Migrate from FactBox to HubSpot

FactBox matters become HubSpot custom objects (Matter__c) or Companies depending on your HubSpot tier. We map the matter number, case title, case type, filing date, case status, and related matter hierarchy. Parent-child matter relationships map to HubSpot's Parent Account field if using Companies, or a custom Parent_Matter__c lookup if using custom objects.

Parties (plaintiffs, defendants, opposing counsel) map directly to HubSpot Contacts. We preserve the party role (e.g., 'Plaintiff', 'Defendant') as a custom pick-list field (Party_Role__c) and link each Contact to the mapped Matter record via a custom lookup (Matter__c). Party type and entity status (individual vs. corporate) map to custom properties.

Witnesses map to HubSpot Contacts with witness-specific custom fields. We preserve witness type (fact witness, expert witness), testimony status, and witness statement date as custom properties. Each witness Contact links to the associated Matter record. Witness statements stored as FactBox documents migrate as HubSpot Files associated with the witness Contact.

Case facts from FactBox migrate as HubSpot Notes attached to the related Matter record. Each Note preserves the fact description, the source document reference, and the fact category tag. Original FactBox fact-created dates are preserved as Note custom fields since Notes do not have native timestamp customization in HubSpot.

FactBox documents (pleadings, correspondence, evidence files) migrate to HubSpot Files. Each file is re-uploaded to HubSpot's file storage and associated to the relevant Matter record and optionally to related Party or Witness Contacts. File metadata (document type, date filed, related parties) is preserved in custom properties on the file association.

FactBox case events (depositions, court dates, client meetings) map to HubSpot Engagements or Notes. Court dates and deadlines migrate as calendar events associated with the Matter record. Client communications logged in FactBox become HubSpot engagements linked to the relevant Contact.

FactBox custom fields per object type (e.g., case-specific jurisdiction pick-lists, damages amount fields) map to HubSpot custom properties on the corresponding object. We create each custom property in HubSpot with the matching field type before migration. Pick-list values require value-by-value mapping if the destination field type is pick-list.

FactBox supports nested matter hierarchies (parent case with related sub-cases). We map these to HubSpot's Company Parent Account hierarchy if using Companies, or a custom Parent_Matter__c self-lookup on the Matter__c custom object. Circular references (sub-case pointing to parent and vice versa) are flagged and resolved before migration.

FactBox evidence entries combine document reference, exhibit number, and chain-of-custody notes. We split these into a HubSpot Note (for the custody log text) and a File association (for the actual evidence document). The exhibit number and evidence status migrate as custom properties on both records.

FactBox time entries (attorney hours, paralegal costs, filing fees) have no native HubSpot equivalent. We preserve time entry data as custom properties on the Matter record (total_hours__c, total_costs__c) and recommend integrating with a legal billing system (Clio, PracticePanther, or LawPay) post-migration for detailed time tracking. Detailed entries such as attorney name, date, activity description, and billable hours cannot be represented in HubSpot's standard object model.

FactBox assigns matter owners by user email. We resolve each FactBox user email to a HubSpot user account. Unmatched users are flagged before migration — your team either creates HubSpot user accounts first or assigns their records to a fallback owner. No record lands without a HubSpot owner.

FactBox tags and case category labels map to HubSpot custom properties. Tags used for case classification migrate as a HubSpot multi-select field (Case_Categories__c) on the Matter record. Tags used for contact-level classification migrate as multi-select on the Contact record. Both fields preserve the original FactBox tag values so your team can maintain consistent categorization across both platforms.