Migrate from Case Status to Zoho CRM

Case Status client-portal records (individual clients with names, emails, phone numbers, addresses) map directly to Zoho CRM Contacts. The Contact's primary phone, email, and mailing address fields are populated from Case Status client fields. Owner is resolved by email match against Zoho users; unmatched owners are flagged for firm admin assignment before the full migration runs.

Case Status records where the client has not yet engaged a matter (inquiry stage) map to Zoho CRM Leads rather than Contacts. Once a Case Status matter is opened for a client, the corresponding Zoho Lead converts to a Contact linked to the Account. This prevents a Zoho Contact from existing without an Account relationship.

Case Status organizations associated with client records (law firm name, company name, government entity) map to Zoho CRM Accounts. Zoho Account fields populated include Account Name, Website, Industry (mapped via value mapping), Phone, and Address. Parent-account hierarchies from Case Status firm relationships translate to Zoho Account.Parent_Account for multi-office firms.

Case Status matter records map to Zoho CRM Deals representing the legal matter or case. Fields including Matter Name (Deal Name), Matter Amount (Deal Amount), Matter Status (Deal Stage via value mapping), Opening Date (Close Date), and Attorney Owner (OwnerId via email match) are mapped. Each Case Status matter type can map to a Zoho Sales Pipeline (multi-pipeline setup) if the firm uses distinct matter categories like Litigation, Corporate, Family Law.

Case Status matter type pick-list values (Litigation, Corporate, Family Law, Bankruptcy, Immigration, etc.) map to Zoho CRM Sales Pipeline names. Each matter type becomes its own pipeline in Zoho so stage pick-list values are scoped per practice area. Pipeline selection in Zoho is determined by the Case Status matter type field at migration time.

Case Status matter stage values (New Matter, Active, Discovery, Mediation, Trial, Closed/Won, Closed/Lost) map to Zoho CRM Deal Stage values. Each Zoho pipeline has its own stage pick-list; stage mapping is pipeline-specific so that 'Active' in Litigation means something different from 'Active' in Corporate. Stage-entered timestamps from Case Status are preserved as custom datetime fields in Zoho.

Case Status client communication threads (portal messages between attorney and client, automated status updates sent by the platform) are imported as Zoho CRM Tasks with Subject, Description, Status, and Created Date preserved. Original timestamps from Case Status are stored as custom datetime fields on the Zoho Task so activity history reflects the true client-communication timeline rather than the migration run date.

Case Status documents and file attachments linked to matters are downloaded and re-uploaded into Zoho CRM's Files module, associated to the corresponding Deal record. Zoho CRM's file size limit per upload is enforced; files exceeding the limit are flagged for manual download. Inline images in Case Status notes are extracted and rehosted as Zoho attachments.

Case Status users (attorneys, paralegals, administrative staff) are matched to Zoho CRM users by email address. If a Case Status user does not have a corresponding Zoho CRM user account, their records are assigned to a fallback owner (typically the firm admin) and the unmapped user is flagged in the migration report. User profile fields (First Name, Last Name, Email, Title) map to Zoho User fields.

Case Status custom fields on client-portal records and matter records that have no direct Zoho CRM equivalent are migrated as Zoho custom fields. Fields created during migration use the Case Status field label as the Zoho field label, with the API name auto-generated by Zoho. Required fields and pick-list constraints are set in Zoho before data import; pick-list values from Case Status are mapped value-by-value.

Case Status Client Feedback Tracker scores and NPS values migrate to a Zoho CRM custom Number field (Client_NPS_Score__c) on the Contact record. Historical NPS values are preserved; they cannot be used to trigger Zoho automation without a custom function or Zoho Deluge script, which is documented in the post-migration rebuild plan.