Migrate from LegalServer to HighLevel

LegalServer contact records become HighLevel Contacts. First name, last name, email, phone, address, and date of birth map directly. The LegalServer contact ID is stored as Source_System_ID__c for traceability and delta-run de-duplication. During migration, contacts are processed first because HighLevel Opportunities require a contactId reference — all other object migrations depend on contact records being present in the system.

LegalServer organizations map to HighLevel Companies. Organization name, website, and address fields migrate directly. Industry, employee count, and annual revenue become custom fields because HighLevel's standard Industry pick-list does not include legal-aid sector classifications. We create a Legal_Aid_Sector__c custom field to preserve the original sector coding for reporting and grant tracking purposes.

Every LegalServer case becomes a HighLevel Opportunity. The case name maps to Opportunity Name; the case financial amount maps to Opportunity Value; case status maps to the appropriate pipeline stage in HighLevel's pipeline. Case number, matter type, case open date, and assigned staff attorney are stored as custom fields on the Opportunity.

LegalServer allows multiple contacts per case with role labels (e.g., Client, Opposing Party, Witness). HighLevel links Contacts to Opportunities via the built-in opportunity contact relationship. We preserve the role as a custom field on the link and attach the primary contact as the Opportunity's primary contact.

LegalServer grants with Flat Hourly Rate or Variable Hourly Rate billing types and their current fund balances have no HighLevel native equivalent. We create custom fields (Grant_Name__c, Billing_Type__c, Fund_Balance__c) on the Opportunity object to preserve funder and budget context for grant-funded cases.

LegalServer funding codes such as LSC, IOLTA, Pro Bono, and Government Contract represent distinct billing arrangements with associated billing rules and funder reporting requirements. We migrate these as a custom pick-list field on the Opportunity so case managers can filter by funding source in HighLevel reports, track case volumes by funding type, and maintain funder-specific billing compliance during case management.

LegalServer timekeeping records linked to cases become HighLevel Tasks. The task description carries the time entry note, the date maps to the task due date, and completion status reflects the timeslip's billed-or-unbilled state. Staff attorney is resolved by email match to HighLevel user accounts.

LegalServer calendar records including hearings, deadlines, appointments, and internal meetings migrate as HighLevel calendar events with original start and end times fully preserved. All event attendees are carried over and linked to the corresponding Opportunity using the case reference ID as the linking key, ensuring hearing schedules and deadlines remain associated with the correct case record after migration.

LegalServer captures case outcome codes and exit reasons required by funders (e.g., 'Closed — Successful', 'Referred Out', 'Income Ineligible'). These have no HighLevel native equivalent — we create a custom pick-list field (Case_Outcome__c) on the Opportunity and map each LegalServer outcome value to the closest HighLevel pick-list option.

LegalServer stores documents on cases with HotDocs template integration and direct scanning. HighLevel Files attach to Contacts, Companies, or Opportunities but do not migrate automatically. We re-upload all attachments to the corresponding HighLevel records, preserving original filenames and linking them to the correct Opportunity.

LegalServer's Contractor module manages outside counsel with case assignments, fee structures, and voucher tracking. In HighLevel, contractors become standard Contacts with a Contractor__c flag custom field to distinguish them from staff, and their case assignments are tracked as Tasks linked to the relevant Opportunity. Fee structure details including flat fee, hourly, or per-case arrangements are preserved in a feeStructure__c custom pick-list field on the Contact record.

LegalServer staff users are matched to HighLevel users by email address. Unmatched LegalServer staff are flagged before migration; your team either invites them to HighLevel or assigns their records to a fallback owner. No record lands without a HighLevel user as owner.