Migrate from Criminal Case Management to Freshsales

Cases map directly to Freshsales Deals. The case number migrates as Deal_Name or a custom text field (Case_Number__c). Pipeline and stage in Freshsales represent the legal case status, though pick-list values require custom mapping from the source status taxonomy. We also preserve the original case type in a custom field for reporting continuity.

Defendants map to Freshsales Contacts. The contact record holds name, date of birth, address, and phone. If the defendant is also a client in a separate intake pipeline, the same Contact record serves both contexts. We retain the original defendant ID in a custom field (Defendant_ID__c) for audit traceability and to support future integrations with court record systems.

Plaintiffs and complainants map to Freshsales Contacts using the same object as defendants. A custom role field (Party_Type__c) distinguishes between defendant, plaintiff, and co-counsel on the same case. We also store the original plaintiff identifier (Plaintiff_ID__c) as a custom field to maintain reference integrity and enable downstream reporting on complainant demographics.

Defense attorneys and prosecutors map to Contacts. If attorneys are internal staff, they map to Freshsales Users; if external, they map to Contacts with a custom field for Bar_Number__c and a link to the relevant case. The internal vs. external classification determines the user lookup or contact role, ensuring attorney case assignments are visible in Freshsales reporting views.

Witnesses map to Contacts with a custom Witness_Details__c field capturing testimony summary and credibility notes. Witnesses that are also clients appear as the same Contact record with a dual role field. We also preserve the original witness identifier (Witness_ID__c) in a custom field to support future linkage to court testimony databases and maintain audit trails.

Freshsales has no native bond or bail object. We create a Bond_Details__c custom object (Enterprise plan required) linked to the Deal, storing bond amount, type, posting date, and status. The Bond_Details__c object also includes fields for the bondsman contact reference and the court jurisdiction, enabling automated alerts when bond conditions change.

Court hearings map to Freshsales Events with Subject set to the case name + hearing type, Start_Time set to the scheduled court date, and description capturing courtroom number and presiding judge. Recurring hearings generate multiple Event records. We also preserve the original hearing identifier (Hearing_ID__c) as a custom field for reference and to support integration with court calendar feeds.

Evidence records require a custom Evidence__c object linked to the Deal. Fields include evidence description, item number, custody chain, and a file attachment. Chain-of-custody notes migrate as a long-text custom field. We also map the evidence type (e.g., physical, digital, testimonial) to a custom pick-list and preserve the original evidence ID for traceability to law enforcement records.

Sentencing details (sentence type, incarceration dates, probation terms, fines) migrate to a Sentencing__c custom object linked to the Deal. Consecutive vs concurrent terms require a custom pick-list value. We also store the sentencing judge name and court jurisdiction as custom fields, enabling reporting on judge-specific sentencing patterns and jurisdictional compliance.

Probation officer name, start and end dates, conditions, and violation history map to a Probation__c custom object. The supervising officer migrates as a Contact with role 'Probation Officer' linked to the case. We also capture the original probation case number (Probation_Case_ID__c) for reference and to support integration with state probation department portals.

Court filings, motions, and case documents migrate as Freshsales Files attached to the Deal record. Files exceeding 25MB are flagged for chunking or external storage — we note each oversized file in the migration report. We also generate a file manifest with source URLs, file sizes, and recommended storage actions to assist your team in managing the document migration process.

Warrant records (issue date, status, served date, court) migrate as a Warrant__c custom object linked to the Contact record of the named individual. Warrant status (active, executed, recalled) maps to a custom pick-list. We also preserve the original warrant number (Warrant_Number__c) as a custom field for audit continuity and to enable integration with law enforcement warrant databases.

Freshsales has no native legal billing. Fee records map to custom currency fields on the Deal (e.g., Hourly_Rate__c, Total_Fees_Billed__c, Trust_Balance__c) or to the Products catalog for itemized billing lines. We also recommend setting up a Products-based billing module for recurring retainers and creating custom currency fields for trust account reconciliations to meet legal accounting standards.