Migrate from VisionFlow to HubSpot Service Hub

VisionFlow Issues map directly to HubSpot Tickets. The VisionFlow ticket number becomes a custom Ticket property (ticket_number__c) for reference. Issue status stages (Open, In Progress, Pending, Resolved, Closed) map to HubSpot Ticket pipeline stages, with the customer defining stage equivalence during scoping. Priority, assignee (resolved by email to HubSpot User), and created/updated timestamps migrate directly. VisionFlow issue attachments migrate as HubSpot Ticket attachments via the HubSpot Files API.

VisionFlow Customer records map to HubSpot Contacts 1:1, preserving the contact's first name, last name, email, phone, and organization association. The VisionFlow organization link maps to a HubSpot Company association via the Contact's associatedCompanyId property. Custom fields configured on VisionFlow Customers are reviewed during scoping and mapped to HubSpot Contact custom properties, created before migration.

VisionFlow Organizations (top-level entities that group Customers, Assets, and Contracts) map to HubSpot Companies. The organization name becomes the Company name, and any domain field maps to the Company website field for HubSpot's company dedupe logic. Organization hierarchy (parent-child relationships) is preserved via the HubSpot parentCompanyId field if the destination account uses the Companies hierarchy feature.

VisionFlow Asset records (hardware, software, inventory with lifecycle stage, custodian, location, and status fields) require schema mapping before import. On HubSpot Service Hub Enterprise, the native Asset object is used with lifecycle, location, custodian, and purchase date fields. On Professional tier, we create a VisionFlow_Asset__c custom object with equivalent fields, pre-creating the schema before any record import to satisfy lookup requirements.

VisionFlow Contract records (key dates, parties, attached documents, associated Customers and Assets) have no native HubSpot equivalent at any tier. We create a VisionFlow_Contract__c custom object during scoping, mapping contract metadata fields (contract date, expiration, value, renewal type) to custom properties. Associated document attachments are uploaded to HubSpot Files and linked via ContentDocumentLink. This requires Service Hub Enterprise for custom object support.

VisionFlow Activities log work entries, time spent, and communications linked to Issues or Customers. We split by engagement type during transformation: logged work entries without a call or meeting flag become HubSpot Tasks; activities with a call flag become HubSpot Calls (TaskSubtype = Call) with duration and disposition; activities with a meeting flag become HubSpot Meetings (Event); written notes or comments become HubSpot Notes. All activities are linked to the parent Contact and Ticket via the WhoId and TicketId properties.

VisionFlow User accounts (name, email, role, organizational membership) map to HubSpot Users. Resolution is by email match against the destination HubSpot portal's User table. Any VisionFlow user without a matching HubSpot User is held in a reconciliation queue; the customer's HubSpot admin provisions missing users before record import proceeds. Role schema differs between platforms and is reviewed during scoping; we document the VisionFlow role-to-HubSpot team mapping but do not configure HubSpot permissions as part of migration scope.

VisionFlow Ideas (internal innovation and suggestion tracking separate from Issues) do not have a direct HubSpot Service Hub equivalent. We review the Ideas module during scoping: if the ideas function as a structured knowledge base, we create Knowledge Base articles in HubSpot Service Hub. If ideas are used as a project-tracking or product-feedback mechanism, we create a VisionFlow_Idea__c custom object with title, description, status, and submitter fields. The customer selects the strategy during scoping.

VisionFlow Workflows define multi-step processes that Issues and other objects move through. We document each active workflow's trigger conditions, step sequence, conditional routing, and assigned actions as a written inventory delivered to the customer's admin team for rebuild in HubSpot's Workflows tool. Workflow logic does not migrate as code because HubSpot and VisionFlow use different automation models with different trigger types, conditions, and action sets.

VisionFlow Issues retain a full status-change history tied to the ticket record. We migrate the complete status log as a JSON-structured custom property (issue_status_history__c) on the HubSpot Ticket, preserving the old status, new status, changed-by user, and timestamp for each transition. This ensures audit continuity for organizations in regulated industries that require ticket lifecycle documentation.

VisionFlow Asset records carry custodian assignments linking to Customer records. We resolve the custodian reference at migration time by looking up the corresponding HubSpot Contact record by email, then write the resolved Contact ID into a custodian custom property on the Asset or a custodian lookup on the related Contact record. This preserves the assignment chain across both objects.

VisionFlow Contract records commonly contain file attachments (PDFs, scanned agreements, addenda). We extract these files during the VisionFlow export phase, upload them to HubSpot via the HubSpot Files API, and link each file to the corresponding VisionFlow_Contract__c record via ContentDocumentLink. File names and original upload timestamps are preserved as metadata on the HubSpot file record.