Migrate from FactBox to Freshsales

FactBox cases map to Freshsales Accounts using the case name as Account Name and case status mapped to Freshsales Account Type or a custom status field. Where the firm tracks case revenue or billable amounts, we also create a Deal record linked to the Account with the case amount as Opportunity Amount, enabling Freshsales pipeline reporting on a per-case basis. Case metadata such as case type, priority, and description migrate as custom fields on the Account.

Client and party contacts from FactBox migrate directly to Freshsales Contacts. Each contact's primary case becomes the linked Account lookup. Freshsales' Contact record supports phone, email, job title, and address fields natively. Where a contact appears on multiple cases, we create a primary Account association and surface secondary case relationships via the Account Contact Relationships feature or a custom multi-case link field on the Contact.

FactBox documents and evidence files attached to cases re-upload as Freshsales Files linked to the corresponding Account record. Freshsales enforces a 25MB per-file limit — files exceeding this threshold are flagged before migration and handled via an alternative file storage reference (URL field pointing to an external repository) rather than direct attachment. Original document titles, types, and case associations are preserved as file metadata and custom fields on the File record.

FactBox facts have no direct equivalent in Freshsales' standard CRM objects. We create a Freshsales Custom Object named Fact via the Custom Objects API, defining typed fields for fact_name, fact_description, source_document_link, relationship_type, and linked_account_id. This custom entity preserves the fact-to-document and fact-to-account relationships that FactBox stores natively. Custom object records are created via Freshsales POST API and linked to the corresponding Account record using the relationship field defined during schema setup.

Witnesses from FactBox migrate as Freshsales Contacts with a custom field (Witness_Role__c or similar pick-list) set to 'Witness' to distinguish them from party contacts. Witness contact details — name, email, phone, address — map directly to Freshsales Contact fields. Deposition dates and testimony references from FactBox migrate as custom fields on the Contact record rather than separate records, keeping the contact profile self-contained.

Case timeline entries in FactBox split into two Freshsales record types based on content type. Textual notes and narrative entries migrate as Freshsales Notes attached to the Account. Time-sensitive action items (deadlines, filing reminders, deposition dates) migrate as Freshsales Tasks with a due date and the responsible user assigned via owner resolution. This split preserves the narrative history while activating Freshsales' task management capabilities for follow-up items.

FactBox allows custom fields per case type that have no standard CRM equivalent. We map these to Freshsales custom fields on the Account object for case-level attributes, or on the Contact object for party-level attributes, depending on what the field describes. Field types map as follows: text to Text, date to Date, pick-list to Picklist, number to Number. Custom fields are created in Freshsales before the migration run using the field definition API.

FactBox users and case owners resolve to Freshsales users by email match. Where a FactBox user has no corresponding Freshsales user account, records are assigned to a designated fallback owner — typically the admin user or the user who initiated the migration. Unresolved owners are flagged in the pre-migration audit so your team can create Freshsales accounts before the migration run rather than losing ownership attribution on migrated records.

FactBox document folders and categorization tags have no direct Freshsales equivalent. We surface document categories as a custom pick-list field on the Freshsales File record (e.g., Discovery, Deposition, Contract) so filtering by document type works natively inside Freshsales. Alternatively, for firms that use Freshsales Tags, we create tags per document category and apply them to migrated files for cross-object tagging flexibility.

FactBox billing and invoice records track matter-level finances — these have no Freshsales equivalent at the CRM level. We migrate invoice amount, date, and status as custom fields on the corresponding Deal record (if one exists for the case) or as standalone custom fields on the Account. Freshsales does not provide native invoice generation — if billing records need to remain accessible post-migration, we recommend archiving them in an external document store with a link stored in the Account record for traceability.