Migrate from LegalServer to HubSpot

LegalServer contacts map directly to HubSpot contacts. We preserve original contact IDs in HubSpot's source_system_id property for traceability and delta-run deduplication. LegalServer's N:N contact-to-contact relationships (e.g., referring attorneys) migrate as association labels stored on a custom contact property. The original LegalServer contact identifier is retained for cross-system reference.

LegalServer organizations map to HubSpot companies. LegalServer allows multiple addresses per organization; we migrate the primary address and store additional addresses as a custom text property. Parent-child organizational hierarchies map to HubSpot's parent company field, preserving the full organizational structure throughout migration.

HubSpot has no native case or matter object. We offer two migration paths: map cases to HubSpot Deals with extensive custom properties, or create a HubSpot Custom Object named Matter. The custom object approach preserves the case-centric structure more faithfully and is the recommended path for legal aid and public defender organizations with complex case hierarchies.

Case Type, Case Status, Assigned Attorney, Priority, Date Opened, and Date Closed are captured as HubSpot custom properties on the Matter custom object. Case-type pick-list values from LegalServer map to HubSpot custom pick-list properties, subject to HubSpot's 200-value pick-list cap — values exceeding this threshold require an 'Other' consolidation bucket.

LegalServer calculates percentage of poverty based on client financial information — this migrates as a custom numeric field (poverty_percentage) on both the contact record and the associated matter for funder reporting continuity. Household size and income data also transfer as supporting custom number fields.

Conflict check outcomes (clear, conflict identified, partial) and the check date are preserved as custom text and date fields on the matter record, since HubSpot has no native conflict-checking equivalent. The full conflict check narrative migrates as a text property. The check date field enables audit trail and compliance reporting.

Billable hours, time entry dates, and billing rates from LegalServer's timekeeping module become custom number and currency fields on the matter record. Variable hourly rates (per attorney) are stored as a custom text field noting the rate and attorney, since HubSpot does not support per-user rate schedules natively.

Grant profiles (funding source, total allocation, billing type, start/end dates) have no HubSpot equivalent. We create a Grant custom object linked to matters, preserving grant name, funder, total amount, and billing type (Flat Hourly Rate or Variable Hourly Rate) as custom properties for grant utilization reporting.

Individual contractors (assigned counsel, investigators) migrate as HubSpot contacts. Organizational contractors (law firms, panel agencies) migrate as HubSpot companies. Contractor type, subject matter expertise, languages, and fee structure are stored as custom properties on the respective record, enabling filtering and reporting by contractor characteristics.

LegalServer staff members resolve to HubSpot users by email address match. Unmatched staff are flagged before migration — the team either invites them to HubSpot first or assigns their cases to a designated fallback owner. Role (attorney, paralegal, admin) migrates as a custom user property.

Documents attached to LegalServer cases are downloaded and re-uploaded to HubSpot Files. The original file name, size, and upload date are preserved in custom properties on the file record. A custom matter reference field on each file maintains the case-document association that LegalServer provides natively, enabling queries by matter across the file repository.

Outreach records (type, date, outcome, staff member) migrate as a custom Outreach object linked to the contact and matter. Outreach type and outcome are stored as custom pick-list properties. Mass outreach records may alternatively be represented as engagement logs on the contact, depending on volume and reporting needs.

Prescreen and intake data — referral source, intake date, eligibility determination, legal issue type — migrates as a custom Intake object linked to the contact. Eligibility income and household size are stored as custom number fields for poverty-level continuity reporting. The intake status determination (eligible, pending, ineligible) transfers as a pick-list property.

LegalServer communication logs map to HubSpot engagements. Calls become call engagements with subject, duration, and owner. Emails are imported as email engagements with subject and body text. Meetings become meeting engagements with original start/end timestamps and attendees preserved, maintaining the full communication history for each contact and matter.

LegalServer's dynamic processes and profiles define form layouts and conditional logic for case creation and editing. These are LegalServer-internal configuration with no HubSpot equivalent. We document the process structure as a rebuild reference for HubSpot form and workflow setup. The documentation includes field dependencies, conditional branches, and default values for accurate reconstruction.

LegalServer rules-based logic trees and process automations are not transferable to HubSpot. They must be rebuilt in HubSpot's workflow builder using the exported process definitions as a reference. This is always disclosed upfront as part of the migration scope. FlitStack exports all workflow definitions in a structured format that maps directly to HubSpot's trigger-action framework.