Migrate from Legal Workspace to HighLevel

Legal Workspace client records map directly to HighLevel Contacts via field-for-field translation. The primary contact name, email address, phone number, and physical address fields align with their HighLevel counterparts. For clients with multiple associated matters, all matter IDs are consolidated into a custom multi-select field on the Contact record to maintain full traceability across the client's legal history in the new platform.

When a Legal Workspace client represents a business entity, the company name and primary address data migrate to a HighLevel Company record that is then linked to the corresponding Contact. For multi-office clients, a single Company record is created with address information populated from the primary office location, and additional office branches can be stored as secondary address records for reference.

Legal Workspace matters are legal cases or projects with a defined lifecycle consisting of stages such as open, pending, and closed. These translate to HighLevel Opportunities configured within a custom 'Matter' pipeline. The matter status field, indicating whether a case is active or archived, maps directly to corresponding Opportunity Stage values defined within this custom pipeline structure.

Legal Workspace matter phases—including intake, discovery, review, litigation, and closed—map on a one-to-one basis to corresponding stages within the HighLevel Matter pipeline. Stage probability percentages are configured on each Opportunity record following migration. Any timestamps associated with stage transitions are preserved as custom datetime fields, ensuring historical stage-entry dates remain accessible in the new system.

Billable time entries recorded in Legal Workspace are transformed into HighLevel Tasks, receiving a Type designation of 'Billable Time'. The original hours or duration from each entry is stored, along with a direct link to the associated Opportunity representing the matter. The original time entry description is transferred to become either the Task subject line or the description field, preserving all original context.

Legal Workspace calendar events (depositions, court dates, client meetings) migrate as HighLevel Events with original start/end times, assigned user (resolved by email match), and a link to the related Opportunity. All-day events and recurring events are flagged in custom fields.

Documents stored in Legal Workspace that are attached to specific matters are downloaded and then re-uploaded as HighLevel Files, where they are linked directly to the corresponding Opportunity record representing that matter. Both the original file names and upload timestamps are preserved during the transfer. Any documents lacking a matter association are attached to the client Contact record as a fallback location.

Legal Workspace invoices (with line items, amounts, and payment status) are too structurally different for direct mapping. We create custom fields on the Opportunity record: Invoice_Number__c, Invoice_Amount__c, Payment_Status__c, and Invoice_Date__c. Line items are stored as a JSON custom field or separate custom object.

Legal Workspace allows firm-defined custom fields per matter type. Each custom field type is assessed: text fields map to text, date fields to date, pick-list fields to pick-list (with value mapping if options differ). Custom fields that cannot map to a native HighLevel type become text fields with the original value stored.

Legal Workspace staff records (attorneys, paralegals, admins) are resolved by email against HighLevel users. Unmatched staff members are flagged before migration — the team either creates HighLevel accounts first or assigns their records to a fallback owner. Staff roles do not map to HighLevel Roles (different permission model).

Tasks created in Legal Workspace that are tied to specific matters are mapped to HighLevel Tasks linked to the corresponding Opportunity record. The original task status—whether open, in progress, or completed—translates directly to the HighLevel Task status field. Any overdue flags indicating past-due items are preserved as a custom checkbox field within the task record for tracking purposes.

Legal Workspace workflows tied to matter events (status changes, billing triggers, document events) have no direct equivalent in HighLevel. We export the workflow definitions as a reference document. HighLevel workflows must be rebuilt in the Workflow Builder using contact and pipeline triggers.

Legal Workspace billing rates (hourly rates by staff type, flat fees, contingency rates) are preserved as a custom field on the Opportunity or as a Product in HighLevel Payments. Historical rates applied to past invoices are stored in custom fields; future billing uses the Product setup.

Client portal access credentials and permission sets configured in Legal Workspace do not have a direct equivalent in HighLevel's permission model and are not migrated. HighLevel offers its own client-facing features, including a client portal and scheduling links, but these must be configured separately after migration is complete. For security reasons, client portal login credentials are explicitly excluded from the migration data extract.