Migrate from The Case File to Freshsales

Each The Case File case becomes one Freshsales deal. Case title maps to deal name; case status values (Active, Pending, Closed, On Hold) map to Freshsales deal stage values via value-by-value mapping. Filing date and case number are preserved as custom fields on the deal record.

Client records in The Case File map to Freshsales contacts. Client name splits into first_name and last_name; email, phone, address, and company fields map directly. Clients without a firm association create standalone Freshsales contacts without an account link. If a client already exists in Freshsales, we match by email to avoid duplicate contact creation.

The Case File stores attorneys, opposing counsel, experts, and witnesses as labeled participants per case. These merge into Freshsales contacts with a role label stored on the account-contact relationship. The participant type (Attorney, Expert, Witness) maps to a custom pick-list field on the relationship record.

When The Case File stores a client firm or company associated with a client, that firm maps to a Freshsales account. Firm name becomes account name; industry and website map directly. Unassigned clients get linked to a default 'Individual' account record.

Billable hours logged in The Case File become Freshsales tasks with type='Time Entry'. The task subject carries the case name and date; the time duration maps to the task's numeric duration field. Billing amount is preserved as a custom currency field on the task for invoicing continuity.

Case notes in The Case File map to Freshsales notes. Original author, creation date, and parent-case reference are preserved. Notes are linked to the corresponding deal record in Freshsales so the full case narrative stays attached to the migrated deal.

Documents attached to cases (filings, correspondence, contracts) are downloaded and re-uploaded to Freshsales Files, then linked to the corresponding deal record. File size limits of 25MB per file in Freshsales apply; larger files are flagged for manual review. We also preserve the original file timestamps and metadata during re-upload to maintain audit trails.

The Case File custom fields per case (e.g., jurisdiction, case type, judge, court location, insurance carrier) require Freshsales custom fields on the deal object. We create each custom field in Freshsales before migration, matching the field type (text, pick-list, date, currency) from The Case File's field definition.

The Case File attorney and staff records map to Freshsales users resolved by email match. Unmatched attorneys are flagged before migration — your team either creates their Freshsales user account first or assigns their case records to a fallback owner during migration.

Billing totals, invoice numbers, and payment status stored in The Case File preserve as custom fields and notes on the corresponding Freshsales deal. Freshsales does not have native legal billing; invoice tracking is handled via custom fields or the Freshsales product catalog for fee-item tracking.

Case types in The Case File (e.g., Contract Dispute, Personal Injury, Family Law, Criminal Defense) map to a custom pick-list field on the Freshsales deal. Each case type can also route to a separate Freshsales pipeline if your team uses different stage sequences per practice area.

Case management workflows (e.g., 'notify attorney when case status changes to Pending') do not have a Freshsales equivalent. We export the workflow definitions as a reference document for your Freshsales admin to rebuild using Freshsales's workflow builder. The export includes trigger conditions, action steps, and any conditional logic to assist in accurate recreation.

Court dates, filing deadlines, and client meetings from The Case File calendar map to Freshsales events with original start/end times and attendees preserved. Events are linked to the corresponding deal and contact records. We also retain the event description and any recurrence patterns to ensure continuity.

Prospective client leads stored in The Case File migrate directly to Freshsales leads. Lead status, source, and assigned attorney map to Freshsales lead status, lead source, and owner respectively. If a lead already exists in Freshsales, we match by email address to prevent duplication and preserve historical activity.

If The Case File stores custom entities (e.g., Insurance Policy, Witness Record, Evidence Item), those map to Freshsales custom modules on Enterprise plans or custom fields on the deal or contact object on lower plans. The mapping approach is determined during the schema audit phase.