Migrate from Case UI to Mailchimp

Case UI client contacts map directly to Mailchimp subscribers within a target Audience. The primary email address is the unique identifier — contacts without email addresses are flagged for manual review before import since Mailchimp requires a valid email for every subscriber.

Mailchimp's built-in FNAME merge field accepts the contact's first name from Case UI directly without any transformation. Empty or null first name values pass through as blank fields — Mailchimp handles missing values gracefully in campaigns and personalization strings, so you don't need to populate placeholder text for contacts without a recorded first name.

Mailchimp's built-in LNAME merge field accepts the contact's last name from Case UI directly. For combined-name records in Case UI where first and last names are stored together in a single field, we split at the last space character to achieve standard first/last separation before populating the respective merge fields.

Email serves as the unique subscriber identifier in Mailchimp's system architecture. During import, we deduplicate by email address — if the same email appears across multiple Case UI matters for different contacts, only one Mailchimp subscriber record is created with the most-recent matter reference retained and associated tags from all linked matters.

Phone numbers from Case UI migrate to Mailchimp's PHONE merge field for each subscriber. Phone number formats, whether stored with or without country codes, are preserved as-is during migration. Optional normalization to E.164 format can be applied if your Mailchimp account is configured for SMS campaigns that require standardized international phone formats.

Firm or organization names from Case UI map to Mailchimp's COMPANY merge field. This mapping is particularly valuable for solo practitioners who represent multiple firms, or for corporate clients who need firm-level segmentation in Mailchimp for targeted practice-area or client-type email campaigns.

Case UI address components including street address, city, state, postal code, and country map to Mailchimp's structured address merge fields (ADDR1, ADDR2, CITY, STATE, ZIP, COUNTRY). If Case UI stores the address as a single text block rather than components, we parse it into structured fields before import to ensure proper Mailchimp address formatting.

Case type values from Case UI such as Family Law, Corporate, Criminal Defense, Personal Injury, and Real Estate become Mailchimp tags applied to each subscriber during import. Tags enable immediate segment creation in Mailchimp so you can build and send practice-area-specific email campaigns. Multiple case types associated with a single contact generate multiple tags on that subscriber record.

Matter status values including Active, Closed, Pending, and On Hold map to Mailchimp tags applied to subscribers. This tagging strategy enables segmentation between active clients and closed matters, supporting re-engagement campaigns for dormant clients or closed-matter nurture sequences for former clients who may need future legal services.

Case UI custom fields on contacts (referral source, insurance carrier, practice area preferences) are created as Mailchimp custom merge fields within the target Audience. Merge field type (text, date, number, dropdown) is inferred from Case UI field data type. Dropdown fields in Case UI become Mailchimp radio or dropdown merge field types.

The original client intake date from Case UI is preserved as a custom merge field in Mailchimp (CLIENT_CREATED_DATE__c). This maintains reporting continuity for re-engagement campaigns targeting long-term clients and helps verify which contacts were added before the migration versus those added after implementation.

Matter activity history including calls, emails, meetings, and notes from Case UI does not transfer to Mailchimp. Mailchimp tracks only marketing-relevant activity such as campaign opens, clicks, and unsubscribes. We export a separate activity log CSV for your records, but no historical activity data is imported into Mailchimp subscriber profiles.

Case UI documents and file attachments have no Mailchimp equivalent, as Mailchimp stores only email campaign assets such as images and templates, not client documents. We do not migrate attachments during the import process — they remain securely stored in Case UI and can be referenced or linked in campaign copy if needed.

Invoice history, payment records, and billing information stored in Case UI do not map to Mailchimp since email marketing platforms do not store financial transaction data. As part of the migration, we export all billing records as a separate CSV package for your accounting records and future reference in other systems.