Migrate from Legal Files to HighLevel

Legal Files matters map directly to HighLevel Opportunities. Matter name becomes Opportunity name, filing date maps to creation datetime, and matter status (Open/Closed/Pending) maps to a custom Opportunity status pick-list. HighLevel Opportunity pipelines replicate matter-type groupings. Each pipeline can be further customized with stage-specific fields to preserve jurisdiction or case-type nuances.

Legal Files party records (plaintiffs, defendants, clients, opposing counsel) migrate as HighLevel Contacts. Party type is preserved as a custom pick-list on the Contact. Individuals get a Contact record; organizational parties generate a Company record with the Contact linked. The Company record stores the organization name, address, and phone for cross-referencing.

Legal Files parties flagged as organizations or corporate entities map to HighLevel Companies. Company name, address, and phone carry over. Multi-party matters linking multiple organizations are resolved by creating HighLevel Company records first, then associating Contacts to each. If an organization appears in multiple matters, the same Company record is reused to maintain consistent contact linkage across the CRM.

Legal Files documents have no native HighLevel vault equivalent. We re-upload files to HighLevel's built-in storage or to a linked Google Drive/Dropbox, then store the file URL in a custom Document_Link__c field on the associated Opportunity. File names and version metadata are preserved as text fields.

Legal Files activity log entries (notes, attorney notes, status updates) migrate as HighLevel Tasks with the original timestamp and assigned user preserved. HighLevel Tasks appear in the Contact/Opportunity timeline. Long-form narrative notes migrate as HighLevel Notes attached to the parent record.

Legal Files billing time entries carry billable hours and fee amounts. We migrate the most recent time-entry summary as numeric fields on the Opportunity (Total_Hours__c, Last_Billed_Amount__c). Detailed billing history is exported as a CSV reference document and linked via a custom URL field.

Legal Files custom fields on matters (court jurisdiction, judge name, opposing counsel, case type) must be pre-created in HighLevel as Opportunity custom fields. Field types map: text → text, date → date, pick-list → pick-list. We provide a field-creation manifest before migration runs.

Party-level custom fields (e.g., bar number for attorneys, party role, conflict-check result) map to HighLevel Contact custom fields. These are created under Settings > Custom Fields on the Contact object before data import. The field type (text, pick‑list, date) is preserved to ensure the imported values align with the expected format in HighLevel.

Legal Files matter assignments store an attorney user ID. HighLevel resolves Opportunity owners by email match to HighLevel users. Unmatched attorneys are flagged before migration; either the attorney is invited to HighLevel or records are reassigned to a fallback owner.

Legal Files workflow steps (Intake, Discovery, Filing, Trial, Closed) map to HighLevel Opportunity stage values. Each stage maps value-by-value in a lookup table. Custom matter-status flags (e.g., Stay, Appeal) are mapped to the nearest HighLevel stage or stored as a separate custom pick-list field.

Legal Files filing deadlines and calendar events migrate as HighLevel Tasks with due dates and assigned owners. HighLevel's Calendar integration can then surface these as calendar events. Deadline reminders require rebuilding as HighLevel Workflow triggers. When rebuilding, you can set trigger conditions based on due date proximity and assign follow‑up actions such as email alerts or status updates.

Legal Files invoices and trust-account balances have no direct HighLevel equivalent. Outstanding balance, last invoice date, and total billed-to-date are preserved as numeric custom fields on the Opportunity. Full invoice history is exported as a CSV linked via a custom field.