Migrate from CosmoLex to Mailchimp

CosmoLex client records map directly to Mailchimp subscribers within an audience. Client name becomes subscriber first/last name, and client email maps to the subscriber email address field. Clients without an email address on file generate a subscriber record flagged for manual review in Mailchimp rather than being skipped, ensuring no client data is lost during migration.

Contacts linked to a CosmoLex client (billing contacts, referral sources, opposing counsel) export as separate subscriber records in Mailchimp. Email, phone, and address fields map directly to their corresponding Mailchimp subscriber fields. Duplicate detection runs by email address so the same person does not appear twice in the audience.

Matters have no Mailchimp equivalent. We extract the matter name and matter number and apply them as Mailchimp tags (one tag per practice area, e.g. #FamilyLaw, #Litigation) and store the matter number in a custom merge field MATTERNUM for reference and segmentation.

Invoice records, line items, and payment history do not exist as Mailchimp objects. Invoice totals and outstanding-balance flags migrate as read-only custom merge fields on the subscriber record so your team can segment outreach to clients with open invoices or send reminders based on outstanding balance without recreating full billing records.

Trust accounting data is legally sensitive and has no marketing use case in Mailchimp. We do not migrate trust ledgers. The trust balance snapshot can be stored as a custom field on the client record in CosmoLex for reconciliation, but it does not enter the Mailchimp audience.

Time entries are granular legal work records with no marketing equivalent. We do not migrate time-entry data. If a firm wants to communicate billable-hours summaries to clients, we can aggregate total hours worked into a custom merge field before migration and store the value as reference data on the subscriber.

CosmoLex matter-level custom fields (e.g. Court Date, Case Type, Opposing Counsel) map to Mailchimp custom merge fields. Up to 40 merge fields are supported per audience on Mailchimp Standard. We create the merge field in Mailchimp before migration and populate it from the CosmoLex export.

Client-level custom fields in CosmoLex (e.g. Referred By, Preferred Contact Method) migrate to Mailchimp subscriber custom merge fields using the same field labels. Field data types including text, date, and picklist values are translated to Mailchimp's string or date merge-field formats during import.

CosmoLex calendar events (court dates, filing deadlines, client meetings) are scheduling data with no Mailchimp equivalent. These remain in CosmoLex. If you want clients to receive automated reminders for upcoming dates, Mailchimp Automation Flows can trigger from date-based segments after go-live using your migrated custom date fields.

CosmoLex address book entries that are not linked to a client matter export as Mailchimp subscribers in a separate audience (e.g. Referral Partners or Vendor Contacts). Tags distinguish these non-client contacts from client subscribers so your team can exclude them from firm-wide campaigns or target them with category-specific automations.

CosmoLex workflows for matter intake, billing alerts, and document generation have no Mailchimp equivalent. We export the workflow definitions as a JSON reference file that lists trigger conditions and action steps. Your Mailchimp admin uses this file to manually rebuild equivalent automation logic in Mailchimp Marketing Automation Flows after migration.

Documents stored in CosmoLex's document management system are not migrated to Mailchimp, which does not have a document repository. We preserve the document reference path in a custom field so your team can retrieve files from CosmoLex after go-live using the stored path or filename as a lookup reference.