Migrate from Criminal Case Management to HubSpot

Client, defendant, and party‑of‑interest records migrate as HubSpot contacts. Each party in a case becomes a separate contact. Role data (defendant, witness, victim) is preserved as a custom contact property (party_role__c) since HubSpot has no native party‑role field, ensuring role context is retained.

Attorney and paralegal records migrate as HubSpot contacts with an Attorney__c custom flag property. Attorney-to-case assignments migrate as custom properties on the case custom object rather than using HubSpot's native owner field. If multiple attorneys are assigned to a single case, each is linked via the assigned_attorney__c property on the case record, and the Attorney__c flag distinguishes staff members from regular contacts.

HubSpot has no native case management object. Cases migrate as either HubSpot tickets or a custom object (Enterprise tier required). Each case type maps to its own custom object or ticket pipeline with case-type-specific custom properties for court, judge, and filing details.

Case-party links (defendant-to-case, witness-to-case) do not have a native HubSpot equivalent. We merge these into a custom multi-select property on the case record listing involved contact names, or create a junction object linking contacts to cases when the case migrates as a custom object.

Filing dates, next hearing dates, and statute-of-limitations deadlines become HubSpot custom date fields on the case custom object. Date fields are preserved in ISO 8601 format and mapped to HubSpot's datetime property type. These dates enable downstream automation for hearing reminders and deadline alerts via HubSpot workflows. All timestamps retain the original timezone offset to avoid misreading.

Case status values (open, under investigation, awaiting trial, closed) require value-by-value mapping to HubSpot ticket statuses or a custom pick-list on the case custom object. Inactive or archived statuses in the source do not map to HubSpot's default open/closed states and are handled as a separate closed pipeline.

Bond amounts and bail figures migrate as custom currency or number properties on the case record. HubSpot does not have a native bond field; a monetary property is created for each case requiring this data. We use the bond_amount__c property, storing values as whole dollars and cents where applicable. For cases with multiple bond types, each type receives its own property to preserve granularity.

Court name, court location, and assigned judge are stored as HubSpot custom text properties on the case custom object. Judge assignment requires a custom property; HubSpot has no native judge or court field. We create court_name__c and judge_name__c text fields, optionally linking to a separate court reference object if multiple court locations share jurisdiction details. This allows filtering cases by court in HubSpot reports.

Documents, court filings, and evidence attachments are downloaded from the source and re-uploaded as HubSpot Files. Each file attaches to the relevant case contact or case custom object record. File size limits (25MB per file in HubSpot) apply to large evidence packages.

Case-related activity history maps to HubSpot engagements: emails become email engagements, calls become call engagements, and meetings map to meeting engagements. Original timestamps, attorney owners, and case associations are preserved on each engagement record. Notes and tasks also translate to HubSpot note and task engagements, maintaining the original body text and due dates. All engagements retain the linked case identifier for reporting across case activity.

Legal billing records and invoice history do not have a native HubSpot equivalent. We preserve billing data as a custom long-text property or JSON blob on the case record for reference. Ongoing billing should migrate to HubSpot's billing integration or a connected accounting tool.