CRM migration
Field-level mapping, validation, and rollback between Case UI and Pipedrive. We move data and schema; workflows are rebuilt natively in Pipedrive.
Case UI
Source
Pipedrive
Destination
Compatibility
12 of 12
objects map 1:1 between Case UI and Pipedrive.
Complexity
CModerate
Timeline
24–72 hours
Overview
Case UI organizes data around legal matters — clients, cases, practice areas, billing, and court calendaring — while Pipedrive organizes data around the sales cycle: People, Organizations, Deals, and Activities. These models overlap at contacts and activities but diverge sharply on matters, billing, and legal-specific properties. We map Case UI clients to Pipedrive People, Case UI organizations to Pipedrive Organizations, and each Case UI matter to a Pipedrive Deal, attaching custom fields for case number, practice area, referring attorney, and billing amounts. All original create timestamps and matter ownership are preserved as custom datetime and user fields to maintain historical continuity. Staff records are resolved by email against Pipedrive users, with role types stored as a custom pick-list on the User object. Workflows, automation rules, and billing reminders built in Case UI have no direct equivalent in Pipedrive's automation model and must be rebuilt using Pipedrive's Automation and Sequences tools. Our process extracts data via Case UI's API, stages it in the FlitStack migration engine, runs a sample migration on a representative subset, and generates a field-level diff for validation. After approval, we execute the full load, using chunked writes with rate‑limit backoff, and open a 24–48 hour delta‑pickup window to capture any changes made during cutover. A final reconciliation report confirms record counts, custom‑field completeness, and linkage integrity before go‑live.
Every standard and custom field arrives verified.
AI proposes the map; you confirm before any record moves.
Parent–child, lookups, and ownership stay linked.
Calls, emails, meetings — with original timestamps.
Documents, uploads, and inline notes move with the record.
Why teams make this switch
Leaving
What's pushing teams away
Choosing
What's pulling them in
Object mapping
Each row shows how a Case UI object lands in Pipedrive, including any object-level transformations, lookup resolution, or schema-design dependencies.
Typical mapping — final map is confirmed during the sample migration step.
Case UI
Client (Individual)
Pipedrive
Person
1:1Case UI individual client records map directly to Pipedrive People. Name, email, phone, address, and custom fields on the client record translate to Person fields and custom fields. Primary organization from Case UI maps to the Organization linked to the Person.
Case UI
Client (Organization)
Pipedrive
Organization
1:1Case UI organizational clients map to Pipedrive Organizations. Company name, address, industry, and website fields translate directly, including primary contact details and owner information. Organizations without a name are preserved as Person records with an 'Individual Client' flag rather than an Organization.
Case UI
Matter / Case
Pipedrive
Deal
1:1Case UI matters map to Pipedrive Deals but Pipedrive has no native matter or case concept. Matter number, practice area, referring attorney, matter open date, and matter status are stored as custom fields on the Deal. A naming convention (e.g., 'Matter #12345 — Acme Corp') preserves readability in Pipedrive's pipeline view.
Case UI
Practice Area
Pipedrive
Deal Custom Field (Stage or Label)
1:1Case UI practice areas (e.g., Corporate, Litigation, Family Law) do not exist in Pipedrive. We create a custom pick-list field (Practice_Area__c) on the Deal object and map each matter's practice area to the corresponding pick-list value. Firms with fewer practice areas may prefer a Deal label approach.
Case UI
Task / To-Do
Pipedrive
Activity (Task)
1:1Case UI tasks attached to matters map to Pipedrive Activities with type 'Task'. Original due dates, task descriptions, assigned staff, and completion status are preserved. Tasks are linked to the Deal representing the matter so activity history stays associated with the correct case.
Case UI
Calendar Event / Court Date
Pipedrive
Activity (Event)
1:1Case UI court dates and calendar events migrate as Pipedrive Activities with type 'Event'. Start time, end time, location, and description are preserved. Events are linked to the Deal representing the related matter. Pipedrive does not have a court-date schema — this mapping preserves the data for reference only.
Case UI
Billing / Time Entry
Pipedrive
Custom Field on Deal + Note
1:1Pipedrive has no billing or invoicing. We preserve Case UI time entries, billing rates, and invoiced amounts as custom numeric and currency fields on the Deal. Detailed billing narratives are stored as Notes attached to the Deal. Firms needing invoicing must use a separate billing tool post-migration.
Case UI
Document / File Attachment
Pipedrive
File attachment on Person / Deal / Organization
1:1Case UI file attachments on clients and matters are re-uploaded to Pipedrive's file attachment system and linked to the corresponding Person, Organization, or Deal. File size limits in Pipedrive (25MB per file for standard plans) apply; large documents are flagged for splitting or alternative storage.
Case UI
Staff / Attorney
Pipedrive
User
1:1Case UI staff records resolve against Pipedrive Users by email match. Unmatched staff are flagged as inactive users or reassigned to a migration owner before the full run. Case UI roles (Attorney, Paralegal, Admin) are preserved as a custom pick-list field on the User or as labels on their assigned Deals.
Case UI
Custom Field (Client-Level)
Pipedrive
Custom Field on Person
1:1Case UI custom fields on clients (e.g., Client_Source__c, Referred_By__c) are recreated as Pipedrive custom fields on the Person object. Field types are matched (text, number, date, pick-list) and values are transferred directly, and validated for data integrity. Pipedrive requires manual field creation before import.
Case UI
Custom Field (Matter-Level)
Pipedrive
Custom Field on Deal
1:1Case UI custom fields on matters (e.g., Court_Division__c, Opposing_Counsel__c) are recreated as Pipedrive custom fields on the Deal object. Multi-value pick-lists are converted to comma-separated strings or custom fields depending on Pipedrive's field type support, and tested to ensure consistent data representation across pipelines.
