Migrate from Court Clerk to Freshsales

Court Clerk case records map to Freshsales deals. The case_number becomes the deal name, filing_date maps to the deal creation date, and case status (Active, Closed) maps to a Freshsales deal status field. We create a custom 'Case_Type__c' field to preserve the court-specific case type because Freshsales deals do not have a native case-type attribute. If Court Clerk uses multiple case-type pipelines, we create Freshsales deal type categories to mirror the court's docketing structure.

A Court Clerk party record (person with role on a case) splits into a Freshsales contact with name, email, phone, and address fields. The party role (Plaintiff, Defendant, Guardian, Expert Witness) is stored as a custom 'Party_Role__c' field on the contact. Multi-party cases with the same person appearing across cases result in a single Freshsales contact with multiple deal associations — preventing duplicate contact records while preserving all case-party links.

Corporate parties in Court Clerk (business entities named as plaintiff or defendant) map directly to Freshsales accounts. The organization name, address, and any tax ID or registration fields map to Freshsales account fields. Corporate parties that are also individuals (e.g., sole proprietor named as plaintiff) are mapped as both an account and a contact, linked via Freshsales' account-contact relationship.

Court Clerk attorney records map to both a Freshsales account (representing the law firm) and a contact (representing the individual attorney). The attorney bar number, firm affiliation, and practice area are preserved as contact custom fields. If an attorney appears in multiple cases representing different parties, the single contact record accumulates all associated deals — providing a full matter history for each attorney across the Freshsales CRM.

Court Clerk hearing records map to Freshsales sales activities with activity type 'Meeting'. The hearing date and scheduled time are preserved as the activity start and end times. The courtroom and judge name are stored in custom activity fields. The hearing is linked to the Freshsales deal (the mapped case) and to the relevant contact records (the parties and attorneys involved). Original hearing outcome notes migrate as the activity description field.

Court Clerk judge records store the judge's name, judicial district, and assignment history. In Freshsales, we store judge name as a custom text field 'Judge_Name__c' on the deal. For courts where the judge is also a Freshsales user (in rare attorney-facing setups), we match by name to the Freshsales user record. Judge assignment history is preserved as a note on the deal for audit continuity.

Court Clerk documents and e-filed records map to Freshsales files attached to the relevant deal and contact records. We re-upload documents to Freshsales' file storage, linking each file to the deal that represents the case and to the party contacts involved. PDF and standard document formats migrate cleanly; documents with proprietary formatting or embedded metadata are flagged for manual review.

Court Clerk custom fields (statute codes, bond amounts, jury demand flags, restitution totals) map to Freshsales custom fields on the deal and contact objects. We preserve the original field label and data type — pick-lists map to Freshsales pick-list fields, numeric fields map to number fields, and text fields map to text fields. Custom field limits vary by Freshsales plan: Growth supports up to 50 custom fields; Enterprise plans with custom modules support broader custom object schemas.

Court Clerk case activity logs and docketing entries map to Freshsales sales activities with activity type 'Note'. Each log entry's timestamp is preserved as the activity datetime, and the entry text is stored as the activity description. Activity is linked to the deal and to the relevant contact records, providing a complete chronological timeline of case events inside Freshsales.

Court Clerk staff and judicial users map to Freshsales users by matching name and email address. Unmatched users are flagged before migration and assigned to a fallback owner. In courts where staff do not have individual email addresses, we use a standardized naming convention ([email protected]) and coordinate with your team to ensure each Freshsales user account is provisioned before migration.