Migrate from Court Clerk to HubSpot

HubSpot has no native Court object. We create a Court custom object with properties for court name, jurisdiction level, county, and state. Each Court record links to associated Case deals via a custom association. Courts are migrated first so Case records can reference them via lookup.

Court Clerk cases map to HubSpot Deals. The Case Number becomes a custom property (Case_ID__c) preserved for traceability. Deal pipeline and stage are derived from the Court Clerk case status. Active cases land in an open pipeline; closed cases in a historical pipeline with the close date preserved.

Defendant names, phone numbers, email addresses, and mailing addresses map directly to HubSpot Contact properties. Multiple defendants on a single case create multiple Contact records associated to the same Deal via HubSpot association labels. If a defendant appears in multiple cases, FlitStack deduplicates by email to avoid creating duplicate Contact records, preserving a single contact profile across cases.

Individual plaintiffs map to Contacts. Organizational plaintiffs (government agencies, corporations) map to Companies with the plaintiff name in the Company Name field and a Contact record for the filing representative. When an organizational plaintiff has multiple locations, FlitStack can create separate Company records for each site and link them with a parent-child relationship in HubSpot.

Attorney names, bar numbers, and contact information migrate to Contact records. A custom pick-list property (Role__c) set to 'Attorney' distinguishes counsel from parties. Multiple attorneys per case associate via the contact-to-deal label. If an attorney appears in multiple cases, FlitStack retains a single Contact entry, linking it across all related Deals, which preserves a unified attorney profile.

Hearings do not map to any HubSpot native object. We create a Hearing custom object with properties for hearing type, scheduled date, courtroom, judge name, and outcome. The Hearing object associates to the parent Case Deal so hearing history is visible on the case record.

Bond amounts are monetary values tied to a Case. We store them as a custom number field on the Deal record. Bond status (Posted, Forfeited, Discharged) maps to a custom pick-list property (Bond_Status__c). Bond records with multiple entries create child custom object records associated to the parent Deal.

Court Clerk document names and types migrate as custom text and pick-list properties on the Deal (Document_Name__c, Document_Type__c). The actual document files re-upload to HubSpot Files attached to the Deal. HubSpot's 25MB per-file limit applies; large filings are flagged for alternative archival.

Filing fees are stored as a custom currency field on the Deal record. If Court Clerk tracks multiple fee types, each maps to a separate custom number property (Filing_Fee__c, Motion_Fee__c, etc.). Fee payment status requires a custom pick-list field if tracked separately.

Sentence date, disposition type, and term details do not map to any HubSpot native field. These become custom properties on the Deal. Disposition values (Guilty, Not Guilty, Dismissed, Plea) map as a custom pick-list to maintain reporting continuity. If sentencing includes probation terms or fine amounts, FlitStack adds additional custom fields to capture those details for comprehensive case records.

The judge's name and courtroom assignment migrate as text properties on the Deal. If the court tracks judicial officer IDs, those are stored separately as a custom text field for reference. Judicial assignment is case-level, not a user-record in HubSpot.

Court Clerk case activity entries (filings, motions, orders) migrate as notes on the HubSpot Deal. Each note captures the activity type, date, and summary. Timestamps and filing-clerk identifiers are preserved in the note body for audit purposes. If an activity includes an attached document, FlitStack logs the file name and stores a reference link so users can open the original filing directly from the note.