Case UI
Workflow / Automation
Pipedrive
Not Migrated
1:1Case UI automations, matter-stage triggers, and billing reminders have no equivalent in Pipedrive's automation model. We export a JSON description of all Case UI workflows as a rebuild reference for your Pipedrive admin. Automations must be manually recreated in Pipedrive's Automation builder or Sequences feature after migration.
| Case UI | Pipedrive | Compatibility | |
|---|---|---|---|
| Client (Individual) | Person1:1 | Fully supported | |
| Client (Organization) | Organization1:1 | Fully supported | |
| Matter / Case | Deal1:1 | Fully supported | |
| Practice Area | Deal Custom Field (Stage or Label)1:1 | Fully supported | |
| Task / To-Do | Activity (Task)1:1 | Fully supported | |
| Calendar Event / Court Date | Activity (Event)1:1 | Fully supported | |
| Billing / Time Entry | Custom Field on Deal + Note1:1 | Fully supported | |
| Document / File Attachment | File attachment on Person / Deal / Organization1:1 | Fully supported | |
| Staff / Attorney | User1:1 | Fully supported | |
| Custom Field (Client-Level) | Custom Field on Person1:1 | Fully supported | |
| Custom Field (Matter-Level) | Custom Field on Deal1:1 | Fully supported | |
| Workflow / Automation | Not Migrated1:1 | Fully supported |
Gotchas + challenges
Platform-specific issues from each side, plus the pair-specific challenges that don't show up on either platform's page on its own.
Case UI gotchas
No public API documentation found
On-Premise perpetual license has upgrade isolation risk
No verified public reviews or G2/Capterra feedback
Pipedrive gotchas
Custom field hash keys differ per account
Export access gated by visibility groups
Token-based API rate limits since December 2024
Sequences and Automations not exposed via REST API
Cost escalates via workflow caps and add-ons
Pair-specific challenges
Migration approach
Audit Case UI data model and export via API
We connect to Case UI's API and enumerate all object types — clients (individuals and organizations), matters, tasks, calendar events, documents, custom fields, and staff records. We generate a data audit report showing record counts, custom field definitions, field types, and any orphaned records (matters with no client, tasks with no assignee). This report identifies the migration scope and flags any Case UI objects that have no Pipedrive equivalent, which we handle through custom field creation or Note-based preservation.
Create Pipedrive custom fields and configure pipeline stages
Before data lands, we create all required custom fields in Pipedrive on Person, Organization, and Deal objects — practice area, matter number, referring attorney, billing amounts, court dates, and any other legal-specific properties from Case UI. We also configure Pipeline stages to match Case UI matter statuses (e.g., Intake, Open, Pending Court, Closed). Pipedrive's Pipeline builder lets you set stage order, probability, and forecast category per stage. We deliver a setup checklist so your Pipedrive admin can pre-create the schema or review our configuration plan before the import runs.
Resolve staff records by email and map to Pipedrive users
Case UI staff records are matched against Pipedrive users by email address. We export the Case UI staff roster, compare it against your Pipedrive user list, and flag any Case UI staff without a corresponding Pipedrive user. You either invite them to Pipedrive before migration or reassign their matters to a fallback owner. Role types (attorney, paralegal, admin) are stored as a custom pick-list field on the Pipedrive User. No matter or task lands in Pipedrive without a resolved owner.
Run sample migration and generate field-level diff
A representative sample — typically 50–200 records covering a cross-section of client types, matter statuses, practice areas, and activity types — migrates first. We generate a field-level diff between the Case UI source values and the Pipedrive destination values so you can verify that practice area pick-lists mapped correctly, billing amounts landed in the right custom fields, and court dates are linked to the correct Deal. Issues caught in the sample are fixed before the full run commits. Sample validation typically takes 2–4 hours.
Execute full migration with delta-pickup window
The full migration runs in sequence: Organizations first (dependency for People), then People, then Deals with all custom fields populated, then Activities and Events linked to their parent Deals. A delta-pickup window of 24–48 hours after the initial load captures any Case UI records created or modified during cutover. We use Pipedrive's bulk write API with chunking and rate-limit backoff. Audit logs record every operation. If reconciliation fails, one-click rollback reverts the Pipedrive environment to its pre-migration state and you can re-run after correcting the root cause.
Platform deep dives
Case UI
Source
Strengths
Weaknesses
Pipedrive
Destination
Strengths
Weaknesses
Complexity grading
Moderate CRM migration. 4 of 8 objects need a mapping; the rest are 1:1.
Overall complexity
Moderate migration
Derived from compatibility, mapping clarity, API constraints, and data volume across Case UI and Pipedrive.
Object compatibility
4 of 8 objects need a mapping; the rest are 1:1.
Field mapping clarity
Field mapping is derived from defaults — final spec confirmed during the sample migration.
Timeline complexity
8-object category — typical timelines run 2–7 days end-to-end.
API constraints
Case UI: Not publicly documented.
Data volume sensitivity
Case UI doesn't expose a bulk API — REST + parallelization used for high-volume runs.
Estimator
Rule-based pricing — no per-record fees, no manual quotes. Migrations over 2M records are scoped individually.
Step 1
Pick a category, then your source and destination platforms.
Category
FAQ
Answers to the questions buyers ask most during Case UI to Pipedrive migration scoping. Not seeing yours? Book a call.
Walk through your Case UI to Pipedrive migration with a real engineer — 30 minutes, free, written quote within 24 hours.
Book a free 30 minute consultationAdjacent paths
Other ways to leave Case UI
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