Migrate from InfoTrack to HubSpot

InfoTrack contacts (attorneys, opposing counsel, process servers, clients) map directly to HubSpot contacts. Email, phone, and address fields transfer as-is. Names split into firstname and lastname properties on the HubSpot contact record. Additional custom fields such as contact_type__c and source_system_id__c are also migrated, preserving original InfoTrack IDs for later reconciliation.

InfoTrack contacts who represent primary clients on a matter map to both a HubSpot company record (the client firm or individual) and a contact record linked via the Company Associations API. This creates the HubSpot company-contact hierarchy that drives deal ownership.

InfoTrack matters map to HubSpot deals. The matter name becomes the deal name. Matter status (active, closed, pending) maps to deal stage values. Each InfoTrack matter becomes one HubSpot deal record with the client contact and company linked. Custom properties for court case number, jurisdiction, and case type are populated from the source matter fields.

Court case numbers (e.g., federal district case numbers, state docket identifiers) have no native HubSpot equivalent. We create a custom text property (custom_case_number__c) on the deal record and populate it from InfoTrack's case number field. This field is indexed for search and used in filtering pipelines by court jurisdiction.

Jurisdiction information (court name, county, state) migrates as a custom pick-list property on the deal so HubSpot workflows can route based on court jurisdiction. We map InfoTrack's jurisdiction values to a HubSpot pick-list. Pick-list values are reviewed and approved before migration to ensure consistency across all records.

Case type (e.g., civil litigation, family law, bankruptcy) migrates as a custom pick-list property on the deal. This enables HubSpot reporting by case type and pipeline filtering. The pick-list includes all case types present in InfoTrack, and values are mapped to matching HubSpot options where available, with new values created as needed.

InfoTrack orders become HubSpot deal line items attached to the matter-deal. Each order type (efiling, process serving, SignIT) becomes a line item with quantity=1 and the order cost as the amount. Order status (pending, completed, failed) is preserved as a line item property.

Individual court filings attached to a matter become deal notes with the filing date, document type, and filing status. For reporting, we also aggregate filing counts into a custom numeric property (total_filings__c) on the deal. The notes include the filing party and court location for additional context.

Process serving attempts (date, address, status) become deal notes with the engagement timeline. Attempt counts aggregate into custom properties (service_attempts__c, service_status__c) for quick pipeline filtering. Each note records the server's name, the attempt number, and any returned status such as served, attempted, or unsuccessful.

InfoTrack users (attorneys, paralegals, admins) with email addresses are resolved against HubSpot users by email match. Unmatched users are flagged for admin action — either invite them to HubSpot or assign their matter records to a fallback HubSpot owner. The resolution process also preserves the original InfoTrack user ID on the HubSpot user record for audit trails.

InfoTrack invoices are preserved as deal notes with the invoice number, date, and amount. For billing reconciliation, total invoice amounts aggregate into a custom currency property (total_invoiced__c) on the deal record. Each note also includes the client name and a reference to the related matter for traceability.

InfoTrack's bi-directional sync with Time Matters, LEAP, and Clio has no HubSpot equivalent. These integrations must be disconnected post-migration and rebuilt as HubSpot integrations if needed. Matter data migrated to HubSpot deals does not sync back to the case management system.

InfoTrack eFiling workflows and court-return automations do not transfer to HubSpot. They must be rebuilt using HubSpot workflows if automation is needed for case status updates. We export workflow definitions as a rebuild reference for your HubSpot admin. The exported definitions include trigger conditions, actions, and any custom logic used in the original workflows.