Migrate from CosmoLex to Pipedrive

CosmoLex clients hold both personal contact data and firm/company data. We split these into Pipedrive Person records (individual contacts) and Organization records (the law firm or associated company). Primary client contact lands as Person linked to Organization; secondary contacts on the matter become additional Person records with Deal Participants linkage.

CosmoLex matters are the core legal entity. We convert each matter to a Pipedrive Deal, using matter title + client name as the deal Name. Matter status (open/closed/on-hold) maps to Pipedrive deal stages with a custom matter-status field. The original CosmoLex matter ID is stored as Source_Matter_ID__c for traceability and delta-run de-duplication.

CosmoLex matters carry legal-specific custom fields (case type, opposing counsel, statute of limitations, insurance carrier). Pipedrive supports custom fields on Person, Organization, Deal, and Product. We create corresponding Deal custom fields in Pipedrive before migration and map values 1:1. Unsupported field types (multi-select, date ranges) are converted to text fields.

CosmoLex invoices, line items, payments, and AR aging have no native Pipedrive equivalent. We preserve invoice total, outstanding balance, last payment date, and billing method as custom fields on the Deal record. Payment history is logged as Activity notes with original timestamps. The invoice workflow itself must be rebuilt using Pipedrive's activity and closing model.

CosmoLex IOLTA trust accounts track client funds in trust. Pipedrive has no trust-accounting module. We preserve trust balance, account number, and last reconciliation date as custom fields on the Organization record. Transaction history is exported as a CSV and linked as a reference attachment; trust reconciliation logic must be rebuilt outside Pipedrive.

CosmoLex time entries capture billable hours against matters with descriptions and rates. We aggregate total billable hours per matter as a custom field on the Pipedrive Deal. Individual time entries with descriptions are logged as Activity records with timestamps so attorney activity history is preserved in Pipedrive's timeline.

CosmoLex calendar events (depositions, court dates, client meetings) migrate as Pipedrive Activities of type 'Meeting'. Original start/end times, location, and attendees are preserved. Attorney-owner assignment maps to Pipedrive owner_id by email match. Recurring events are expanded to individual Activity records.

CosmoLex tasks linked to matters migrate as Pipedrive Activities with type 'Task'. Task subject, due date, status, and owner are mapped directly. Open and overdue statuses in CosmoLex become 'not done' in Pipedrive; completed tasks become 'done' activities. Linked matter reference is preserved via the parent deal association, maintaining the legal context for each migrated task item.

CosmoLex documents attached to matters are re-uploaded to Pipedrive Files linked to the corresponding Deal or Person record. File size limits (Pipedrive default 37MB per file) apply. Folder hierarchy from CosmoLex is preserved as a prefix in the file name since Pipedrive does not support nested folder structures within records.

CosmoLex allows multiple clients per matter (e.g., co-plaintiffs, joint defendants). Pipedrive supports Deal Participants for additional contacts on a deal. We map the primary client to the deal's main Person link and secondary clients as Deal Participants. If more than five participants exist, remaining relationships are logged as a custom text field on the deal.

CosmoLex matter notes migrate as Pipedrive Activity records of type 'Note' linked to the corresponding Deal. Rich-text formatting is preserved where possible. Notes with attorney-specific content (privilege flags, work-product designations) are preserved as-is; Pipedrive does not enforce legal-hold flags — those must be handled outside the CRM.

CosmoLex accounts-payable vendor contacts (payees) migrate as Pipedrive Organization records. They are flagged with a Vendor__c custom field set to true so they do not appear in standard sales pipeline views but remain accessible for AP workflow references. Vendor metadata including payment terms, tax identification numbers, and W-9 status can be stored as additional custom fields on the Organization record for downstream accounts-payable integration.