Migrate from Thomson Reuters Case Center to HighLevel

Case Center's case-centric model has no direct HighLevel equivalent

Thomson Reuters Case Center is organized around Cases containing Exhibits, Evidence items, Parties, Hearings, and Annotations — a data model purpose-built for litigation workflow. HighLevel's native objects are Contacts, Companies, and Opportunities with an Opportunity Pipeline. There is no built-in case or matter object. We create a Court_Case__c custom object to hold case-level metadata, but Case Center's hearing management features, exhibit presentation controls, and court-user role assignments must be rebuilt in HighLevel's workflow engine and custom fields. The court-specific workflow triggers (e.g., auto-notify parties when a new exhibit is added) have no HighLevel equivalent and require custom workflow construction.

Exhibit files re-upload to HighLevel's attachment storage with size limits

Case Center stores exhibit files natively with automatic pagination, indexing, and in-hearing presentation capabilities. When migrating to HighLevel, exhibit files are downloaded and re-uploaded to HighLevel's file attachment storage. HighLevel's attachment model supports file uploads on custom objects, but the file size limits (25MB per file by default) apply. Multi-volume document sets, video depositions, and audio recordings that exceed HighLevel's size limits require chunked upload handling or external file hosting — we surface this in the pre-migration audit and document the chunking strategy before the migration runs.

Case Center user roles do not map to HighLevel's permission model

Case Center's access model assigns users to roles (Judge, Court Staff, Counsel, Party, Self-Represented Litigant) that govern what they can see and do within a case. HighLevel uses sub-account users with general CRM permissions (full access, limited access, read-only) scoped to contacts, companies, and pipelines. A court clerk's ability to upload evidence but not admit exhibits cannot be expressed in HighLevel's native permission model — it would require a custom workflow to enforce. We document the full permission matrix from Case Center as a reference for your HighLevel admin to implement using HighLevel's user roles and workflow-based access controls.

Case Center API rate limits require staggered export windows

Thomson Reuters developer API enforces rate limits indicated in response headers per the API rate limit documentation. For large case volumes (900,000+ cases across 125,000 users in the Case Center install base), we implement staggered export windows to stay within Thomson Reuters API limits. HighLevel's API 2.0 has its own rate ceiling of 200,000 requests/day and 100 requests/10 seconds per sub-account, which is generous but requires batch-size planning when loading thousands of exhibit records. We tune batch sizes during the sample migration phase before the full run.

Court-specific case templates cannot be exported as data

Case Center supports case templates that pre-define sections, filing requirements, hearing schedules, and required document types for a given court or case type. These templates are configuration data, not case records, and the Thomson Reuters API does not expose template definitions for export. We can migrate the template content (pre-populated sections and existing documents) as data once the Court_Case__c and Exhibit__c custom objects are created, but the template structure itself must be rebuilt in HighLevel by your admin. We deliver a template rebuild guide documenting the original template's field structure, required sections, and workflow logic.