Migrate from GAIA.law to Freshsales

GAIA.law agreements are the primary record type and carry contract metadata (agreement_type, effective_date, renewal_type, e_sign_status) that has no native Freshsales field. We map the agreement to a Freshsales Deal and push all legal metadata into custom fields on that Deal so the full contract context travels with the commercial record.

Fields like agreement_type (NDA, MSA, SOW), effective_date, expiration_date, renewal_type (auto-renew, manual), e_sign_status, and contract_value_currency migrate as Freshsales custom fields on the Deal object. These require pre-creation in Freshsales before the migration run — we deliver a field creation checklist as part of the migration plan.

GAIA.law stores named individuals associated with agreements as Party records. These map directly to Freshsales Contacts. Fields including first_name, last_name, email, phone, job_title, and address map to Freshsales Contact fields. The primary signer of an agreement links to the Deal via Freshsales Opportunity Contact Roles.

GAIA.law parties that are not yet linked to a signed agreement (prospective signatories, inquiry-stage contacts) map to Freshsales Leads. Parties with signed or active agreements map to Contacts. The split is determined by the agreement_status field: 'Draft' or 'Sent' routes to Lead; 'Signed', 'Active', or 'Expired' routes to Contact.

GAIA.law organizations (including companies, counterparties, and internal business units) map directly to Freshsales Accounts. Core fields such as name, website, industry classification, number_of_employees, and annual_revenue map to their corresponding Freshsales Account fields. Parent-child organization hierarchies in GAIA.law are preserved as Parent Account relationships in Freshsales when those hierarchies exist.

GAIA.law records the role each party plays in an agreement (Primary Signer, Witness, Approver, Vendor). Freshsales Opportunity Contact Roles support a built-in role pick-list with values like Decision Maker, Technical Buyer, and Other. We map Primary Signer to Decision Maker, Approver to Technical Buyer, and preserve non-matching role labels as a custom field on the contact role record for audit continuity.

Executed contracts, PDFs, and e-sign evidence attached to GAIA.law agreements re-upload to Freshsales as Deal Attachments. File size limits and format support follow Freshsales file storage rules. We re-upload each file and link it to the corresponding Freshsales Deal record so the document history stays associated with the commercial record.

GAIA.law approval routing and sequential workflow steps do not transfer as native automations, but the step labels (Legal Review, Finance Approval, Counterparty Sent) and completion status carry value for audit continuity. We store the last-completed workflow step name and status as a custom pick-list field on the Freshsales Deal so teams retain visibility into where each agreement stood in the approval chain.

GAIA.law activity history tied to agreement interactions (email sent to counterparty, call with legal team, meeting to negotiate terms) migrates as Freshsales Tasks and Events linked to the corresponding Deal and Contact. Original timestamps and activity owners are preserved so the Freshsales activity timeline reflects the full commercial conversation history.

GAIA.law equity management records (cap table entries, share class, vesting schedules) have no native Freshsales equivalent. On Freshsales Enterprise plans, we create a Custom Module to store equity record metadata linked to the Account. On Growth and Pro plans, equity data maps to custom fields on the Account record — we recommend prioritizing fields most relevant to the sales and commercial relationship.

GAIA.law users assigned as agreement owners or workflow approvers are resolved by email match against Freshsales Users. Unmatched owners are flagged before migration — the team either invites them to Freshsales first or assigns records to a designated fallback owner. No agreement or contact lands without a Freshsales owner so access controls function correctly post-migration.