Migrate from Dibcase Legal Case Management to HighLevel

Dibcase clients map directly to HighLevel Contacts. The client name, email, phone, address, and create timestamp transfer as-is. Dibcase does not distinguish between person clients and organizational clients at the object level — organizational clients land as Contacts with an Organization flag; these should be split manually or by a dibcase-company-to-highlevel-company rule if the firm tracks organizational matters.

Every Dibcase matter becomes a HighLevel Opportunity. The matter name maps to Opportunity Name, the matter create date becomes the original Created_Date__c custom field, and the dibcase_owner maps to HighLevel user via email match. Dibcase does not have a native pipeline concept — we create a single 'Case Pipeline' in HighLevel as the destination pipeline and stage names map to Opportunity Stage values value-by-value.

Dibcase stores formal SSA/VA representation status and claim lifecycle stages. HighLevel has no native SSA/VA claim stage field. We create SSA_Claim_Stage__c as a custom pick-list on the Opportunity with Dibcase's exact stage values preserved. Claim stage changes recorded in Dibcase migrate as a custom text audit field SSA_Claim_History__c for reporting continuity.

Dibcase captures the disability type (SSDI, SSI, VA Combined, etc.) as a practice-area custom field. HighLevel requires a custom Disability_Type__c pick-list field on the Opportunity. Values map one-to-one from Dibcase; any Dibcase values without a HighLevel match default to a catch-all pick-list value flagged for admin review.

Dibcase stores the SSA claim number and VA file number on the matter record. These have no HighLevel native equivalent. We create SSA_Claim_Number__c and VA_File_Number__c as custom text fields on the Opportunity. SSN fields from Dibcase are handled with obfuscation during migration — stored in a separate HighLevel custom field with restricted access.

Dibcase tracks whether the firm has a signed representation agreement, the effective date, and fee arrangement. HighLevel has no billing-agreement field. We create Representation_Status__c and Fee_Arrangement__c as custom fields on the Opportunity. Invoices and billing agreements must be rebuilt using HighLevel's Stripe/PayPal invoicing tools.

Dibcase's customizable deadline fields (appeal deadlines, hearing dates, SSA review dates) do not map to HighLevel's Opportunity Close Date one-to-one. We create a Deadline_Fields__c custom field group — including Appeal_Deadline__c, Hearing_Date__c, and SSA_Review_Date__c — on the Opportunity. Dashboard deadline visibility in Dibcase is replaced by HighLevel's Tasks tied to the Opportunity.

Dibcase stores a separate contact database for medical providers, courts, and referring attorneys. These map to HighLevel Companies when they are organizational entities, or to Contacts when they are individuals. The type label (Provider, Court, Referring Attorney) is preserved as a Company Tag in HighLevel.

Dibcase's Client File Index and SSA exhibit files are downloaded and re-uploaded as HighLevel file attachments linked to the corresponding Opportunity. Dibcase's staged upload confirmation captures are stored as file description metadata. Inline images in Dibcase notes are extracted and rehosted as HighLevel file attachments. SSA exhibit naming conventions are preserved in the file name for audit traceability.

Dibcase activity records (notes, tasks, billable time entries) attached to a matter become HighLevel Tasks on the linked Opportunity. The original Dibcase user who created the activity is resolved by email to a HighLevel user. Time entries with billable duration become HighLevel Tasks with Duration_minutes__c set from the Dibcase time entry value.

Dibcase tagging of clients, claims, documents, and contacts maps directly to HighLevel Tags on the Contact and Opportunity records. Dibcase practice-area tags such as SSD, VA, PI, and Workers' Comp become HighLevel tags and serve as key segmentation signals to drive workflow automation, pipeline filtering, and targeted campaign logic within HighLevel's Workflow Builder.

Dibcase's ERE (Electronic Records Exchange) tool stores SSA folder pickup history, run-level logs, and batch queue records. HighLevel has no native ERE equivalent. ERE metadata migrates as a custom ERE_Run_History__c custom field (JSON blob) on the Opportunity — or as a separate HighLevel Custom Object if the volume warrants it.

Dibcase employee records (with roles, security limitations, and client visibility rules) resolve to HighLevel users by email match. Unmatched Dibcase owners are flagged pre-migration — the team either creates HighLevel users first or assigns records to a fallback owner. Security role mappings (Dibcase employee roles to HighLevel team members) are documented as a rebuild guide.

Dibcase multi-step task templates for SSD claim processes (Initial Filing, Hearing Prep, Denial Appeal) do not transfer to HighLevel Workflows. FlitStack AI exports the template definitions (step names, sequence, deadlines, assignee rules) as a PDF rebuild reference. Your HighLevel admin uses this to configure equivalent Workflow triggers in the HighLevel Workflow Builder.