Forced Migration: What to Do and How to Choose a New Case Management System

When your case management provider announces a product being phased out—like Convercent’s move to EQS—it can trigger anxiety across your team. You’ve invested years in optimizing your workflows and training users; the thought of migrating all of that to a new platform feels overwhelming, especially if you have a large caseload to keep on top of in the interim.

However, staying with a solution that no longer aligns with your needs (or worse, one that’s disappearing entirely) is a risk your organization can’t afford. If you’re navigating a forced migration, here’s how to make the move with confidence and minimal disruption.

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Step 1: Acknowledge the Frustration

Let’s be honest: this isn’t ideal. Whether you’re being forced onto a replacement product you didn’t choose, dealing with poor support, or facing a lack of transparency during the migration process, it’s natural to feel stuck and even angry.

Luckily, there are powerful, flexible alternatives (like Case IQ) that not only match but often exceed what your legacy vendor offered. Feel the frustration, then start researching.

Step 2: Evaluate Your Old System and Current Needs

Before evaluating new platforms, gather input from your team and key stakeholders:

• What did you like about your old system?
• Where did it fall short?
• What do you need now that you didn’t before? (e.g., new capabilities, more users, larger data capacity)
• Which teams will be impacted by this transition?

Make a short list of must-haves (e.g., configurable workflows, audit-ready reporting, ease of use, language support) and nice-to-haves. This becomes your guide for evaluating replacement systems if you choose to move.

Step 3: Choose a Platform That Solves Old Problems

Every system has elements you wish you could change or add. Now’s your chance to move to a platform that addresses these long-standing frustrations.

Here’s how Case IQ stacks up against other case management systems:

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Step 4: Reduce the Pain of Change

Many organizations delay switching vendors out of fear: fears of lost data, poor implementation support, high costs, or operational disruption. To reduce the pain of change, you have to choose the right system for your organization, and one that will support you through the migration process.

Here’s what to look for in a new provider:

• A dedicated implementation team to guide your migration
• Familiarity with handling data transfers from legacy systems
• Deep subject matter expertise in ethics, compliance, and case management
• A product designed to be easy to learn and use
• Decades of experience (Case IQ has been helping teams for 25+ years)

Some vendors, like Case IQ, streamline the entire transition, offering hands-on support, workflow customization, and integrations that reduce the complexity of a system migration, not add to it.

Step 5: Get Up and Running ASAP

Migration doesn’t have to be painful. Vendors like Case IQ offer:

• Prebuilt templates for common workflows and reports
• Flexible integrations with existing tools (e.g., HRIS, CRM, ERP, ticketing systems, identity providers)
• In-depth training and customer success support

And since Case IQ’s platform is purpose-built for case management, it’s ready to help you hop right into your workflows from day one (while also offering configurability to meet your needs).

Take Control of Your Transition

You didn’t ask for your case management system to go away. But this change can become an opportunity to modernize your program, reduce manual effort, and get the service you deserve. If you’re frustrated with the path your current vendor is forcing you down, talk to a provider who will meet you where you are and help you move forward with confidence.

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