Switching the system your entire firm runs on is the kind of project people put off for years. Every matter, every deadline, every document, and every client conversation lives in the case management system. Moving it feels like changing the engine while the plane is in the air.
We did it for a high-volume consumer-law firm. A full migration from CASEpeer to Filevine in under three months, with the data intact, the team trained, and the new system wired into everything around it.
Plan the migration in phases
Three months sounds fast until you break it into phases. We mapped the firm's structure into Filevine first: case types, the pre-litigation phases the firm actually uses, and the team pods (case manager, assistant, medical-records coordinator) that own each docket. Getting that org model right up front meant the data had somewhere sensible to land when it arrived.
From there the phases stack. Configure Filevine to match the firm's workflow, migrate contacts and matters, move documents, reconcile and audit, train the team, and cut over. Every phase has a finish line and a definition of done, so progress stays visible to everyone and nothing slips quietly while attention is somewhere else.
Treat data migration as a reconciliation problem
Nothing costs a firm's confidence faster than data it can't find after go-live. So we planned this part as an audit from the beginning.
Contacts and matters carried over from CASEpeer with field-level mapping, so client status, other parties, and the rest landed in the right Filevine fields rather than a generic dumping ground. Documents were the bigger lift. Case files moved into SharePoint, organized into per-client folders, and then linked directly inside the corresponding Filevine projects, so a case manager opens a matter and the documents are right there.
Nobody flips the switch until the source and destination records line up row by row.
Then came the reconciliation audit, which is the step that tends to get dropped when a timeline tightens. We lined up Filevine and HubSpot records side by side, matching on project IDs, and reviewed them row by row to confirm nothing had been dropped, duplicated, or mismatched along the way.
Train the team as its own workstream
The firm's people had years of CASEpeer muscle memory behind them, and Filevine only pays off if they use it well. A migration nobody adopts has failed, however clean the data looks.
So training got its own workstream with its own schedule. We built role-specific guidance and leaned on Filevine's own learning resources, assigning structured trainings through a resource center so each role learned the parts of the system that mattered to their job and skipped the parts that didn't. On cutover day, people knew where their work lived and how to do it.
Integrate deeply with everything around it
The value of a case management system comes from what it connects to.
We wired Filevine into the systems the firm already runs. HubSpot stays the intake and marketing engine, with leads and matters reconciled across both so reporting tells one story. SharePoint holds the documents, linked into Filevine projects so files live where the work happens. And for the firm's most time-consuming output, demand letters, we connected AI-assisted drafting that pulls from the case record and the firm's own templates to produce a strong first draft for an attorney to review. A task that used to take hours now takes a fraction of that.
How long does a CASEpeer to Filevine migration take?
Under three months is achievable for a high-volume firm when the work is phased into configuration, data migration, a reconciliation audit, training, and cutover, instead of attempted all at once. The timeline depends on data volume, how much customization is involved, and how cleanly the source system is organized.
How do you avoid losing data when migrating case management systems?
Map the fields carefully, migrate in stages, and run a reconciliation audit that compares source and destination records on shared IDs before cutover. Fixing a gap before cutover costs an afternoon. Finding one afterward costs a great deal more.
Should case management connect to other systems?
Yes. Most of the value shows up in the connections: intake and CRM (HubSpot), document storage (SharePoint), and drafting tools, all wired together so the case record sits at the center of the operation.