Migrate from Column Case Management to HighLevel

Column Case Management's Investigation or Case record is the top-level entity. We extract the primary subject name, contact info, case status, and assigned investigator, mapping these to a HighLevel Contact record. Case-level metadata (case number, classification, disposition) migrates as custom fields on the Contact or as a linked Custom Object record.

Column Case Management stores Subjects as separate records with name, role, address, contact details, and notes. Each Subject maps directly to a HighLevel Contact record, preserving the source Subject ID as a custom field for traceability. Multiple Subjects per case link via a custom object junction.

Column Case Management's Evidence object stores item description, type, custody chain, collection date, and file attachments. HighLevel has no native Evidence object, so we create a Custom Object named 'Evidence' in HighLevel with custom fields mirroring the source schema. Files re-upload to the linked Contact or Evidence record in HighLevel's file storage.

Column Case Management complaints or intake forms submitted by citizens or internal teams may contain subject details, complaint text, and intake date. These merge into the relevant Contact record in HighLevel as a notes field and custom intake date, since HighLevel lacks a native complaint object. Multiple intake records per subject collapse into a single Contact with intake history preserved in a custom field.

Investigator notes and activity entries on a case map to HighLevel Notes or Activity records attached to the Contact. Original timestamps and note author are preserved. HighLevel does not support the structured activity-type taxonomy (interview, surveillance log, etc.) natively, so activity type maps to a custom pick-list field on the Note.

Column Case Management has a dedicated Garrity Protection Process workflow that manages rights warnings and interview content. HighLevel has no equivalent. We preserve Garrity metadata (rights given date, waiver status, subject name) as a custom object record with a flag indicating Garrity content is preserved and a reference to the original system. Manual rebuild in HighLevel Workflows is required for the process logic.

Column Case Management tracks SLA deadlines, escalation dates, and resolution targets per case. HighLevel lacks a native SLA tracking object. We create custom datetime fields (SLA_Deadline__c, SLA_Escalation__c, Resolution_Target__c) on the Contact or Evidence custom object. SLA breach workflows require rebuilding as HighLevel Workflows with datetime-trigger conditions.

Documents, reports, and media files attached to case records in Column Case Management re-upload to HighLevel Files and attach to the corresponding Contact or Custom Object record. File naming conventions are preserved where possible. Large files over HighLevel's 25MB default limit are flagged for manual chunking or alternative delivery.

Column Case Management stores investigator assignment per case. We resolve the investigator by email match against HighLevel users and assign the Contact OwnerId accordingly. Unmatched investigators are flagged and assigned to a fallback owner. Case team co-assignees link via a custom object if multiple owners per case are required.

Column Case Management workflow templates define investigation step sequences, automated task creation, and SLA triggers. HighLevel's Workflows builder can replicate the step logic using trigger-action sequences, but the migration does not include automation recreation. We export the template definitions as a PDF reference document for manual rebuild in HighLevel.

Column Case Management's Relationship Engine links cases to related cases, subjects, or external records. HighLevel has no native relationship graph. We create a custom object 'CaseLink' with a link to the primary Contact and a URL or reference to the related case. Cross-case reporting requires building this as a linked custom object chain in HighLevel.

Column Case Management generates solvability scores and disposition reports per case. HighLevel has no native scoring engine. Solvability score and disposition outcome migrate as custom number and pick-list fields on the Contact. Ongoing score calculation requires rebuilding the logic as a HighLevel Workflow or external enrichment tool.