Migrate from The Attorney Case File to HighLevel

The Attorney Case File client records (name, email, phone, address) map directly to HighLevel Contact fields. We match by email address for de-duplication against existing HighLevel contacts. Unmatched records create new Contact rows. Client portal credentials from The Attorney Case File do not transfer — new client portal access must be configured in HighLevel separately.

If The Attorney Case File stores referring firms, opposing counsel firms, or corporate clients as organizational records, these map to HighLevel Companies. Solo practitioners without firm-level records in The Attorney Case File may have no Company records to migrate — this mapping is conditional on source data.

Each matter in The Attorney Case File becomes a HighLevel Opportunity. We map the case number and case title to Opportunity Name, the responsible attorney to the Opportunity owner, and the case status to the appropriate pipeline stage. The Opportunity Status field (open/closed) derives from the source case status field. Case type or practice area maps to a custom Opportunity field.

HighLevel ships with a default Sales pipeline. We create a dedicated legal Matter pipeline with stages matching The Attorney Case File status values — e.g., Intake, Active, Discovery, Motion Filed, Trial Prep, Settlement, Closed. Each stage gets a probability weight and optional forecast category for reporting continuity.

The Attorney Case File status values map one-to-one to HighLevel pipeline stage names via a value-mapping table. We preserve the original status-change timestamps as custom datetime fields on the Opportunity record so reporting reflects the full case lifecycle from intake to resolution.

Investigation-specific fields (witness information, discovery deadlines, deposition notes) have no direct HighLevel equivalent. We migrate these as custom fields on the Opportunity object — e.g., Witness_Count__c, Discovery_ deadline__c, Deposition_Notes__c. HighLevel caps custom fields per object at reasonable limits; we consolidate related fields to stay within configuration thresholds.

Trial notebook content — exhibit lists, trial timeline, motion deadlines — migrates as a combination of custom fields (key dates, judge assignments) and HighLevel Notes linked to the Opportunity. Rich-text trial prep documents attach as files to the Opportunity record.

Documents from The Attorney Case File export as files and re-upload to HighLevel's file storage, linked to the corresponding Opportunity record. HighLevel's file storage supports most common formats (PDF, DOCX, XLSX, images). Inline images in notes are downloaded and rehosted as separate file attachments. HighLevel does not support document versioning — we attach the most recent version of each document.

The Attorney Case File time tracking records have no HighLevel native equivalent. We create a Time_Entry__c custom object with fields for date, hours, description, billing rate, and linked Opportunity. This custom object supports workflow triggers for billing reminders and reporting on attorney utilization by case.

Tasks and calendar events in The Attorney Case File (filing deadlines, court dates, client meetings) map to HighLevel Tasks and Calendar Events. Original due dates, assigned attorneys, and task descriptions preserve. Tasks without a due date default to the current date in HighLevel.

Attorney and staff records in The Attorney Case File resolve to HighLevel Users by email address match. Unmatched staff members are flagged before migration — the firm either creates their HighLevel account first or assigns their cases to a designated fallback attorney owner. User permissions and role assignments require manual configuration in HighLevel's access control settings.

Document templates and merge fields from The Attorney Case File do not transfer. HighLevel's document tools use a different template format and merge field syntax. We export template definitions as a reference document so the firm's admin can rebuild templates in HighLevel's document builder from scratch.

Template-driven workflows and automated document generation rules in The Attorney Case File have no direct equivalent in HighLevel. HighLevel's visual workflow builder supports more expressive automation logic, but the migration requires a complete rebuild. We export workflow definitions as structured documentation for the firm's admin to reference during the rebuild phase.

Invoice and payment records from The Attorney Case File do not migrate to HighLevel. HighLevel has no native billing or accounts receivable module. Historical invoice data can be preserved as a custom field or attached PDF on the Opportunity record for reference, but active billing must continue in The Attorney Case File or move to a dedicated legal billing tool integrated via HighLevel's API.