Migrate from Clarra to HighLevel

Clarra Parties (individuals and organizations linked to matters) map directly to HighLevel Contacts. Party type (individual vs. organization) determines whether name maps to firstName+lastName or companyName. Role tags (Attorney, Plaintiff, Defendant, Witness) are preserved as HighLevel contact tags. The original Clarra Party ID is stored in a custom field for traceability.

Clarra organization-type parties map to HighLevel Companies. The organization's address, phone, and domain are transferred as Company fields. Companies are migrated first to support foreign-key resolution when contacts are imported, since HighLevel contacts can link to a primary Company via the companyId field.

Clarra Matters are the parent record for a legal case. In HighLevel, Matters map to Opportunities with a custom pipeline reflecting case stages (Intake, Active, Discovery, Trial, Closed). Case-type and status custom fields capture Clarra metadata that has no native HighLevel equivalent. The Matter number is preserved as the Opportunity name for reference.

Clarra allows multiple Party records to link to one Matter with distinct roles (Lead Attorney, Co-Counsel, Plaintiff, Defendant). HighLevel Opportunity Contact Roles cover the primary contact scenario. Additional roles are mapped as contact tags (e.g., tag: 'Defendant') and optionally as a custom junction object if the firm needs full role tracking in HighLevel.

Clarra documents (pleadings, contracts, correspondence) are exported and re-uploaded to HighLevel as file attachments linked to the corresponding Opportunity. File size and type are preserved. The original document name and Clarra document ID are stored in a custom field on the file for reconciliation. Document categories are mapped to HighLevel folder structure or file tags.

Clarra calendar events (depositions, court dates, client meetings) map to HighLevel Tasks with Type='Event'. The original event start/end datetime, description, and assigned attorney are preserved. Tasks are linked to the parent Opportunity (the Matter) in HighLevel. Recurring events are expanded into individual task records.

Clarra to-do items and reminders map directly to HighLevel Tasks. The original due date, priority flag, description, and assigned user are carried over. Status (Open, Completed) maps to HighLevel task status. Uncompleted tasks at migration time are set to pending so the team can action them post-migration.

Clarra time entries (attorney, matter, date, hours, billing rate, description) have no native HighLevel equivalent. We migrate them as a custom object (TimeEntry__c) with fields for attorney lookup, matter reference, hours, rate, and notes. Historical time data is preserved for billing reconciliation. FlitStack delivers a separate timekeeping report as a CSV backup.

Clarra billing records (invoice number, amount, status, date) migrate to custom fields on the Opportunity (Invoice_Number__c, Billed_Amount__c, Billing_Status__c) and a linked Notes record with the full invoice history. HighLevel does not have native invoicing; firms using Clarra's billing module should evaluate HighLevel's payment integration (Stripe, PayPal) post-migration.

Clarra custom properties on Matters (e.g., Court_Jurisdiction__c, Litigation_Type__c, Adjournment_Date__c) map to HighLevel custom fields on the Opportunity. The field data type is preserved (pick-list, date, text, number). Pick-list values are mapped value-by-value; any unmapped values are flagged before migration so the firm can decide how to handle them.

Clarra custom properties on Parties (e.g., Bar_Number__c, Specialty__c, SBRE_Flag__c) migrate to HighLevel custom fields on Contact. Text, date, and pick-list types transfer directly. Multi-select pick-lists in Clarra map to HighLevel multi-select custom fields. During migration, field labels are preserved, pick-list values are mapped one‑by‑one, and any unmapped values are flagged for manual review before the final upsert to ensure data consistency.

Clarra's docketing automation (deadline rules, statute-of-limitations reminders, court-calendar triggers) has no HighLevel equivalent and cannot be migrated. FlitStack exports a JSON summary of all active rules for the firm's team to rebuild in HighLevel's Workflows builder. Deadline management must be manually reconfigured post-migration.

Clarra reports and dashboards (matter dashboards, attorney productivity, billing summaries) do not transfer. The underlying data migrates; the report definitions must be rebuilt in HighLevel's Analytics or using a connected BI tool. FlitStack delivers a data dictionary so the team knows what fields are available for rebuilding.