Migrate from MerusCase to monday CRM

Audit MerusCase data structure and export data

FlitStack AI connects to your MerusCase account via API credentials and reviews your case type configuration, custom field count, and activity volume. We request a Document Archive export (zip of case files + activity CSV) and pull time ledger entries via the caseLedgers endpoint. We also export custom field definitions, user list, and workflow rules. This audit produces a data inventory listing record counts per case type, total activities, total ledger entries, and file attachment counts. Your team reviews the inventory and confirms which historical cases to migrate (typically last 2–5 years depending on practice needs).

Design Monday board structure and column schema

Based on the MerusCase data audit, FlitStack AI designs the Monday board hierarchy: a master Cases board with Connect Boards columns linking to type-specific boards (PI Board, Immigration Board, Criminal Board, etc.). We map each MerusCase custom field to its Monday column type and document the column layout per board. The schema plan includes UTBMS reference columns for time entries, Labels columns for party role and case status, and Date columns for filing/hearing/SOL dates. Your Monday admin approves the board structure before data moves.

Migrate contacts and companies first

Monday requires parent records to exist before Subitems link to them. We migrate Contacts and Companies first — each becomes an Item in their respective board. For contacts who appear in multiple cases (e.g., a plaintiff in three cases), we create one contact Item and link it via Subitems to each case Item. Company Items for opposing counsel and insurers are created next. Email addresses are validated for duplicates; matches are consolidated into a single Item with a note listing all associated cases.

Migrate cases with mapped columns and time ledger entries

Cases are created as Items in the appropriate type-specific board with all mapped columns populated (case number, court, filing date, lead attorney). Time ledger entries for each case are aggregated: total billable hours populate a Numbers column; UTBMS codes populate a Long Text reference column. If your firm has a separate Settlements board, settlement Items are created and linked to parent case Items via Connect Boards. All custom field values (currency, date, numeric, yes/no) populate their corresponding Monday column types.

Re-upload documents and run field-level diff

We extract the MerusCase Document Archive, match files to case Items by filename and date patterns, and upload files via the monday.com file.upload API. Files over 250MB are flagged for manual upload. After all data lands, we run a field-level diff comparing source MerusCase records against Monday Items — checking that custom field values, dates, currency amounts, and party links match the source. Discrepancies are corrected before the delta window opens. Your team reviews a sample of 50–100 cases and confirms the diff is acceptable.

Delta window and workflow export handoff

A delta-pickup window (24–48 hours) captures any cases, contacts, or activities modified in MerusCase during the cutover period. Your team continues working in MerusCase during this window; FlitStack AI applies a second pass to sync changes to Monday. After delta closes, we deliver the MerusCase workflow definitions as a JSON export and a rebuild guide for your Monday admin. The guide maps MerusCase Activity Tags to Monday automation triggers and documents which workflows require manual rebuild. Audit log and rollback plan are provided; rollback reverts Monday to pre-migration state if reconciliation fails.