Migrate from Court Clerk to HighLevel

Court Clerk party records map directly to HighLevel contacts. The party_type role (plaintiff, defendant, attorney, witness) migrates as a tag on the contact record, and any firm or company association attaches as a HighLevel Company link or as a text custom field on the contact if no matching company record exists in Court Clerk.

Court Clerk case records map to HighLevel opportunities inside the designated pipeline. Case number becomes the opportunity name or a custom field (Case_Number__c). Case status (active, closed, dismissed, pending) maps to the opportunity stage value within the pipeline. Each case type in Court Clerk corresponds to a separate pipeline in HighLevel or a separate stage within a unified pipeline.

Court Clerk's case-type taxonomy (criminal, civil, family, probate, etc.) becomes HighLevel pipelines. Each case type is its own pipeline so that stage values are scoped correctly to the type of case. Stage names (filing, hearing, judgment, appeal) map value-by-value to the pipeline stages in HighLevel.

Individual filings and motions are stored as HighLevel notes on the associated opportunity record, tagged with the filing type. The filing date, submitting party, and motion description become note body content. If filing volume is high, a summary tag (e.g., 'Has Filings') is applied to the contact or opportunity for quick filtering.

Documents attached to a case in Court Clerk re-upload as HighLevel files on the corresponding opportunity or contact record. File name, original upload date, and uploaded-by metadata are preserved as file metadata. Large documents (over HighLevel's 25MB limit per file) are flagged before migration for manual handling.

HighLevel has no native field for judge name or courtroom. We create a text custom field (Judge_Name__c) on the Opportunity object and populate it from the Court Clerk judge assignment field. If your firm needs to filter or group by judge, a tag is also applied to the opportunity.

Court Clerk hearing dates become a custom date field (Hearing_Date__c) on the HighLevel opportunity. After migration, your team can create a HighLevel workflow trigger on this date field to generate a calendar event and send a reminder notification to the assigned contact owner — this logic must be rebuilt since Court Clerk triggers do not migrate.

Fee balances and court cost records have no native HighLevel equivalent. We create a currency custom field (Outstanding_Fees__c) on the Contact object and populate it from Court Clerk's cost tracking. A complementary field (Total_Case_Costs__c) on the Opportunity stores the case-level fee total for reporting.

Court Clerk's relational model linking a case to multiple parties (plaintiff, defendant, attorney, witness) is flattened in HighLevel: each party becomes a contact, the case becomes an opportunity, and the party's role is stored as a tag (e.g., 'plaintiff', 'defense-counsel') on the contact. If the same party appears across multiple cases, all case associations are captured as separate tags.

Court Clerk staff accounts migrate as HighLevel users by email address match. Courts that use role-based access (clerk, judge, admin) map to HighLevel's user roles (Admin, Standard) — access permissions specific to Court Clerk's internal case-view controls must be reconfigured inside HighLevel's Settings > Team.

Any custom fields defined on cases in Court Clerk — such as sentencing details, bond amounts, appeal deadlines, or insurance claim numbers — are created as custom fields on the HighLevel Opportunity object before migration. Field data types are matched (date, number, picklist, text) to ensure values load without truncation.

Court Clerk workflows that trigger on case status changes, filing events, or hearing date updates have no direct HighLevel equivalent and cannot be exported. We document the full list of Court Clerk workflows as a rebuild reference so your HighLevel admin can recreate them using HighLevel's Workflow Builder triggers (Opportunity Stage Changed, Date Field Equals, Contact Created) after the migration.