Migrate from RunSensible to Zoho CRM

RunSensible clients contain both individual contact details and firm/organization information. We split these into Zoho Contacts (person records) and Zoho Accounts (organization records) based on the client type field. For individual clients without an associated firm, only a Zoho Contact is created.

RunSensible matters (legal cases) map to Zoho Deals as the primary object, with a custom Matters module capturing legal-specific fields: matter number, practice area, opposing counsel, court venue, statute of limitations date, and IOLTA trust-accounting status. The Deal Name holds the matter title; the custom module holds the case metadata.

RunSensible contacts that are not primary clients map directly to Zoho Contacts. All standard fields—full name, email address, phone numbers, and mailing address—transfer without transformation. We also migrate custom contact properties (e.g., contact type, referral source, client priority) as Zoho custom fields, preserving pick‑list values and default settings. During migration we detect duplicate email addresses and flag them for your admin to resolve before final load.

RunSensible documents linked to clients or matters are downloaded and re-uploaded to Zoho CRM as Salesforce Files-style attachments. File size limits apply per Zoho plan. Inline images in document previews are extracted and rehosted. Document type metadata becomes a custom picklist field in Zoho.

RunSensible calendar events—such as depositions, court hearings, and client meetings—map to Zoho Events, preserving the original start and end timestamps, location, and the full attendee list. All‑day events are marked using Zoho’s All‑Day flag. If a RunSensible event is recurring, we generate individual Zoho Event records for each occurrence, because Zoho does not support native recurrence for events. Event reminders are recreated as Zoho reminder rules where possible.

RunSensible tasks—such as docketing deadlines, filing reminders, and conflict‑check items—map directly to Zoho Tasks, preserving status, priority, due date, and the assigned user. If a RunSensible task recurs, we create individual Zoho Task records for each recurrence because Zoho Tasks lack native recurrence support. Task sub‑tasks in RunSensible are converted to linked Zoho Tasks or recorded as notes for your admin to restructure post‑migration.

RunSensible nested time entries (billable hours with task, date, duration, description, billing status) do not have a native Zoho equivalent. We create Zoho Tasks with a custom time-entry module or subform capturing duration, billing status, and description. Original entry timestamps and owner are preserved.

RunSensible users—attorneys, paralegals, and administrative staff—are matched to Zoho CRM users by their email address. During the pre‑migration audit we cross‑reference the RunSensible user list against Zoho’s user list; any email that does not correspond to an existing Zoho user is flagged for your admin to either create the user in Zoho beforehand or to assign the records to a fallback Zoho user. This prevents orphaned owner assignments and ensures audit trails remain intact throughout the migration.

RunSensible custom fields—such as conflict‑check result, statute‑of‑limitations deadline, IOLTA account number, referral source, and matter billing arrangement—are recreated as Zoho custom fields on the appropriate module. Matter‑related fields (e.g., statute dates, IOLTA status) are placed on the Deal or custom Matters module, while client‑centric fields (e.g., referral source, client priority) are placed on the Contact module. Picklist values are mapped one‑to‑one, and any inactive RunSensible values are archived in a supplemental reference file for post‑migration review.

RunSensible billing records can map to Zoho Books invoices if your firm has a Zoho Books license, or remain as custom fields on the Deal for reference. Invoice line items, payment history, and trust ledger entries require Zoho Books integration to migrate natively.

RunSensible notes attached to clients or matters migrate as Zoho Notes, preserving the original note body, creation timestamp, and the original owner. Any rich‑text formatting—such as bold, bullet lists, or hyperlinks—is retained where Zoho’s note editor supports it. If a RunSensible note contains embedded file links, we extract those references and reattach the files to the corresponding Zoho record. Notes that exceed Zoho’s length limit are split into multiple linked notes to ensure no content is lost.

RunSensible file attachments—PDFs, Word documents, images—are downloaded and re‑uploaded to Zoho CRM as Files attached to the parent record (Contact, Deal, or custom Matters module). Original file name, MIME type, and size are preserved in Zoho’s metadata. If a file exceeds the plan’s size limit, we split the upload into chunks or store a download link within the record. Inline images are extracted and re‑hosted as separate Zoho Files.