Migrate from Filevine to Pipedrive

Filevine Contacts map directly to Pipedrive People. The primary person-to-organization link in Filevine translates into Pipedrive's org_id field on the Person record, linking each contact to its company entity. Owner assignment resolves by matching the Filevine owner email to a Pipedrive user account; any unmatched owners are flagged before migration commits, allowing your admin to create or reassign user accounts in Pipedrive prior to the bulk run.

Filevine organizations (company records linked to contacts) migrate to Pipedrive Organizations as a direct map. When a Filevine organization has multiple contacts, FlitStack consolidates them into a single Pipedrive Organization record while preserving each contact as a separate Person linked via org_id. During schema setup, your admin should verify that the organization name field in Pipedrive matches the source label to avoid duplicate organizations after migration.

Filevine Projects are the central entity — they become Pipedrive Deals. Each Filevine pipeline within a project maps to a Pipedrive pipeline, so a multi-pipeline project spawns multiple Deals. The project name becomes the Deal title, while the project status (active/closed) maps to Pipedrive Deal status (open/won/lost). FlitStack also copies the project creation timestamp to the Deal's create_time field, preserving the original record's age in Pipedrive.

Filevine phase progression within a project migrates as Deal stage movement. FlitStack preserves the phase-enter date as a custom datetime field on the Pipedrive Deal so stage-transition history is auditable. Multiple Filevine pipelines in one project create multiple Pipedrive Deals (one per pipeline).

Filevine's flexible custom sections per project type become Pipedrive custom fields. Each custom section's field (dropdown, date, yes/no, text) maps to the equivalent Pipedrive field type, ensuring that data semantics are retained across platforms. Field-level validation rules—such as required status, default values, or picklist options—must be replicated in Pipedrive before migration runs, otherwise Pipedrive will accept empty values where Filevine enforced constraints. FlitStack provides a validation matrix during schema setup to help your admin replicate these rules.

Filevine tasks and deadline chain items migrate as Pipedrive Activities of type 'Task'. Associated Filevine users are resolved to Pipedrive owners by matching email addresses; any unresolved users are logged for admin review. Deadline chain parent-child relationships are preserved by linking activities via a custom chain reference field (Chain_Ref__c) so that related tasks retain their hierarchical context in Pipedrive. The original due date and completion status map to the activity's due_date and done fields, respectively.

Filevine calendar events migrate as Pipedrive Meeting activities, preserving the original start and end timestamps and linking each meeting to the relevant Deal or Person record. After migration, your team must configure two-way calendar sync in Pipedrive (Google Calendar or Outlook) to ensure new events created in Pipedrive appear in the external calendar and vice versa. This configuration is performed within Pipedrive's Settings > Integrations and does not require additional FlitStack processing.

Filevine notes attached to projects or contacts migrate to Pipedrive Notes linked to the appropriate Person, Organization, or Deal record. FlitStack preserves rich-text formatting (bold, bullet lists, hyperlinks) when Filevine's export provides it, ensuring that note content remains readable and structured in Pipedrive. If any notes contain unsupported formatting, they are imported as plain text to avoid display issues. During the sample migration phase, your team can verify note rendering and request adjustments if needed.

Filevine Docs+ file metadata (Bates numbers, document category, tags) has no native Pipedrive equivalent. FlitStack migrates this information as a Pipedrive Note attached to the relevant Deal or Person, populating the note body with the document category, Bates prefix, and a hyperlink pointing back to the original Filevine document URL. This allows users to click through to the source file for viewing or download, while the actual document remains stored in Filevine's repository.

Filevine time entries contain hours, billing rate, and item type. Pipedrive has no native time-tracking entity. FlitStack maps time entries to a custom numeric field on the Deal for hours logged, and billable time values to Product line items where applicable.

Filevine time entries contain hours, billing rate, and item type. Pipedrive has no native time-tracking entity, so FlitStack maps each time entry to a custom numeric field (Billable_Hours__c) on the Deal for logged hours and a separate custom currency field (Billing_Rate__c) for the rate. Billable time values can also be represented as Product line items on the Deal where a flat‑fee product is appropriate, giving you a flexible reference within Pipedrive's deal view.

Filevine expense items (cost, description, date) migrate as Pipedrive custom fields on the Deal, such as Expense_Amount__c for the cost and Expense_Date__c for the date. Because Pipedrive does not support file attachments for expense receipts, those files remain in Filevine's export package and should be retained separately for compliance. During the post‑migration review, your team can verify that each expense custom field is populated correctly and that the corresponding Filevine receipt files are accessible.

Filevine flat-fee billing items map to Pipedrive Deal Product line items. The flat fee amount becomes the Product quantity-times-price value on the Deal. This requires a Pipedrive Product record to exist first, created during schema setup.

Filevine labels on projects and contacts map to Pipedrive Labels on the corresponding entity type. Pipedrive Labels are color‑coded and entity‑specific, meaning a label applied to a Person does not appear on a Deal unless the same label name is added to the Deal as well. FlitStack transfers label sets as‑is, preserving the original color and name. After migration, your admin can review the label distribution in Pipedrive and consolidate or rename labels using Pipedrive's label management interface.