata and custom fields attach to the Contact record via Custom Fields.

Case.one Parties (Plaintiff, Defendant, Attorney, Witness) map directly to HighLevel Contacts. Party role labels are preserved as a custom pick-list field (Party_Role__c) so the litigation role is visible on every contact. Multiple Parties per Case become multiple Contact records with a shared tag or custom field linking them to the originating Case.

Case.one Documents (filings, correspondence, exhibits) migrate to HighLevel Notes with the document title as the Note subject and a link to the original file URL preserved in the note body. The file itself is re-uploaded to HighLevel's file storage and attached to the corresponding Contact or Opportunity. Document metadata (date filed, document type) becomes custom fields on the Note.

Case.one Time Entries (date, duration, billing rate, description) migrate as HighLevel Notes with the type set to 'Time Entry'. The duration in minutes and billable amount are stored as custom number fields on the Note so billing summaries can be reconstructed in HighLevel reports.

Case.one Invoices map 1:1 to HighLevel Invoices where both platforms share the same fields: invoice number, amount, status (Draft, Sent, Paid, Void), line items, and due date. Invoice-to-Contact linkage is resolved by matching the invoice's client Party to the migrated HighLevel Contact.

Case.one Staff records (attorneys, paralegals, admins) map to HighLevel Users. Resolution is by email match — each Case.one Staff email is matched to a HighLevel User; unmatched staff are flagged and can be invited before the migration commits. Staff role (Attorney, Paralegal) maps to a HighLevel custom pick-list field on the User record.

Case.one custom fields defined at the Case level (e.g., Court_Division__c, Matter_Type__c) are replicated as HighLevel Custom Fields on the Contact object. The migration plan enumerates every custom field, maps its data type to the closest HighLevel equivalent (text, number, date, pick-list), and pre-creates the fields in HighLevel before data lands.

Case.one matter tags (e.g., 'pro-bono', 'class-action', 'IP-dispute') migrate as HighLevel Tags applied to the Contact record. Tags are preserved exactly — no value mapping is needed since both platforms use free-form string tags. This direct migration ensures that all matter categorization, practice area classifications, and case flagging information carries over without manual re-tagging in HighLevel.

Case.one Case statuses (Open, Pending, Closed Won, Closed Lost) map to HighLevel Opportunity Stage values. The mapping is defined during discovery: each Case.one status string is matched to the nearest HighLevel stage label your team has configured. Closed Won and Closed Lost cases set the Opportunity Stage to the corresponding final stage and close the date.

Case.one's chronological activity log (status changes, document uploads, note entries) is reconstructed in HighLevel as a Conversation thread attached to the Contact. Each activity entry becomes a Conversation Message with the original timestamp, author (resolved by email), and activity description preserved. This gives HighLevel users the full matter history on one screen.

Case.one workflows and rule-based case assignments have no direct HighLevel equivalent and are not migrated. FlitStack exports Case.one workflow definitions as a JSON reference file that your HighLevel admin can use to rebuild equivalent automations in HighLevel's Workflow Builder. Triggers, conditions, and actions are documented with before/after screenshots.

Case.one reports and case dashboards are not migrated — the underlying data (Cases, Invoices, Time Entries) does transfer, but the report definitions are platform-specific. FlitStack provides a data dictionary of migrated fields so your HighLevel admin can rebuild reports in HighLevel's native reporting tool or connect to an external BI tool.