Migrate from Column Case Management to HubSpot

Column cases map to HubSpot tickets using the case number as ticket_name and case status as the ticket pipeline stage. The original case_number is preserved as a custom property since HubSpot's native ticket ID is system-generated. Cases with a defined case_type map to the corresponding HubSpot pipeline so stage values are correctly scoped.

Column subject records (individuals involved in a case as complainants or parties of interest) map to HubSpot contacts. The subject's name, email, phone, and address fields map directly. The original subject_id is stored as a custom property for traceability back to the Column source record.

Column suspect records map to HubSpot contacts using the same name, email, phone, and address field set. Suspect-specific identifiers (drivers_license, ssn_last_four, passport_number) migrate as custom properties on the contact record. The original suspect_id is preserved for audit and reconciliation. If email is missing, name and phone are used for matching, and suspects are flagged for review. All identifiers—drivers_license, ssn_last_four, passport_number—are stored as text fields on the contact, preserving audit traceability.

Column investigator assignments are resolved by email match against HubSpot user accounts. If an investigator does not have a HubSpot user account, their name and email are stored as a custom contact property and flagged for admin review — no case is assigned to an unresolved owner during migration.

Column document and evidence file metadata (name, file_type, classification, upload_date, uploaded_by) migrates to HubSpot file records. The file itself is re-uploaded to HubSpot's file storage and linked to the parent ticket record. Chain-of-custody fields and file hash values are stored as custom properties on the HubSpot file record since HubSpot's native file model does not include evidence metadata.

Column's N:1 case-to-subject links (one case may involve multiple subjects) map to HubSpot's ticket contacts array. If a case involves more than one subject, each subject contact is added to the ticket's contacts list. The association role label from Column (e.g., Complainant, Witness) is preserved as a note on the contact-ticket link.

Column suspect links attach a suspect contact to a case record. This maps to the ticket contacts array in HubSpot. The suspect role label is stored as a custom property on the contact-ticket association. If multiple suspects are linked to one case, each is added as a separate contact on the ticket.

Column investigator assignments carry a role label (Lead Investigator, Contributing Investigator, Reviewer). The primary investigator (Lead Investigator role) maps to the HubSpot ticket owner via user email resolution. Secondary investigators are added to the ticket contacts list with their role label stored as a custom property.

Column supports configurable case types with custom property sets per type (e.g., fraud-specific fields for Medicaid cases, evidence-specific fields for criminal cases). Each custom case-type property requires a corresponding custom property in HubSpot before migration. We deliver a custom-field creation plan listing every unique property by case type so HubSpot admins pre-create the schema.

Column's solvability matrix generates a numeric score per case based on investigation factors. This has no native equivalent in HubSpot. We map it to a custom number property (Solvability_Score__c) on the ticket. The original solvability factors and sub-scores are preserved as separate custom properties for reporting continuity.

Column case priority values (Critical, High, Medium, Low) map to a custom picklist property on HubSpot tickets. Value-by-value mapping ensures the correct label appears in HubSpot reports. Priority-based escalations that were automated in Column require rebuilding as HubSpot workflow triggers post-migration.

Column records investigator activity entries on a case (notes, status changes, evidence uploads, assignment events) with timestamps and actor names. These migrate to HubSpot ticket timeline entries, preserving the original timestamps and owner references so the full investigation chronology is visible in the HubSpot timeline without rebuilding manual notes.

Column workflow rules govern case routing, deadline escalation, investigator assignment triggers, and case-type-specific routing. HubSpot has no equivalent of these investigative routing automations. FlitStack AI documents the Column workflow definitions as a rebuild reference so your HubSpot admin can reconstruct the routing logic in HubSpot workflows or Power Automate after migration.