Migrate from Link app to HubSpot

Link App client records map directly to HubSpot contacts. Name, email, phone, address, and firm association all translate to HubSpot standard contact fields. Owner resolution uses email matching against HubSpot user list. Additionally, custom properties such as client type or preferred contact method are mapped to HubSpot custom contact properties if they exist in Link App. The client creation timestamp is preserved as a datetime field to maintain historical context.

Link App's law firm or organization record maps to a HubSpot company. Firm name, domain, and industry (Legal Services) translate to HubSpot company fields. Multi-attorney contacts associate via HubSpot's contact-company association. If the firm has multiple branch offices, each branch can be created as a separate HubSpot company linked to the parent, preserving location-specific details such as address and phone. Additional firm-level custom properties are mapped to HubSpot company properties.

Link App matter records become HubSpot deals. Matter name maps to deal name, matter status maps to deal stage (with value-mapping for Link App status values to HubSpot pipeline stages), and matter value or billing amount maps to deal amount if present.

Link App custom fields on matters (practice area, referral source, engagement date, lead attorney) require HubSpot custom deal properties. We create these before migration and map values field-by-field. All custom property definitions (type, pick-list options, validation rules) are replicated in HubSpot, and any dependent dropdowns or conditional logic are documented for your implementation team to configure in HubSpot's workflow builder.

Link App message threads translate to HubSpot engagement records. Each message becomes a HubSpot note or email engagement with timestamp, sender, and body text. Thread context is preserved in the note body. If a thread contains file attachments, those files are linked to the engagement record, and the attachment URL is recorded in the note as reference. Sender information includes attorney and client email addresses to support HubSpot contact association.

Link App documents attached to threads or matters download and re-upload to HubSpot Files, associated to the corresponding contact, company, or deal record. File size limits per HubSpot's 25MB default apply. During re-upload, file metadata such as creation date and author are preserved in HubSpot file properties. If a file exceeds the 25MB limit, it is flagged for handling or storage, and the flag is recorded in the migration report.

Link App's read receipts and open tracking have no native HubSpot equivalent. We preserve these as custom contact properties (last_message_opened_date) or as note records for audit purposes. The custom property is set as a datetime field capturing the recent open or read event per contact. If multiple events exist, the timestamp is stored. These properties enable your team to build HubSpot workflows that trigger follow-ups based on client engagement.

Link App users and attorneys resolve to HubSpot users by email match. Unmatched users are flagged before migration — firms either invite them to HubSpot or assign records to a designated fallback owner. The fallback owner is typically an associate or manager who will assume responsibility for all records associated with the unmatched user. This ensures that reporting, task assignments, and client communications remain uninterrupted during and after the migration.

Link App subscription tier and billing records do not map to HubSpot CRM objects. We preserve billing tier and client billing status as custom properties on the contact or deal for reference after migration. These custom properties are pick-list fields reflecting subscription levels, visible on the contact or deal record. The billing status field can trigger workflows that alert the finance team when a client's status changes.

Link App tags on contacts or matters migrate as HubSpot single-line or multi-checkbox custom properties depending on tag cardinality. Tags with many values become a multi-select property in HubSpot. During migration, each tag value is listed in the HubSpot property pick-list, and the property is attached to the object. If the number of tags exceeds HubSpot's pick-list limit, they are split into several properties or stored as a comma-separated field.