Migrate your LegalServer data

Cases are the central object in LegalServer. Standard fields (status, assigned attorney, date opened, substantive issue area) are fully supported. Custom fields live on Case Data > Custom Matter subtable. We map all case-stage relationships and preserve case-contact associations using the Search for Existing Contact workflow.

LegalServer distinguishes static and dynamic Contact records. Dynamic contacts require a two-step add-to-case workflow (create on Contacts page, then search from case). Static contacts are incompatible with dynamic profiles. We identify which type each record uses during scoping and route them to matching destination object types accordingly.

Grants track funding sources and billing deductions. Three billing types (Flat Hourly, Variable Hourly, unit-based) each produce different deduction behavior. We preserve the grant balance, billing type, and time-entry associations, but note that Variable Hourly billing requires per-staff rate mapping at migration time.

Time entries are tied to Cases and optionally to Grants for billing deduction. Each timeslip links to a staff person and a billing rate. We export all timeslip fields and reconstruct the Case-Timekeeping relationship at the destination, handling any required staff-person lookup mapping.

Intake records feed into case creation and may contain poverty-level assessment data that LegalServer uses to calculate eligibility. We map intake records as Cases with eligibility-related custom fields preserved, and flag any rule-based logic tree decisions that may need reconstruction in the destination.

Documents are stored against cases and can be searched and opened directly from LegalServer. We export document metadata and binary files, preserving the case-document association. Note: document templates must be recreated per LegalServer's migration documentation.

The Contractor module manages panel attorneys and assigned counsel with their own timekeeping, vouchers, and billing transactions. Contractor records link to Cases via work orders. We map contractors as either Contacts or a custom vendor object at the destination, depending on the target schema.

Outreach records track client outreach activities and are stored on a separate module with their own custom field subtable (Custom Outreach). We export outreach records and associate them with the correct Contact or Case record at the destination.

Custom fields are created per-module under Admin > Custom Field Management and stored on module-specific subtables (e.g., Case Data > Custom Matter, Timekeeping > Custom Timekeeping). We map these as custom fields at the destination, but note that lookup_custom fields require the corresponding lookup list to exist first.

Billing types control how LegalServer deducts from a grant balance when time is recorded. Flat Hourly deducts at a single rate, Variable Hourly deducts at per-staff rates, and unit-based deducts per-unit. We export the billing type setting and recreate the appropriate deduction logic in the destination's billing module.

User accounts with role-based permissions are exported as Users or Contacts depending on whether they are case-handling staff or external parties. Role configurations are documented as part of the scoping phase for rebuild at the destination.

Organizations in LegalServer represent funders, outside agencies, or referral partners. We export organization records with their contact information and case associations. Address and communication log records are linked and preserved.

LegalServer's Reports API ties to specific report configurations. Report definitions do not transfer between environments (demo to live) and are not exported via the API. We scope report field availability and note that report rebuilding is a post-migration step.

Calendar records store events linked to cases, staff, or contractors. We export event metadata including date, assignee, and case association. Calendar integrations (e.g., Outlook sync) require reconfiguration post-migration.