Migrate from Virtual Case Management to monday CRM

Each Virtual Case Management client record maps to one Item in Monday CRM's People board using the Person column type. The Person column stores name and contact information. Clients with multiple associated cases retain a single Person record linked to each related Case Item via the Connect Boards column.

Virtual Case Management stores client names as a combined field or separate first/last fields. FlitStack splits the combined value at the first space delimiter and populates Monday's Person column's structured name fields so the People board displays names in proper format.

Email maps to the Email sub-field of the Person column or a standalone Email column. Phone maps to a Phone column in E.164 format. Street address, city, state, and ZIP are parsed from a combined address field and mapped to separate Text columns for each component.

Demographic fields from Virtual Case Management migrate as custom columns on the People board. Date of Birth becomes a Date column formatted to preserve the original date value. Gender and ethnicity map to Dropdown columns with their original enumerated values preserved as options, ensuring data integrity and enabling filtering and grouping by demographic categories on the People board.

Each Virtual Case Management case record maps to one Item in a Cases board. The case ID from the source is preserved as a text field for traceability. Cases are linked to their client via the Connect Boards column pointing to the corresponding Person Item.

Case lifecycle statuses from Virtual Case Management are mapped value-by-value to Monday CRM Status column options. A custom Status column is created on the Cases board with the same stage names as options. Stage-entered dates migrate as separate Date columns if present in the source.

Case type values from Virtual Case Management (e.g., Child Welfare, Behavioral Health, Housing) are mapped to a Dropdown column on the Cases board. Each program category becomes a Dropdown option so Cases can be filtered by type across the board.

The assigned case worker from Virtual Case Management maps to a Person column on the Cases board. Monday's Person column accepts user email addresses or names. FlitStack resolves case workers to Monday user accounts by email match; unresolved workers are flagged for manual assignment.

Service entries in Virtual Case Management (date, service type, duration, notes) can map as Subitems on the linked Case Item in Monday CRM. Each Subitem inherits the parent case's client link. For high-volume service logs, FlitStack can create a separate Services board and link each service entry to its Case Item via Connect Boards.

Referrals are migrated as Items in a dedicated Referrals board. The Connect Boards column links each referral to the receiving case and the referring agency. Referral status (Pending, Accepted, Rejected) maps to a Status column on the Referrals board with value-by-value mapping from the source.

Files attached to case records in Virtual Case Management — intake forms, service agreements, court documents — are downloaded and re-uploaded to the File Upload column on the corresponding Case Item in Monday CRM. File names and original upload timestamps are preserved as metadata.

Chronological case notes from Virtual Case Management migrate as individual Updates on the Case Item in Monday CRM, preserving the note text, original author, and timestamp for each entry. For structured activity fields or consolidated note content, a Notes column (long-text type) consolidates the log and allows for bulk viewing of all case documentation within the item.

The original case open date from Virtual Case Management maps to a Date column on the Cases board. Monday CRM's Date column stores the date in YYYY-MM-DD format. The original intake timestamp is preserved for reporting continuity even though Monday sets its own Created Date at migration time.

Virtual Case Management custom fields on client records (e.g., insurance ID, referral source, risk level) require custom columns in Monday CRM. FlitStack creates Text, Number, Dropdown, or Date columns as appropriate for each field type. Pick-list custom fields become Dropdown columns with source values as options.

Automated intake routing, status-change notifications, and assignment rules in Virtual Case Management have no direct equivalent in Monday CRM's architecture. FlitStack exports workflow definitions as a reference document for rebuilding in Monday's automation recipes. Monday's automation builder supports trigger-action recipes (e.g., When Status changes to Closed, notify assigned case worker).