Migrate from RunSensible to Freshsales

RunSensible contacts migrate to Freshsales Contacts with standard fields (firstname, lastname, email, phone, address) mapped directly. Social URLs and RunSensible‑specific profile links become custom text fields. Owner resolution relies on email matching against Freshsales users; contacts without email fall back to name‑and‑company matching, and any duplicates are flagged for admin review before final import.

RunSensible contacts that have not converted to a matter route to Freshsales Leads. RunSensible's contact status field determines the split: contacts linked to a matter become Freshsales Contacts; contacts without matter associations become Freshsales Leads with lead_status and source populated from RunSensible's intake fields.

RunSensible companies map directly to Freshsales Accounts, preserving the company name, domain (used as website), industry pick‑list values, employee count, and annual revenue. Parent‑child hierarchies translate to Freshsales Parent Account relationships, and any unmapped industry values default to 'Other' and are logged for admin adjustment. Custom fields on the company object are created in Freshsales under Admin Settings before the migration run.

RunSensible matters are the primary unit of legal work. They map to Freshsales Deals with matter_type, case_number, and practice_area carried as custom fields. Matter status (active, pending, closed) maps to Freshsales Deal stage with a value-mapping table. The deal owner in Freshsales maps from RunSensible matter's assigned attorney.

Firms with Advanced-tier RunSensible that use billing records per matter create a Freshsales Custom Object called Matter Billing to store invoice_id, billing_date, amount, status, and iolta_balance snapshot. This separates financial records from the Deal record to avoid schema complexity on the standard Deal object.

RunSensible tasks (deadlines, court filings, client follow-ups) map to Freshsales Tasks with subject, due_date, priority, status, and owner preserved. Task descriptions are carried into Freshsales Task comments. Tasks linked to a specific matter associate to the corresponding Freshsales Deal via the lookup field.

RunSensible documents and court forms are stored as files. They are downloaded from RunSensible storage and re-uploaded to Freshsales Files attached to the corresponding Contact, Account, or Deal. RunSensible Forms auto-fill logic cannot be preserved — document templates must be rebuilt in Freshsales or a third-party document automation tool.

RunSensible's statute_of_limitation_date field is a legal-critical date that tracks filing deadlines. Freshsales has no native equivalent. We create a custom datetime field (Statute_of_Limitation_Date__c) on the Deal object and populate it from RunSensible during migration. Freshsales workflow rules can be configured to send reminders from this date.

RunSensible IOLTA trust account balance (iolta_balance) has no Freshsales equivalent. We migrate the last-known balance as a custom currency field. For firms with frequent trust transactions, we recommend a separate Custom Object (Matter Billing) rather than storing balance history on the Deal, since Freshsales does not support ledger-style double-entry accounting.

RunSensible practice-area fields (e.g., court_venue, opposing_counsel, judicial_district, immigration_visa_type) migrate as Freshsales custom fields on Deal. We create each custom field in Freshsales under Admin Settings > Deal Custom Fields and map the values during migration. Pick-list values are created with identical labels to preserve reporting continuity.

RunSensible users and attorneys resolve to Freshsales users by email match. Unmatched users are flagged before migration — your team either invites them to Freshsales first or assigns records to a fallback user. RunSensible role names (partner, associate, paralegal) map to Freshsales Custom fields on User if role visibility is required in reporting.

RunSensible's client_portal_url field is a per-matter portal access link. Freshsales has no native client portal. The URL migrates as a custom text field (Client_Portal_Reference__c) on the Contact record. Your admin can configure Freshsales Freshdesk or a third-party client portal integration to replace this functionality.