Migrate from Virtual Case Management to Pipedrive

VCM clients map directly to Pipedrive Persons. Name, email, phone, address, and all standard demographic fields migrate as-is. VCM client IDs are preserved as custom fields for traceability and delta-run deduplication. The migration also retains any existing client notes, preferred contact method, and communication preferences in custom fields. Additionally, the original VCM creation timestamp is stored for historical reference.

Clients who have not yet engaged in billable services split into Pipedrive Leads. Once a service record exists, the Lead converts to a Person and associates with the appropriate Organization. During conversion, historical lead details such as source, campaign, and initial interest are preserved in custom fields on the resulting Person record, ensuring no context is lost.

VCM agencies and service providers map to Pipedrive Organizations. Agency name, contact info, location, and service categories migrate as Organization fields. Multi-agency affiliations per client use Organization-Person relationships. Each organization's service category is stored as a multi-select custom field to enable filtering across the client portfolio. Additionally, the agency's primary contact name and phone are recorded in dedicated custom fields for quick reference.

VCM cases map to a dedicated Pipedrive pipeline named 'Client Services'. Case status (Open, In Progress, Closed) maps to pipeline stages. Case ID and intake date migrate as custom fields. Milestones become stage-entry timestamps. Case type, assigned worker, and client goals are stored as custom fields on the Deal, and case notes are attached as linked Notes, preserving full context.

Each VCM service record becomes a Pipedrive Activity (type varies: Call, Meeting, or Task) linked to the Person and Deal (case). Original service date, provider, service type, and outcome migrate as custom fields on the Activity. The activity subject line is set to the service type for quick identification, and any attachments such as case notes or outcome reports are linked as files to the Activity record.

VCM referrals are merged into a single record: the referring agency is logged as an Organization, the referral date and source channel are custom fields on the referred client's Person record, and a 'Referral Received' Activity documents the referral event.

VCM case notes and client notes migrate as Pipedrive Notes attached to the Person or Deal. Original author, timestamp, and note type are preserved in custom fields. Rich-text formatting is converted to Pipedrive's HTML note format. Attachments linked to notes are imported as files and attached to the same Person or Deal, preserving embedded images and hyperlinks as relative paths. Note tags are mapped to Pipedrive's label system for filtering.

VCM file attachments (case documents, intake forms, outcome reports) are downloaded and re-uploaded to Pipedrive's Files attached to the corresponding Person or Deal. File size limits are enforced per Pipedrive's storage tier. During import, each file's original creation date is stored as a custom field for chronological sorting, and any version history is flattened to the latest version. Duplicate filenames are renamed with a numeric suffix.

VCM staff members are matched to Pipedrive users by email. Unmatched staff are flagged before migration; agencies either invite them to Pipedrive or assign their records to a fallback owner. Role and permission mapping requires post-migration configuration. During matching, case assignments tied to each staff member are preserved as custom fields on the Deal, and email domain mismatches trigger a warning for manual review.

VCM custom objects (e.g., assessments, intake forms) map to Pipedrive custom fields on the Person or Deal, or to a separate custom Deal pipeline if the object has a lifecycle. We flag any custom object requiring a custom field that exceeds Pipedrive's 16-type limit.

VCM's Service Directory listing does not have a Pipedrive equivalent. Agency listings migrate as Organizations with a 'Service_Directory_Listing__c' flag and service category as a pick-list custom field for reference and searchability. The Organization's address and contact information are also migrated to ensure each listing contains complete details. Additionally, a 'Directory_Status__c' custom field tracks whether the agency is active, inactive, or pending review.

VCM's per-agency security levels and confidential client flags cannot be replicated in Pipedrive's visibility model. We document the original security configuration and recommend Visibility Groups and item-level sharing rules for post-migration implementation. Each client's original security tier is stored in a 'Security_Level__c' custom field for reference, and a step-by-step guide is provided to configure Pipedrive's visibility settings to match the desired access constraints.