Migrate from Dibcase Legal Case Management to Zoho CRM

Dibcase client records carry the billable case context (case status, SSA claim number, disability type). These map to a Zoho Account (representing the law firm or client organization) linked to a Zoho Deal (representing the case record) via Account-Deal lookup. The Dibcase client name and SSA claim identifier are preserved as Deal fields. When Dibcase clients represent individual claimants, they also generate Zoho Contact records alongside the Account.

All Dibcase contact roles (attorney, paralegal, client) migrate as Zoho Contacts. Role labels stored in a custom Contact field. Email, phone, and address fields map directly. Multiple contacts per case retain theirDibcase association via the parent Deal linkage. We also map the Dibcase contact's flag and case involvement level to custom fields on the Zoho Contact, ensuring attorney, paralegal, and client roles are distinguishable in reporting and workflow triggers.

Dibcase pipeline stages (e.g., Intake, Active, Hearing Scheduled, Fully Favorable, Denied) map to Zoho CRM deal stage names via value-by-value mapping. Stage probability and forecast category are assigned per Zoho pipeline configuration. Stage entry timestamps from Dibcase are preserved as custom datetime fields on the Zoho Deal for historical reporting continuity.

Dibcase activities — whether tasks, phone calls, or calendar meetings — migrate as Zoho CRM Tasks (for action items) or Events (for scheduled meetings). Original timestamps, assigned user, and parent Deal linkage are preserved. Meeting notes and call summaries migrate as Task or Event descriptions.

Dibcase's Dropbox-connected folders use a structured path pattern (apps/Dibcase/clients/{LastName} #{Last4SSN}). We preserve the original Dropbox path as a custom field on the Zoho Deal for reference. Actual file migration requires a separate Dropbox-to-Zoho WorkDrive transfer step. Dibcase inline files attach to Zoho Deal Attachments where size permits (Zoho max 25MB per file).

Dibcase custom properties for SSD case data have no native Zoho CRM equivalent. We create matching custom fields on the Deal module before migration — preserving data type (date, picklist, text). Dibcase picklist values map via value_mapping to Zoho picklist options. Fields are named using the Dibcase label plus SSD context for admin clarity.

Dibcase MS365 Calendar and Google Calendar connections have no direct Zoho CRM equivalent. We document the connected calendar accounts during migration so Zoho Calendar can be reconnected post-migration. Existing calendar events migrate as Zoho Events with original start/end times. The migration also preserves attendee lists and recurrence patterns as custom fields on each Event, facilitating smooth scheduling continuity in Zoho.

Dibcase's Electronic Records Exchange (ERE) session credentials for SSA portal access cannot migrate to Zoho CRM. We export ERE configuration as a reference document and flag for manual re-setup in Zoho Creator or a third-party SSA monitoring tool. Case status that relied on ERE auto-updates becomes a manual workflow in Zoho.

Dibcase Zapier triggers (new client, new event) are Zapier constructs, not Dibcase data. They must be rebuilt as Zoho Flow workflows or Zoho webhook subscriptions in the new system. We export the Dibcase API key and Zap configuration as a reference for rebuilding equivalent automations in Zoho.

Dibcase user accounts resolve against Zoho CRM users by email match. Active Dibcase users who will operate Zoho CRM must have Zoho accounts created before migration. Unmatched users are flagged for admin assignment before the full run. Archived Dibcase users are not migrated — their records are reassigned to the case owner or a migration admin.

Dibcase fee tracker and billing records do not map to Zoho CRM modules. We export fee data as a structured CSV reference file for import into Zoho Books (Zoho's accounting module) post-migration. CRM migration covers case and contact data only — billing reconstruction is a separate project.

Dibcase hundreds of integrated SSA and VA forms (merge templates) are Dibcase-specific PDF templates. They do not migrate. We document which templates were associated with each case so the firm can re-establish template assignments in Zoho Creator PDF merge or a third-party legal forms tool.