Migrate from Legal Workspace to Freshsales

Legal Workspace clients map directly to Freshsales Contacts. Each client contact record carries name, email, phone, and address. Clients linked to multiple matters are resolved as primary contact plus secondary relationships via Freshsales contact-to-account associations. We also preserve the original client ID in a custom field (Source_System_ID__c) for traceability, and when a client appears in multiple matters, we link them to the same Contact record to avoid duplication.

When Legal Workspace stores a client organization (company name, industry, website), that maps to a Freshsales Account. The Account record is created first so Contact records can reference it via the AccountId lookup field. We also map the industry pick‑list value to Freshsales industry options, store the original organization ID in a custom field (Source_System_ID__c) for audit, and replicate parent‑child hierarchy using Freshsales account hierarchies.

Legal Workspace matters map to Freshsales Deals, but matter metadata (practice area, matter status, client matter ID, responsible attorney) requires custom fields on the Deal since Freshsales has no native matter concept. Each matter type becomes a separate deal pipeline in Freshsales.

Legal Workspace matter statuses (Open, Pending Review, Closed Won, Closed Lost) map to Freshsales deal stage values per pipeline. Stage-enter timestamps are preserved as custom datetime fields on the Deal for audit continuity. We also capture the last status change date as a custom field (Last_Status_Change__c) and preserve any non‑standard status labels, mapping them to the nearest Freshsales stage while flagging any that require manual review.

Billable time entries accumulate per matter. We migrate total hours and billing rate as custom numeric fields on the Deal. If granular line items are needed, time entries merge into a custom Time_Entry__c custom object linked to the Deal, with date, attorney, hours, and rate preserved.

Legal Workspace invoices have no native Freshsales equivalent. We create an Invoice__c custom object with fields for invoice number, amount, status, date, and linked Contact. Invoice line items become Invoice_Line_Item__c records or custom fields on the Invoice object. We map invoice status values (Draft, Sent, Paid, Overdue) to custom pick‑list options, and link each Invoice__c record to the corresponding Freshsales Contact using the Contact_Id field for relationship continuity.

Documents attached to matters in Legal Workspace are downloaded and re-uploaded to Freshsales Files linked to the corresponding Contact or Deal record. File size limits (Freshsales caps files at 25MB per upload) are respected; oversized files are flagged for manual handling.

Legal Workspace calendar events (court dates, client meetings, filing deadlines) map to Freshsales Events. Original start/end times, attendees, and event type are preserved. All-day events map with the All-Day Event flag set. We also preserve the original timezone information in a custom field (Event_Timezone__c) and map any recurring event patterns to Freshsales recurrence settings where supported, ensuring no scheduling data is lost.

Tasks from Legal Workspace migrate as Freshsales Tasks with subject, due date, priority, and assigned user preserved. Tasks linked to a specific matter carry the corresponding DealId for association continuity. We also map the task status (Open, Completed, Cancelled) to Freshsales task status values and preserve any subtasks as related Task records linked to the parent task, maintaining the full hierarchy in Freshsales.

Matter notes migrate as Freshsales Notes with body text, author, and creation timestamp preserved. Notes are linked to the target Contact or Deal based on the Legal Workspace matter they originated from. We also migrate any note attachments as Freshsales Files linked to the note, and preserve any tags or categories from Legal Workspace as custom text fields (Note_Tags__c) to retain organizational context.

Legal Workspace users and attorneys are resolved by email match against Freshsales users. Unmatched users are flagged before migration; the team either invites them to Freshsales or reassigns their records to a fallback user owner. We also preserve the user role and department from Legal Workspace in custom fields (User_Role__c, Department__c) so that permissions and reporting structures can be replicated in Freshsales after the migration.

Legal Workspace custom properties per matter type (e.g., court jurisdiction, filing deadline, opposing counsel) map to Freshsales custom fields on the Deal object. Field type is preserved: pick-list values become Freshsales pick-list fields, dates become date fields, text becomes text fields.