Migrate from Case Status to Microsoft Dynamics 365 Sales

Case Status contacts map directly to Dynamics 365 Contacts. The primary firm association is stored as a lookup to the Account entity, ensuring that each contact is linked to its parent organization. Unassigned contacts — those without a linked firm — are attached to a default 'Individual' account record in Dynamics, preserving a consistent owner hierarchy and enabling accurate reporting across the CRM.

Case Status stores the law firm or company as a contact property named 'company'. This value merges into Dynamics Account — the Account record must be created first so that contacts can link via the primarycontactid or parentaccountid lookup. The mapping preserves the original company name, and multiple contacts can reference the same Account, allowing consolidated firm-level reporting and streamlined case assignments.

Case Status cases map to the msdyn_incident Case entity in Dynamics 365 when your license includes the Customer Service hub. The Case Status case ID is stored as a custom string field (cs_case_id) for traceability and delta-run de-duplication. The original case identifier is preserved so you can audit the source record without relying on platform IDs. This also supports sync if you add or modify cases after the initial load.

If your Dynamics 365 Sales Professional license does not include Customer Service, Cases require a custom Dataverse table. We create a 'Cases' table with fields mirroring Case Status case properties — title, status, priority, assigned attorney, open date — and register it in your solution.

Case Status Matters represent legal matters within a case — a subdivision some firms use for billing or document grouping. Dynamics has no native Matter equivalent. We create a custom 'Matter' Dataverse table with a lookup to the Case record.

Case Status case status values (e.g., Intake, Active, Pending, Closed) map to Dynamics statuscode integer values. Each pick-list value requires a value-by-value mapping because Case Status stores string labels while Dynamics stores integer status reasons. During schema setup, we enumerate Case Status status labels, create matching statuscode rows in Dynamics, and verify the mappings before migration. After data lands, you can filter cases by status in Dynamics dashboards and reports.

Case Status client portal messages and communication threads have no direct Dynamics equivalent. We create a custom 'ClientMessage' Dataverse activity table with fields for direction (inbound/outbound), message body, timestamp, attorney owner, and a lookup to the Contact record. The custom activity appears in the Contact timeline, letting attorneys view client interaction history. It also lets Power Automate trigger on new messages, enabling automated follow‑up tasks or alerts.

Case Status file attachments are downloaded and re-uploaded to SharePoint via the Dynamics 365 document management integration. The SharePoint URL is stored as a custom field on the related Case or Matter record. We replicate the folder hierarchy in SharePoint, creating libraries that reflect your Case Status layout. The stored URL links to the document from the Case or Matter form, and SharePoint permissions are managed via Microsoft 365 groups.

Case Status automations (milestone triggers, client-update notifications, email sequences) have no equivalent in Dynamics 365 Sales. We export your automation definitions as a reference JSON and provide a Power Automate rebuild guide targeting the same triggers. The JSON lists name, trigger, and actions. The guide maps these to Power Automate triggers such as 'When a row is modified', with instructions to rebuild email alerts, updates, and milestone notifications.

Case Status client portal settings, branding, and portal access rules do not transfer. Power Pages requires a separate build. We can scope this as a post-migration project or recommend a Microsoft partner specializing in legal portal deployments. Power Pages is built on Dataverse, so you can create pages that read contact and case tables migrated from Case Status. We will deliver a blueprint and assist with branding.

Case Status custom fields created by your firm (e.g., practice area, referral source, client tier) are enumerated during discovery and created as custom Dataverse columns on the appropriate entity. Field type mapping follows Dataverse data type conventions. We map text fields to strings, pick‑lists to option sets, dates to datetime, and numbers to decimal or integer types, then add each column to the solution file for persistence across environments.

Case Status attorney owners are matched to Dynamics 365 users by email address. Unmatched owners are flagged before migration so you can either invite them to Dynamics or reassign their records to a fallback owner before the full run. The match uses the email attribute on the SystemUser table. We generate a report listing attorneys, allowing you to create accounts or map them to a fallback user before migration commits.