Migrate from Link app to Freshsales

Document storage model mismatch requires explicit file-handling strategy

Link App stores documents within its own secure environment and may not expose a direct download URL through its API. Freshsales has no native document vault for externally hosted files. If Link App does not expose a file URL, we create a custom URL field (Document_Link__c) on the parent record and flag the document for manual re-upload to Freshsales Files. This is a decision your team must make before migration — continuing with URL fields or re-uploading everything — and it directly affects the migration timeline for document-heavy cases. We surface the file-export availability during the pre-migration audit so this decision is made before the full run.

Freshsales import cap of 25,000 records per batch requires staged execution for large datasets

Freshsales's native import tool supports up to 25,000 records per batch for instantaneous import; larger datasets create a background import ticket. FlitStack AI uses its own migration engine rather than Freshsales's native import UI, which allows us to bypass this cap, but the destination-side write speed is governed by Freshsales API rate limits. For Link App accounts with 50,000+ contacts and cases combined, we chunk the migration into sequential object groups (Contacts first, then Deals, then Tasks) to stay within Freshsales API tolerances and preserve referential integrity across the batch boundaries.

Link App case-status taxonomy maps to Freshsales Deal Stage via value-by-value translation — pick-list differences require manual mapping review

Link App's legal-case statuses (e.g., Pending Review, Awaiting Signature, Under Litigation, Closed) have no automatic equivalent in Freshsales Deal Stage, which defaults to a sales-oriented pick-list (Appointment Scheduled, Proposal Sent, Negotiation, Closed Won, Closed Lost). We create a custom Deal Stage pick-list in Freshsales that mirrors Link App's taxonomy exactly. This requires your admin to approve the value-map table before migration runs — a mismatch between Link App statuses and Freshsales stages will cause records to land with blank stage values if the map is not validated.

Workflow rules, notification templates, and client-portal access are not transferable

Link App automations — case-status routing, automatic client notification emails, document approval workflows, and client portal login settings — are tied to Link App's legal-specific workflow engine and have no equivalent in Freshsales. Freshsales Pro and Enterprise have a Workflow builder (auto-assignment, field updates, email alerts, task creation) but the logic is entirely different. We export each Link App rule as a written description your Freshsales admin can use to rebuild in Freshsales Workflows. The workflow gap is not a FlitStack limitation — it is a structural platform difference between a legal communication tool and a sales CRM.

Multi-staff case assignments collapse to a single Deal Owner

Link App cases can have multiple assigned lawyers and support staff. Freshsales Deals have a single OwnerId field and a Deal Team feature (Enterprise) for additional collaborators. If a Link App case has more than one assigned staff member, we map the primary assignee (most recent activity owner) to Deal Owner and add the others as Deal Team members on Enterprise or as a custom multi-select text field (Additional_Assignees__c) on Growth and Pro. Teams relying on multi-owner visibility in Link App should decide during planning whether to use Freshsales Enterprise's Deal Teams or accept the custom field approach.