Migrate from Case UI to Freshsales

Case UI clients with billing and contact details merge into Freshsales Contacts with Account linkage. Client-level address and company data become Account records; individual attorney and paralegal contacts become Contact records with role assignments. We also map the primary contact flag to the appropriate Contact record to ensure the main client is identified correctly in Freshsales.

Case UI matters map 1:1 to Freshsales Deals. The matter name becomes Deal Name, matter status maps to Deal stage values, and matter-type (e.g., litigation, corporate, family law) becomes a custom Deal field for pipeline segmentation. All existing timestamps, such as opened_date and closed_date, transfer to the Deal's created_at and closed_date fields to preserve historical timing.

Case UI status values (Active, Pending Review, Closed, Archived) map to Freshsales Deal stage pick-list values. Each stage maps value-by-value, and stage-transition timestamps are preserved as custom datetime fields on the Deal record. This mapping ensures that any historical status changes are visible in Freshsales reports, allowing your team to audit the evolution of each matter.

Case UI practice-area classifications (Family Law, Employment, Real Estate, etc.) have no direct Freshsales equivalent. We create a custom pick-list field on Deal to preserve this categorization for reporting by matter type across pipelines. The pick-list values are populated with the same labels used in Case UI, ensuring consistency for users who reference matter types in both systems.

Case UI time entries and billing records transfer as custom numeric fields (Total_Hours__c, Billing_Rate__c) on the Deal, with detailed line items as Deal Product records when the Freshsales Product Catalog is in use. Hourly rates map to Product price book entries, including any applicable tax adjustments.

Case UI documents attached to matters re-upload to Freshsales Files linked to the corresponding Deal record. File size limits apply (Freshsales default 25MB per file). Inline images in matter notes are extracted and rehosted as separate file attachments.

Case UI task records map to Freshsales Tasks. Original due dates, owners (resolved by email match), and task descriptions transfer. Completed status maps to Freshsales task completion field; open tasks land as pending Tasks on the mapped Deal. If the location contains a conference room or virtual link, we preserve those details so your team can recreate the event without additional research.

Case UI court dates and scheduled events map to Freshsales Events with original start/end times and location preserved. Assigned attorney resolves to Freshsales user by email match; unmatched events flag for manual assignment before migration commits. This ensures continuity of client service and accurate ownership tracking.

Case UI custom fields on matters create corresponding custom fields on Freshsales Deals. Field types are preserved: text fields to text, pick-lists to pick-lists, date fields to date. Any field requiring a new custom property is pre-created in Freshsales before data loads.

Case UI attorneys and staff resolve to Freshsales Users by email address. Unmatched users are flagged before migration runs — your team either provisions Freshsales licenses for them or assigns their matters to a designated fallback attorney before data lands. This ensures continuity of client service and accurate ownership tracking.

Case UI matter-status triggers, intake routing rules, and document-generation workflows have no Freshsales equivalent and cannot be exported. We provide an exported JSON summary of your workflow definitions for your Freshsales admin to reference during manual rebuild in Freshsales Workflow Builder.

Case UI allows multiple clients per matter and multiple matters per client. In Freshsales, each matter becomes a Deal linked to one primary Account (the most relevant client). Secondary client contacts attach via Contact Roles on the Deal, preserving the full association graph as contact-role entries.