Migrate from FactBox to HighLevel

FactBox stores party records (plaintiffs, defendants, witnesses) as contacts. Each party maps directly to a HighLevel Contact. Party role information (plaintiff, defendant, witness) is preserved as a custom pick-list field (Party_Role__c) on the HighLevel contact record. The custom field is created in HighLevel before migration and populated with the appropriate role values for each contact.

FactBox party email addresses map to HighLevel Contact.Email. Multiple email addresses on a single FactBox party record are handled by storing the primary as Email and additional addresses in a custom Multi-Line Text field. If a party has more than one secondary email, each appears on a separate line in the custom field, preserving all contact details.

FactBox party phone numbers map to HighLevel Contact.Phone. Mobile and direct line distinctions in FactBox are preserved by mapping the primary to Phone and secondary to a custom Phone_2__c field. This ensures that both the main office line and mobile number are accessible on the contact record for follow‑up communication.

FactBox firms and organizations linked to parties map to HighLevel Companies. The company name, domain, industry, and address fields map directly. HighLevel does not have a firm-type distinction — all organizations land as Companies. Any additional attributes such as employee count or annual revenue are stored as custom fields on the Company record if present in FactBox.

Each FactBox case becomes a HighLevel Opportunity. The case name maps to Opportunity Name. FactBox case number is stored as a custom field (Case_Number__c) on the Opportunity for reference. Case status values are mapped to HighLevel pipeline stage names — you define which pipeline the case Opportunity belongs to during migration setup.

FactBox case status values (Active, Pending, Closed, Dismissed, etc.) map to HighLevel Opportunity StageName values via a value-by-value mapping. Each FactBox status gets a corresponding HighLevel stage. Probability and forecast category are assigned per stage in HighLevel. Stage mapping is documented in the migration plan, and your team can adjust stage probabilities post‑migration.

FactBox's core entity — individual facts linked to cases — has no direct equivalent in HighLevel's standard objects. We migrate facts as a HighLevel Custom Object (FactBox_Fact__c) with fields for fact text, source document reference, linked case (Opportunity), and date created. The custom object is created in HighLevel before migration runs.

FactBox facts cite source documents. The citation is preserved in the Fact custom object as a text field (Source_Document__c). During migration, the document is also re-uploaded to HighLevel Files and linked to the Fact record. The file link ensures that users can access the original document directly from the Fact record in HighLevel.

FactBox links parties to cases (e.g., witness linked to case). This N:N association maps to HighLevel OpportunityContactRole records, which connect a Contact to an Opportunity. Role type from FactBox (witness, expert, opposing counsel) is stored in the OpportunityContactRole Role field.

FactBox document attachments download from the source and re-upload to HighLevel's Files section. Each file is linked to the corresponding Contact, Company, or Opportunity (or the custom Fact record). HighLevel file size limits apply (default 25MB per file). If a file exceeds 25MB, FlitStack flags it and recommends splitting or linking externally.

FactBox custom properties on cases (e.g., court jurisdiction, opposing counsel, filing date) map to custom fields on the HighLevel Opportunity. Each custom property requires a corresponding custom field in HighLevel before migration — we provide a setup plan specifying field name, type, and pick-list values.

FactBox custom properties on contacts (e.g., bar number, jurisdiction licensed, billing rate) map to HighLevel Contact custom fields. Field types are matched (text to text, number to number, pick-list to pick-list). Pick-list value mappings are applied where source and destination values differ.

HighLevel Opportunity.CreatedDate is set at migration time. The original FactBox case creation timestamp is preserved as a custom datetime field (Original_Created_Date__c) for reporting continuity and audit purposes. This preserves the original case filing date, enabling historical reporting and compliance tracking after the migration completes.

FactBox users who are case owners resolve to HighLevel users by email match. Unmatched FactBox owners are flagged before migration — the team either creates a corresponding HighLevel user or assigns their records to a fallback owner. No Opportunity lands without a HighLevel owner.

Every migrated record stores its original FactBox internal ID as Source_System_ID__c. This enables delta-run de-duplication (if a record is modified in FactBox during cutover), cross-reference lookups, and audit traceability. The field also supports referencing the original record for support requests and ensures data lineage is maintained across system boundaries.