Migrate from CaseManager to HubSpot

CaseManager contact records map directly to HubSpot contacts. The contact's email, name, phone, job title, and address fields translate 1:1. If CaseManager stores multiple email addresses, the primary email maps to the Email property; additional addresses are stored in a custom multi-email property.

CaseManager company or organization records map to HubSpot companies. The company name, domain (website), industry, employee count, and annual revenue fields translate directly. If CaseManager supports a parent-child company hierarchy, the parent link maps to HubSpot's parent company association.

CaseManager's case record is the primary migration unit. It transforms into a HubSpot deal. The case_name or case_number becomes the deal name. The case_status pick-list values map to dealstage values. If CaseManager tracks a monetary value for the case (billing amount, SLA tier), that maps to deal amount. Owner assignment carries across via email resolution.

CaseManager case_status values (e.g., Open, In Progress, Escalated, Resolved, Closed) map value-by-value to HubSpot dealstage. Each stage gets a corresponding dealstage pick-list value in the target HubSpot pipeline. Stage probability is not carried from CaseManager — it is set per HubSpot's pipeline configuration. Closed or Resolved stages map to Won or Closed Won stages.

HubSpot has no native deal priority field. CaseManager priority (e.g., Low, Medium, High, Critical) migrates as a custom pick-list property on the Deal object called Priority__c. Values are preserved exactly as they appear in CaseManager. If CaseManager uses a numeric priority score, it migrates as a number field instead.

Every CaseManager custom field requires a corresponding HubSpot custom property to be created before migration runs. FlitStack generates the property creation manifest from the CaseManager schema export. Field types (text, number, date, pick-list) are matched to HubSpot property types. Pick-list custom fields require value-mapping when the options differ between platforms.

CaseManager call logs (call duration, direction, notes) migrate as HubSpot engagement calls associated to the contact record. The original call timestamp and assigned owner are preserved. If CaseManager records a call outcome or disposition, that maps to a custom property on the engagement.

CaseManager email logs (subject, sender, recipient, timestamp) migrate as HubSpot logged emails. The original timestamp and owner are preserved. Body content migrates if CaseManager stores the email body as a text field. Attachments referenced in email logs require separate file re-upload to HubSpot Files.

CaseManager notes on a case or contact migrate as HubSpot notes. The note body, create timestamp, and owning user are preserved. Rich-text formatting in CaseManager notes is stripped to plain text for HubSpot compatibility. Notes are associated to the corresponding contact or deal record based on the source context.

CaseManager file attachments on case records are downloaded and re-uploaded to HubSpot's file manager. Each file is associated to the corresponding contact or deal record via HubSpot's attachment API. File size limits per HubSpot's file storage apply (default 10 MB per file for direct upload; larger files require alternate storage references). Inline images in rich-text notes are downloaded and rehosted.

CaseManager user references are resolved by matching the CaseManager user email to a HubSpot user. If a matching HubSpot user does not exist, the record is flagged before migration and assigned to a designated fallback owner. Owner history (created_by, last_modified_by) is preserved as custom properties on the record for audit purposes.

CaseManager case numbers (often sequential identifiers like CASE-2024-001) have no equivalent in HubSpot's deal model. We create a custom text property called Original_Case_Number__c on the Deal object and populate it with the source value for traceability. This field also supports delta-run de-duplication by matching on original_case_number against source records.

HubSpot's CreatedDate is set at migration time. Original CaseManager create, last modified, and closed dates are preserved as custom datetime fields (Original_Create_Date__c, Original_Modified_Date__c, Original_Closed_Date__c) for reporting continuity. These fields allow you to filter and report on historical case timing in HubSpot.

CaseManager's case description or summary field maps to the HubSpot Deal description field. If CaseManager stores multiple description fields (internal note vs. external summary), both are preserved — the internal note as a custom text property, the external summary as the deal description.

CaseManager workflows and assignment rules (e.g., route to owner based on category, escalate based on priority) do not have a direct HubSpot equivalent. We export the workflow definitions as a written reference document. Your HubSpot admin rebuilds routing logic using HubSpot's workflow engine and deal property-based filters.