Migrate from Virtual Case Management to Nutshell

VCM client maps directly to Nutshell Person. Fields including name, date of birth, contact information, address, and demographic data migrate to matching Nutshell Person fields. Nutshell does not have a separate Lead object for case management — all case-bearing persons land as People records with custom fields carrying case data.

VCM cases translate to a custom field set on the Nutshell Person record. Since Nutshell has no native case object, case ID, case status, program name, enrollment date, and case worker assignment become custom fields on the person who is the case subject. Nutshell's custom field creation UI (People tab) supports text, date, picklist, and number types appropriate for these attributes.

VCM allows one client to have multiple simultaneous program enrollments. In Nutshell, the primary enrollment migrates as custom fields on the Person record. Secondary and tertiary enrollments migrate as Activity records (one per additional enrollment) with enrollment details in the activity note and custom fields, preserving the complete enrollment history without creating duplicate Person records.

Individual service encounters (session logs, home visits, assessments) migrate as Nutshell Activity records. Service type, date, duration, and outcome map to activity fields or custom fields on the activity. High-volume service records use bulk activity creation through Nutshell's API to avoid per-record overhead.

Referral source and referral status from VCM map to custom pick-list fields on the Nutshell Person record. Referral history (source agency, referral date, referring worker) migrates as an Activity record with the referral details in the activity note for audit trail continuity.

Documents attached to VCM cases or clients are downloaded and re-uploaded as Nutshell Files attached to the corresponding Person record. File size limits apply (25MB per file in Nutshell). Documents with case relevance are attached to the person record with the case ID in the file name for traceability.

VCM case workers are resolved by email match against Nutshell Users. Unmatched workers are flagged before migration; your team either creates Nutshell user accounts first or assigns records to a fallback owner. Role-based case access in VCM requires Nutshell Teams configuration post-migration since VCM's program-level permissions don't map directly.

VCM program names and service types map to a custom pick-list field on the Nutshell Person record. Each distinct program name becomes a pick-list value. If VCM has more than 50 distinct program names, the mapping may require Nutshell Enterprise plan for pick-list flexibility.

Case enrollment status values (Active, Pending, Discharged, Closed) map to a custom pick-list field. Status-specific metadata (discharge date, reason for closure) migrates as additional custom fields on the person record or as an Activity note at the time of status change.

Case notes in VCM become Nutshell Activity records with the Note subtype. Original timestamps and note author (resolved by email match) are preserved. Rich-text formatting in VCM notes is simplified to plain text in Nutshell activities, as Nutshell does not support full HTML note content.

The original VCM client ID is stored as a custom field (Source_Client_ID__c) on the Nutshell Person record for full traceability throughout the migration and post-migration operations. This field enables delta-run de-duplication and prevents duplicate record creation if the migration process runs more than once during the delta-pickup window, protecting data integrity.

The original VCM case ID is stored as a custom field (Source_Case_ID__c) on the Nutshell Person record to maintain case traceability across all migrated data. This field is critical for organizations that reference case IDs in external documents, funder reports, compliance filings, or inter-agency communications where the original case identifier must be preserved.