Migrate from The Case File to Zoho CRM

Audit The Case File data model and map to Zoho CRM schema

FlitStack AI extracts a full inventory of your The Case File objects: Matters, Parties, Documents, Time Entries, and Billable Items, plus all custom fields and pick-list values. We cross-reference against Zoho CRM's standard fields and create the custom modules (Billable Time, Billable Items) and custom fields (Case_Number__c, Practice_Area__c, Party_Role__c) your migration requires. We deliver a schema setup checklist so your Zoho admin can pre-create layouts and assign field-level security before data lands. This step also includes a data quality assessment — duplicate party records, missing email addresses, and orphaned time entries are flagged for your team to resolve or accept as-is for migration.

Sequence and extract The Case File data via REST API

We extract from The Case File in dependency order: Organizations (first), then Individual Parties (linked to organizations), then Matters (linked to client parties), then Time Entries and Billable Items (linked to matters), and finally Documents (linked to matters and parties). Each object is extracted with its full field set, timestamps, and owner references. The Case File API pagination and rate limits are respected throughout. Extracted records are staged in a FlitStack-managed migration workspace with a manifest log tracking record counts per object and any API errors encountered during extraction.

Load Accounts and Contacts into Zoho CRM first

We load Zoho CRM Accounts and Contacts before Deals to satisfy Zoho's foreign-key model. Organizational parties become Accounts; individual parties become Contacts linked to their parent Account. During this phase, we apply value mappings for industry pick-lists, create the Party_Role__c custom pick-list values from source roles, and run de-duplication against existing Zoho records by email (for Contacts) and domain (for Accounts). Owner resolution by email match is applied — any The Case File attorney ID without a matching Zoho user is flagged for your team to create or assign a fallback owner before the Deal migration phase.

Load Deals and link to parent Accounts

With Accounts and Contacts in place, we create Zoho CRM Deals for each Matter. The Deal Name maps from Matter Name, Stage maps via value mapping, and the Amount maps from Estimated Value. Custom Deal fields (Case_Number__c, Practice_Area__c, Jurisdiction__c, Billing_Type__c) are populated from source. The client party lookup on each Deal is resolved to the Account record created in step 3. For multi-party matters (e.g., a case with both a corporate client and an insurance carrier), the primary client becomes the Account link; secondary parties are linked as Contacts via Zoho's Contacts Looked Up Within Deal relationship.

Migrate documents, time entries, and billable items

After Deals are live, we upload documents from The Case File to Zoho CRM's Documents module, linking each file to its parent Account, Contact, or Deal record. Original file names, upload dates, and uploader names are preserved as custom metadata on each document. Time entries are inserted into the custom Billable Time module with a lookup to the parent Deal; billable items go into the custom Billable Items module. We validate record counts: for every Matter in The Case File, we confirm a corresponding Deal exists in Zoho with the correct Account link and custom field values. Any records that fail validation are written to an exception report for manual review.

Run sample migration with field-level diff, then delta cutover

Before the full run, we migrate a representative slice — typically 50–100 records per object type spanning different matter statuses, practice areas, and document volumes. We generate a field-level diff report showing source value, destination field, and destination value for every mapped field so you can verify mapping accuracy. After you approve the sample, the full migration executes. A delta-pickup window (24–48 hours) runs concurrently: any records created or modified in The Case File during the cutover are captured and applied to Zoho CRM before final reconciliation. An audit log records every operation; one-click rollback reverts the Zoho environment to pre-migration state if reconciliation fails.