Migrate from Court Clerk to Mailchimp

Court Clerk party contacts (plaintiffs, defendants, witnesses, litigants) map directly to Mailchimp subscribers. Each party record becomes one subscriber profile. Before import, we deduplicate by email address, selecting the most recently updated record as the primary contact. Records sharing an email are flagged in the validation report for manual resolution, ensuring no duplicate subscribers are created.

Attorney records from Court Clerk migrate as Mailchimp subscribers. The attorney bar number is stored in a custom merge field named BAR_NUMBER for verification. We resolve attorney email addresses against the Court Clerk API, and any records lacking a valid email are flagged in the validation report and placed in a separate import queue for manual cleanup before the bulk import runs.

Court Clerk party-role values (Plaintiff, Defendant, Witness, Co-Counsel, etc.) have no native Mailchimp equivalent. We convert these to tags applied per subscriber — for example, one attorney tagged 'Plaintiff-Attorney' on one case and 'Defendant-Attorney' on another, preserving the N:N relationship via tag multiplicity.

Court Clerk case records do not map to any single Mailchimp object. Instead, case-level data (case number, filing date, case status, fine amount, payment status, judge) becomes a suite of merge fields on the associated subscriber records. Case type also generates a tag on each party contact so you can segment by case type in Mailchimp.

The court division (e.g., Circuit, Municipal, Family, Probate) from Court Clerk maps to a custom merge field on the Mailchimp subscriber. Division values also create segment filters in Mailchimp so you can target division-specific communications automatically. During import, we generate Mailchimp segment rules based on each division's label, allowing you to send case updates or hearing notices to a division audience without manual list segmentation.

Scheduled hearing dates migrate as a date-formatted merge field (HEARING_DT) on each party contact. This enables Mailchimp segments for upcoming hearing notifications and date-based automation triggers, such as sending reminders 7 days before a hearing. However, the specific reminder logic, including timing and message content, must be designed in Mailchimp's automation builder, as Court Clerk's hearing workflow does not translate directly.

Financial records from Court Clerk (fine amount, court costs, payment status) migrate as merge fields on the associated subscriber. Payment status values (Paid, Pending, Overdue) are preserved as-is and can also be used to generate Mailchimp tags for payment-followup automation sequences.

Court Clerk documents and scanned filings have no Mailchimp equivalent. We tag the associated subscriber records with a 'Has-Filings' tag and provide a separate file export of document metadata (document ID, filing date, document type) for reference in your case management system.

Contacts with bounced or unsubscribed email addresses from prior email campaigns must be imported as suppressed records in Mailchimp before the main migration. We match these against the Court Clerk contact list and add them to the suppression import in advance of first campaign send.

Law firm or organization name from Court Clerk maps to a custom merge field (FIRM_NAME) on the subscriber. This enables firm-based segmentation in Mailchimp, allowing you to send targeted communications to all contacts affiliated with a firm. If a firm has multiple attorneys appearing across different cases, each attorney record retains the same FIRM_NAME value, and Mailchimp segment filters can aggregate contacts by firm name for targeted sends without sorting.