Migrate from GAIA.law to HubSpot

GAIA.law agreements map to HubSpot Deals by default when the agreement is tied to a sales transaction. Non-transactional agreements (NDAs, MSAs without a deal) map to a HubSpot Custom Object named 'Agreement' at Enterprise tier. Each agreement's type, status, and effective/expiration dates become properties on the target object.

GAIA.law parties split into HubSpot Contacts (the individual counterparty contact) and Companies (the counterparty organization). When GAIA.law stores only an organization name with no individual contact, we create a Company record and optionally a generic contact record for association. Party-role labels (e.g., Licensor, Vendor, Client) map to HubSpot association labels.

GAIA.law party-role types (e.g., Counterparty, Witness, Guarantor) map to HubSpot Contact association labels. We preserve the original role name as a custom property on the association for reference. Roles that don't have a HubSpot equivalent are stored as a custom property on the Deal or custom Agreement object.

GAIA.law clause libraries and individual extracted clauses migrate as either a long-text custom property on the Agreement object or as Deal Notes with a 'Clause Library' label. The approach depends on clause count and whether the team needs clause data searchable in HubSpot. We flag the recommended approach in the migration plan.

GAIA.law equity management records map to a HubSpot Custom Object named 'Equity' at Enterprise tier, associated to the relevant Company (issuer) and Contact (stakeholder). Non-Enterprise HubSpot setups store equity references as a custom property on the Company record. We surface the schema requirement in the pre-migration plan.

GAIA.law approval chains and contract review workflows have no native HubSpot equivalent. The approval logic, reviewer routing, and stage-gate sequences must be rebuilt in HubSpot Workflows post-migration. We export the workflow definition as a structured document your team can use as a rebuild reference.

GAIA.law e-signature metadata (signer name, timestamp, status) migrates as a custom property set on the corresponding Agreement/Deal object. The signed document file itself is downloaded and re-uploaded to HubSpot Files, linked to the record. E-signature status (pending, completed, declined) maps to a custom pick-list.

GAIA.law agreement owners resolve to HubSpot users by email match. Unmatched owners are flagged before migration — your team either creates HubSpot user accounts first or assigns records to a fallback owner. No record lands in HubSpot without a valid owner or explicit null-owner designation.

HubSpot's native Createdate and LastModifieddate are set at migration time and reflect when data enters the system. GAIA.law's original create and update timestamps are preserved as separate custom datetime fields (Original_Create_Date__c, Original_Last_Modified__c) on each record. This dual-timestamp approach maintains reporting continuity and supports audit requirements for teams that need to reference when agreements were originally created in GAIA.law.

The GAIA.law record ID is stored on each migrated HubSpot record as GAIA_Agreement_ID__c or GAIA_Party_ID__c. This cross-reference enables delta-run de-duplication, rollback traceability, and bidirectional cross-referencing between HubSpot reports and GAIA.law source data after cutover. Your team can query HubSpot records using the original GAIA.law identifiers for reconciliation purposes.

GAIA.law-hosted contract documents are downloaded and re-uploaded to HubSpot Files, then associated to the corresponding Agreement/Deal record using HubSpot's file linking API. File size limits apply per HubSpot's file hosting constraints. We preserve original file names and folder structure metadata as HubSpot file properties, ensuring your team can locate documents using familiar naming conventions after cutover.

GAIA.law tenant-specific custom properties on agreements map to HubSpot custom properties on the Deal or custom Agreement object. We create the custom properties in HubSpot before migration, using the same data type where possible (text, number, date, pick-list). Complex custom properties that don't map to a native HubSpot type become text fields.