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Conversion is the moment a prospect becomes a client. A signed retainer, a HIPAA authorization, a completed intake — and a press of the Convert to Journey button. After that, the case shows up on the active docket and the rest of HoLaCe takes over: stages, services, medical records, demand letters, settlement.

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Where to start the conversion

Two paths get you to the same place:
  1. Leads list — find the lead, click the ⋮ menu, choose Convert to Journey.
  2. Lead detail page — open the lead, scroll to the bottom, click Convert to Journey.
[Screenshot: Lead row action menu with Convert to Journey highlighted] The Convert to Journey action only appears on leads that aren’t already converted and don’t already have a journey attached.

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The conversion workflow

Conversion is a three-step guided wizard. You can back out at any step until you click the final Convert to Journey button on Step 3.
1

Pre-conversion checklist

HoLaCe verifies four required items before letting you proceed:
  • Contract Signed — the client has signed the representation agreement.
  • HIPAA Received — HIPAA authorization is on file.
  • Intake Completed — the initial client intake is done.
  • Contact Information — the lead has a valid email or phone number.
Each item shows a green check or a red warning. The Continue button stays disabled until all four are green. If something is missing, click Cancel, return to the lead detail page, fix the gap, and start the conversion again.[Screenshot: Pre-conversion checklist showing four items with green checks]
2

Journey details

Fill in the journey-level details:
  • Journey Type (required) — Car Accident, Dog Bite, Premises Liability, Habitability, or Litigation. If the lead’s practiceArea is set, this pre-fills.
  • Contract Signed Date — pulled from the lead if you’ve already recorded it.
  • Contract Amount — optional, in dollars.
  • Contingency Percentage — defaults to 33.33% (the typical PI standard); override per the signed retainer.
  • Notes — anything you want recorded as the conversion’s narrative entry.
[Screenshot: Journey details form with type, contract amount, contingency, signed date, notes]
3

Confirm and convert

A summary card shows everything you entered. Hit Convert to Journey and HoLaCe creates the journey, links it to the lead, and changes the lead’s status to Converted.

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What carries over

When a lead becomes a journey, the following data flows automatically into the new journey record: Custom fields, comments, activities, and documents attached to the lead stay on the lead record — they’re not duplicated onto the journey. The journey holds a back-reference, so you can always pivot from the journey back to its origin lead.

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What the new journey looks like

Right after conversion, the journey:
  • Lives on the Prospect Avenue (the first of the four — Prospect → Prelitigation → Litigation → DNQ).
  • Has its journey pipeline status set to PENDING_LIABILITY — meaning HoLaCe is waiting on a liability determination before treatment work begins.
  • Inherits the team assignment from the lead (if the lead was assigned).
  • Has a fresh journeyNumber generated for in-firm reference.
[Screenshot: New journey card on the Prospect avenue with PENDING_LIABILITY status]

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What happens to the original lead

The original lead record is not deleted. It:
  • Has status changed to CONVERTED.
  • Gets a convertedDate timestamp.
  • Stores a foreign-key link to the new journey.
  • Stops appearing in the default leads view (the Show Converted toggle reveals it).
This preservation is deliberate — your conversion-rate reporting and your audit trail both depend on the original record sticking around.

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If something goes wrong

If you click Convert and see an error, the most common causes are:
  • A required checklist item slipped — refresh the page; the checklist re-validates against current data.
  • The lead was already converted in another tab — check the lead detail page; if it shows Converted, no action needed.
  • Permission issue — only Firm Admins, Attorneys, and Paralegals can convert leads. Contractors and Service Providers cannot.
Once a lead converts: Case Management → Journey Lifecycle