Migrate from Case UI to monday CRM

Case UI Client records map directly to Monday CRM Contacts (name, email, phone, address). The primary practice area or firm name becomes a Company Board Item linked to the Contact via Monday's Link to Item column, preserving the one-to-many matter relationship.

Case UI Matter records map to Items on a dedicated Cases Board in Monday CRM. Matter name becomes the Item name, status maps to a Status column, responsible attorney maps to an Assignee column, and the client link becomes a Link to Item column pointing to the Contact.

Case UI matter statuses (Open, Pending, On Hold, Closed, Archived) map to Monday CRM Status column labels. We preserve the original status-transition timestamps as a secondary Date column (Last_Status_Change__c) for audit continuity in the new board. If a status label in Case UI has no direct Monday CRM equivalent, we create a custom Status label that mirrors the source term and document the mapping in the schema plan.

Case UI time entries (hours, date, billing rate, description) migrate as Sub-items on each Matter Item in Monday CRM. The Sub-item contains Date, Number (hours), Number (rate), and Text (description) columns. Billing status (billed/unbilled) maps to a Status sub-column. Additionally, each Sub-item records the attorney’s email in a People column for traceability, and any external billing codes are preserved as Text fields to facilitate reporting in accounting tools after migration.

Case UI file attachments on matters are downloaded and re-uploaded as Monday Files attached to the corresponding Matter Item. File name, upload date, and uploader are preserved as metadata columns on the file attachment Item. Files exceeding Monday CRM's 25 MB per‑file limit are flagged, split when possible, and unsplittable files are delivered as archive with a reference link in the Item. Storage usage is tracked against plan limits before migration.

Case UI calendar entries and court dates migrate as Date columns on the Matter Item (primary date) and as Sub-items (for multi-event days) with a Label column distinguishing event types (Court Hearing, Deposition, Filing Deadline). Time zone information from Case UI is stored in a Text column, and recurrence patterns are captured as Text notes. The team can set Monday’s reminders on each date to trigger notifications ahead of deadlines.

Case UI notes and client communication logs migrate to the Matter Item's Updates column in Monday CRM, with original author and timestamp preserved. Long notes are split into multiple Update entries to respect column character limits. Attachments referenced in notes are uploaded as Monday Files and linked within the Update text, and any inline images are re-hosted on monday.com's CDN to ensure they display correctly in the board view.

Case UI custom fields on Client records (e.g., Bar Number, Referral Source, Practice Area) become custom columns on the Contacts Board in Monday CRM. Column type is inferred from the Case UI field data type: text fields become Text columns, pick-lists become Dropdown columns, dates become Date columns.

Case UI matter fields (e.g., Case Type, Opposing Counsel, Court Location, Insurance Carrier) migrate as columns on Cases Board. Column type is inferred from data type: text fields become Text columns, numeric values become Number columns, and dates become Date columns. Multi-select pick‑lists translate to Monday's Tags column, while single‑select pick‑lists map to Dropdown columns. Any pick‑list options without a Monday equivalent are recorded as text entries, flagged for review.

Case UI invoice records migrate as a combination of Number columns (Total Amount, Amount Paid, Balance Due) and a Status column (Billed, Paid, Overdue, Written Off) on the Matter Item. Trust account balances are stored as a separate Number column. Actual financial ledger integrity requires a dedicated accounting tool post-migration.

Case UI attorney and staff user accounts are resolved by email match against Monday CRM workspace members. Unmatched users are flagged as a pre-migration action item — the team either creates Monday accounts or assigns their matters to a fallback assignee.

Case UI automations and matter workflows have no structural equivalent in Monday CRM. FlitStack exports the workflow definitions (trigger events, conditions, actions) as a JSON reference document. Monday's Automation or Integrations setup (using Monday's native recipe blocks) handles the rebuild.