Migrate from Legal Case Tracker to Freshsales

Legal Case Tracker cases map to Freshsales Deals. The Deal's Name field holds the case name, Amount is set from the billing rate or placeholder, and stage is driven by a custom 'Legal Matters' pipeline with stages mapped from the source case status values. Original case create date is stored in a custom datetime field.

Legal Case Tracker client firms map to Freshsales Accounts. The Account Name receives the firm name, Website and Address fields map directly, and the client contact (the primary attorney or intake contact) is linked via the primary Contact on the Account. Multi-contact client firms generate multiple Contact records under one Account.

Case-party contacts—plaintiffs, defendants, opposing counsel, witnesses—map to Freshsales Contacts. Each Contact is associated with the primary Account (the client firm). The party role from Legal Case Tracker migrates as a custom pick-list field (Party_Role__c) on the Contact record for reference.

Legal Case Tracker case type (e.g., Employment, Malpractice, Corporate) has no direct Freshsales equivalent. We create a custom pick-list field (Case_Type__c) on the Deal object and populate it from the source. Case type values are mapped one-to-one unless they exceed Freshsales's pick-list length, in which case they are truncated to the maximum allowed characters.

Legal Case Tracker case statuses (Open, Pending, Closed Won, Closed Lost, On Hold) map to a custom 'Legal Matters' pipeline in Freshsales. Each status value is mapped to a corresponding Deal Stage in the custom pipeline. Stage probabilities are set based on standard legal matter close rates. We preserve the original status-change timestamps as custom datetime fields.

Opposing counsel name and firm from Legal Case Tracker is stored as a custom text field (Opposing_Counsel__c) on the Deal and linked to a Contact record representing the opposing party if one exists in the source. If no matching contact record is found, the name is stored as free text for manual reconciliation after migration.

Court name and jurisdiction from Legal Case Tracker migrates to a custom text field (Court__c) on the Deal. If Legal Case Tracker stores jurisdiction as a structured field (court name, city, state), we split it into Court__c, City__c, and State__c custom fields on the Deal for querying and filtering.

Key dates—filing date, next court date, statute of limitations—are stored as custom date fields (Filing_Date__c, Next_Court_Date__c, SOL_Date__c) on the Deal. Freshsales's standard CloseDate field is used for the most imminent deadline date and is updated dynamically via Freshsales workflow post-migration if needed.

Legal Case Tracker time entries (date, duration, description, billable flag) are too granular for Freshsales's native activity model. We migrate the most recent time entries as Tasks linked to the Deal for activity audit trail. Total billable hours and total billable amount are stored as numeric custom fields (Total_Billable_Hours__c, Total_Billable_Amount__c) on the Deal for reporting.

Documents attached to a Legal Case Tracker case are downloaded and re-uploaded as Freshsales Files linked to the corresponding Deal record. File size limits (Freshsales caps at 25MB per file; larger files are split or linked externally). Document version history and Bates-numbering from the source are preserved in a custom text field (Document_Metadata__c) for reference. Folder hierarchy is not reproduced; flat attachment structure is used.

Calendar events from Legal Case Tracker—court dates, client meetings, filing deadlines—migrate as Freshsales Events with original start/end times, subject, and description preserved. The Event is linked to the corresponding Deal and Contact records. Recurring events are expanded into individual Event records per occurrence to maintain historical accuracy.

Any custom fields defined in Legal Case Tracker for a case record (e.g., Insurance Provider, Lien Amount, Medical Records Flag) are enumerated during discovery. Each custom field is created in Freshsales on the Deal object with the appropriate data type—text, number, date, pick-list—and populated during migration. Field-level validation rules are reviewed post-creation to avoid import rejection.

The client's billing rate (hourly or flat-fee) from Legal Case Tracker is stored as a custom currency field (Billing_Rate__c) on the Freshsales Account record. This allows the firm's reps to reference the agreed rate directly on the Account without navigating to a separate billing module. Rate changes over time are captured as separate Account history records if the source stores rate-change timestamps.

Legal Case Tracker keywords associated with a case (e.g., employment law, malpractice, discovery) migrate as a custom multi-select pick-list field (Case_Keywords__c) on the Deal. Multi-select pick-lists in Freshsales allow up to 500 values; if the source has more keywords than the limit, the top N most-frequent keywords are migrated and the remainder stored as a custom text field.