Migrate from LegalServer to Freshsales

LegalServer Client records map directly to Freshsales Contacts. Client name fields (first name, last name, suffix) split into Freshsales First Name and Last Name. Email address maps to Contact Email. Physical address maps to Freshsales Address fields (street, city, state, zip, country). Client status (active/inactive) maps as a custom pick-list on the Contact record.

LegalServer Organization records — representing law firms, government agencies, or referring partners — map to Freshsales Accounts. Organization name maps to Account Name. Website URL maps to Account Website. Industry classification maps to Account Industry pick-list via value mapping. Parent-child organization hierarchies in LegalServer map to Account.ParentId in Freshsales where applicable.

LegalServer Cases are the most structurally complex mapping target. Each Case becomes a Freshsales Deal with the case title as Deal Name, case type as Deal Type, and case status mapped to a Freshsales pipeline stage. Case priority and urgency flags map to a custom Priority field on the Deal. The attorney or caseworker assigned in LegalServer resolves to a Freshsales user by email match and becomes the Deal Owner.

LegalServer's Case Data > Custom Matter subtable holds the bulk of case-specific custom fields — these vary by site configuration and can include bool flags, money amounts, percentage values, lookup references, and text. Each custom field requires a corresponding Freshsales custom field on the Deal object, created in the Custom Fields admin section before migration. Field type conversion (e.g., LegalServer money to Freshsales currency field) is handled per field-type mapping.

LegalServer Intake and Prescreen records — representing potential clients who have not yet been accepted as full matters — map to Freshsales Leads. Intake status (pending, approved, denied) maps to Lead Status via value mapping. Intake date maps to Freshsales Created Date for reporting continuity. If the Intake converts to an active Case, both the Lead and a Deal are created in Freshsales — maintaining traceability back to the original intake record.

LegalServer documents stored on Cases, Clients, and Organizations are re-uploaded to Freshsales Files attached to the corresponding Contact, Account, or Deal record. Files must be downloaded from LegalServer storage first, then uploaded to Freshsales. File size limit in Freshsales is 25MB per file. Documents exceeding this threshold are flagged and preserved as external URL references in a custom text field.

LegalServer Lookup Lists are administrator-defined pick-lists used across multiple fields — for example, a 'County' lookup or 'Case Type' lookup. Each unique Lookup List value requires a Freshsales pick-list field with the same values. We map each LegalServer lookup value to its Freshsales equivalent by label. Values not found in the destination pick-list are flagged for admin review before migration commits.

LegalServer Outreach records — representing community outreach activities, follow-up calls, or intake events — map to Freshsales Tasks attached to the relevant Contact. Outreach date maps to Task Due Date. Outreach type (phone, email, in-person) maps to Task Type. Notes from the outreach record become the Task Description. Outreach assigned staff resolves to a Freshsales user by email match.

LegalServer timekeeping records (attorney hours logged against a Case) split across a Freshsales Task representing the time entry and custom number fields on the related Deal storing the total hours and billing amount. Billable vs. non-billable flag from LegalServer maps to a custom boolean on the Task. Individual timeslip notes become Task Description for audit traceability.

LegalServer grant management and funding-code records have no native Freshsales equivalent. Grant balance remaining, grant billing type (Flat Hourly Rate, Variable Hourly Rate), and percentage-of-poverty calculation are preserved as custom currency and percent fields on the Contact record. Grant type and funder organization map to text fields for reference. These are informational — Freshsales does not enforce grant-balance logic.

LegalServer's Contractor module tracks outside counsel, panel attorneys, and third-party experts — including expertise areas, fee structures, and case assignments. These migrate as Freshsales Contacts with custom fields for contractor type, subject matter expertise, languages spoken, and fee structure. Case-assignment history is preserved as a custom multi-select text field or as Tasks attached to the contractor Contact.

LegalServer staff user records resolve to Freshsales users by email address match. Active LegalServer users with email addresses that have Freshsales user accounts are assigned as Deal Owners and Task owners during migration. LegalServer users without matching Freshsales accounts are flagged before migration — either the Freshsales user is created first or records are assigned to a fallback owner designated by the client.