Migrate from Case UI to Zoho CRM

Case UI Clients map directly to Zoho CRM Contacts. Client name becomes Contact Name, email and phone map directly, and address fields transfer as-is. For firm-level client records (e.g., corporate clients with multiple contacts), the primary Contact also creates a corresponding Account in Zoho.

Corporate clients in Case UI with multiple individual contacts under one firm merge into a Zoho Account as the parent record, with each individual contact linked via Account Name lookup. This preserves the firm-level billing and relationship view while allowing per-attorney contact records.

Case UI Cases map to Zoho CRM Deals using a 'Legal Matters' pipeline. The case name becomes Deal Name, case amount or billing total maps to Deal Amount, and Case Status maps to Deal StageName via value mapping. A custom field Case_UI_Case_ID__c stores the original Case UI identifier for traceability.

Case UI pick-list values (Active, Pending, Closed, On Hold) map to Zoho Deal StageName values in the Legal Matters pipeline. Each mapping is configured value-by-value before migration so closed cases land with correct stage history. Stage-entered timestamps from Case UI are preserved as custom datetime fields.

Case UI practice areas (e.g., Family Law, Civil Litigation, Corporate) have no direct Zoho CRM equivalent. We create a Practice_Area__c pick-list custom field on the Deal module and migrate values directly. If the firm uses multiple Zoho layouts per practice area, layout assignment is handled as a post-migration admin step.

Case UI time entries (hours logged, hourly rate, total billable amount) are aggregated per case and stored as custom fields on the corresponding Zoho Deal: Total_Hours_Logged__c, Hourly_Rate__c, and Billable_Amount__c. Detailed line-item time entries are stored in a Zoho custom module linked to the Deal for billing reference.

Case UI document attachments are downloaded and re-uploaded to Zoho CRM Files, linked to the corresponding Deal record. Zoho's file size limits apply (25MB per file by default). Inline images in Case UI notes are extracted, downloaded, and re-hosted as Zoho File attachments with original filenames preserved.

Case UI court dates and scheduled events migrate as Zoho Events with original start/end datetime, subject (e.g., 'Court Hearing — Smith v. Jones'), and parent Deal lookup preserved. Recurring court dates are handled per Zoho's ICS export limitations — recurring events are squashed to a single entity as Zoho does not expand recurring series.

Case UI attorney and staff assignments on cases are resolved by email match against Zoho CRM users. Unmatched attorneys are flagged as 'Unassigned' before migration — firms either invite them to Zoho first or assign their cases to a fallback user. Role-based attorney vs. paralegal distinction is stored as a custom pick-list on the Deal.

Case UI custom fields on Cases and Clients are read during discovery, type-matched to Zoho field types (text, pick-list, number, date, checkbox), and created in Zoho before data import. Multi-select pick-lists in Case UI map to Zoho multi-select fields. Fields with no Zoho equivalent are created as custom fields and flagged for admin review.

Case UI billing records do not map to a native Zoho CRM object — Zoho Invoice is a separate product within Zoho Books, not CRM. We migrate bill amounts, outstanding balances, and invoice status as custom fields on the Deal for reference. Full invoice line items are exported as a CSV deliverable for import into Zoho Books post-migration.

Case UI supports multiple parties per case (plaintiff, defendant, co-counsel) as native associations. Zoho Deals support a single primary Contact lookup. We create a Case_Parties__c custom linking module with Contact and Deal lookups, migrating all non-primary parties as linked records. Your Zoho admin configures the related list display on Deal page layouts.