Migrate from Case Status to Freshsales

Case Status matters map directly to Freshsales Deals. Matter name becomes Deal name, case value becomes Deal amount, expected close date maps to Freshsales Close Date, and matter stage maps to Deal stage via a value-mapping table. All matter-level custom properties (case type, court name, case number, opposing counsel) migrate as Freshsales custom fields on the Deal record.

Case Status client records contain both person data (name, email, phone) and firm data (firm name, industry). We split on migration: person fields map to Freshsales Contact, and firm fields map to Freshsales Account. The Contact links to the Account via AccountId. If the client is an individual without a firm, the Account record is created with the client's last name as the Account name.

Case Status attorneys and assigned team members map to Freshsales Users. Resolution is by email match — if a Freshsales User exists with the same email address as the Case Status attorney, the Deal's owner field links to that User. Unmatched attorneys are flagged before migration and can either be invited to Freshsales or assigned to a fallback owner. Historical attribution (which attorney was on which matter) is preserved as a custom field on the Deal.

Case Status portal messages and case updates are split by type during migration: client-facing messages become Freshsales Email Activities, phone call logs become Tasks with Type='Call', meeting notes become Events, and general updates become Tasks. All activities link to the Contact and Deal (via the Matter-to-Deal mapping) so the timeline is visible on both records. Original timestamps and attorney attribution are preserved on each activity.

Case Status case stages (Active, Pending, On-Hold, Closed, etc.) have no native Freshsales equivalent because Freshsales Deal stages are scoped to pipelines rather than legal case status. We map Case Status stages to a custom picklist field (Matter_Stage__c) on the Deal. Pipeline stages in Freshsales are used for deal pipeline management separately from the case-stage custom field. Both are visible on the Deal record.

Case Status matter properties like court_name, case_number, opposing_counsel, judge_name, and filing_date have no direct Freshsales equivalent and become Freshsales custom fields on the Deal. Each property is created as a field in Freshsales before migration (text, date, or picklist depending on the source type). The migration plan documents each property and its target field name before data is loaded.

Case Status client-level custom properties such as referral_source, client_type, or billing_arrangement migrate as Freshsales custom fields on the Contact object. Similar to matter-level custom properties, each is created in Freshsales before migration and mapped field-by-field. Client-level custom properties that store firm-wide data may instead be stored as custom fields on the related Account.

Case Status file attachments on matters or clients are downloaded and re-uploaded to the corresponding Freshsales Deal or Contact record. Files are linked to the record they were attached to in Case Status. File size limits apply per Freshsales storage policy (storage quota varies by plan). Inline images embedded in case notes are extracted and rehosted as standalone files.

The original Case Status record ID is stored on every migrated record as Source_System_ID__c. This serves two purposes: it enables delta-run de-duplication if the migration is run more than once, and it provides a traceability link back to the source record for audit and reconciliation purposes. The field is a text field on Contact, Account, and Deal.

Freshsales CreatedDate is set at migration time and cannot be backdated via the API. The original Case Status created_at and updated_at timestamps are preserved as custom datetime fields (Original_Create_Date__c, Original_Update_Date__c) on each record so reporting continuity is maintained. This is especially important for matters that were opened years before the migration.

Case Status links each matter to a primary client record and may link to secondary clients or opposing parties. In Freshsales, the Deal links to the primary Contact via the built-in Deal-Contact association. Secondary client links are handled as additional Deal-Contact associations or stored as a custom multi-select field listing all linked Contact IDs.

Case Status tracks client satisfaction and NPS data as part of its engagement analytics. This migrates as a custom Number field (Client_Satisfaction_Score__c) on the Contact record. If Case Status tracks satisfaction history over time, the historical scores are stored as a JSON-serialized custom long-text field for reference.