Migrate from Accruent Vx Field to Mailchimp

Vx Field work orders contain a customer contact — name, email, phone, and service address. Those fields map directly to Mailchimp subscriber First Name, Last Name, Email Address, and address merge fields. The work order ID is stored as a custom merge field for traceability.

Work order ID, status, priority, and created date become custom merge fields on the Mailchimp subscriber. Status and priority values are mapped as text or dropdown merge fields; original create date migrates as a date merge field with the original timestamp preserved.

Vx Field stores service address on work orders as separate address components. This maps to Mailchimp's structured address merge field using ADDR, CITY, STATE, ZIP, and COUNTRY subfields. When Vx Field maintains distinct billing and service addresses, the service location becomes the primary address on the Mailchimp subscriber record, ensuring customer communication targets the correct service location.

Vx Field assigns a technician to each work order by email-linked user. Mailchimp has no native owner or assignee field. We create a Last_Service_Technician__c merge field or tag with the technician name, but this is informational only — Mailchimp does not support record ownership or technician-to-subscriber routing.

Vx Field tracks parts and materials consumed per work order. Mailchimp has no inventory or parts object. We export parts data to a CSV companion file for reference; the data cannot live inside Mailchimp and must be stored in a separate system or spreadsheet if required for audit purposes.

Vx Field assets are linked to work orders by asset ID. We map asset identifiers as tags on the associated subscriber (e.g., Tag: Asset-SVC-1042) or as a custom text merge field (Asset_ID__c). Asset type, manufacturer, and model can become additional text or dropdown merge fields.

Asset installation location and operational status (Active, Under Repair, Decommissioned) migrate as text or dropdown merge fields on the subscriber who is the primary contact for that asset. We flag any assets with no associated customer contact for manual resolution.

Vx Field maintains standalone contact records separate from work orders, storing names, emails, phone numbers, and addresses. These contacts map directly to Mailchimp subscribers by email address on a one-to-one basis. Duplicate email addresses appearing across multiple Vx Field contacts are flagged for merge or de-duplication during the pre-import data quality review to prevent duplicate subscribers in Mailchimp.

Vx Field employs position categories such as Engineer/Industrial or Marketing/Communications Director to classify technician roles within the organization. Mailchimp provides no mechanism for representing staff roles on subscriber records. We migrate these position categories as informational tags on the relevant subscriber entries for segmentation and reporting purposes, though the categorization has no functional impact on Mailchimp campaigns or automations.

Vx Field logs technician notes, visit summaries, and service outcomes per work order. We import the most recent work order note as a long-text merge field or subscriber note in Mailchimp. Historical notes beyond the most recent entry cannot be fully preserved in Mailchimp's flat subscriber model.

Vx Field allows technicians to attach photos, signatures, and documents to work orders. Mailchimp supports campaign attachments and profile photos but not record-level file attachments. We export attachments to a cloud storage reference file; the links do not migrate into Mailchimp subscriber profiles.

Vx Field user accounts (technicians, dispatchers, admins) have no Mailchimp equivalent. Mailchimp has admin and viewer roles for account users, but technician accounts and their scheduling permissions cannot migrate. We document Vx Field user roles as a reference CSV for manual setup if needed.