Migrate from MyCase to Zoho CRM

Active clients who have engaged the firm map to Zoho Contacts with the client type preserved in a custom pick-list field. Prospective or inquiry-stage contacts map to Zoho Leads. The split is determined by whether the MyCase client record has an associated billed matter — billed clients land as Contacts, inquiries without a matter land as Leads.

MyCase companies (law firms, corporate clients, referring offices) map directly to Zoho Accounts. The Account Name maps from the MyCase company name field. Phone, website, address, and industry fields translate directly. Multi-contact relationships at one company collapse to the primary contact role with others surfaced via Account Contact Relations in Zoho.

MyCase matters map to Zoho Deals — the closest structural equivalent. Matter name becomes Deal Name. Matter status (Active, Pending, Closed) maps to Zoho Deal Stage via a value-mapping table. Matter type (Family Law, Personal Injury, Estate Planning) becomes a custom pick-list field (Matter_Type__c) used to segment Zoho Blueprint processes per practice area.

MyCase time entries (date, duration, description, billable flag) map to Zoho Tasks with Activity Type = 'Time Entry'. Billable amount and billing rate are stored in custom currency fields on the Task record. Parent Task links to the associated Zoho Deal representing the matter. Non-billable entries are flagged with a custom boolean field.

MyCase invoices do not have a native Zoho CRM equivalent — Zoho CRM has invoice modules but not legal-specific billing structures (flat-fee tracking, IOLTA, trust accounting). We migrate invoice header data to a custom Invoices module with invoice number, client link, total amount, and status. Line items and trust accounting require Zoho Books integration post-migration.

MyCase documents stored per matter are downloaded and re-uploaded to Zoho as Files attached to the corresponding Deal record. Folder hierarchy from MyCase Drive is preserved as a Zoho Files directory structure. Files are associated with the Deal representing the matter, with original upload dates preserved in the file metadata.

MyCase staff records (name, email, role) map to Zoho Users resolved by email match. MyCase user permissions and role labels do not transfer — Zoho roles and profiles are assigned post-migration based on the staff member's practice area and matter responsibilities. Unmatched users are flagged before migration commits.

MyCase calendared events and deadlines map to Zoho Events (for meetings and court dates) and Zoho Tasks (for deadlines and to-do items). Original event start/end times and all-day flags are preserved. Recurring events in MyCase are expanded into individual Zoho Event records per occurrence, or converted to a Zoho Workflow Rule for recurrence post-migration.

MyCase matter notes and client notes migrate to Zoho Notes attached to the corresponding Contact (for client notes) or Deal (for matter notes). Rich-text formatting is preserved where the export format supports it. Note timestamps and author ownership are carried forward as Note record metadata.

MyCase workflow templates with task checklists and automatic deadline calendaring per matter type have no direct Zoho CRM equivalent. These must be rebuilt using Zoho Blueprint (for matter-stage process control) and Zoho Workflow Rules (for automatic task creation and deadline triggers). FlitStack exports the MyCase workflow template definitions as a reference document for Zoho configuration.

MyCase custom fields at the matter level map to Zoho CRM custom fields on the Deal module. Each custom field requires creation in Zoho via the Fields API (Professional tier or above). Field data type parity is maintained: text → string, number → integer/decimal, pick-list → pick-list with values mapped one-to-one. Fields not actively used in reports are flagged for optional migration to reduce Zoho custom field count.

MyCase's client portal settings, branding, and access controls are a MyCase-only configuration with no Zoho CRM equivalent. Client portal functionality in Zoho requires a separate Zoho implementation (Zoho Sites or Zoho Notebook) or a third-party portal solution — FlitStack documents the existing portal configuration for the client's technical team to evaluate options.