Migrate from FactBox to Mailchimp

FactBox case hierarchy has no Mailchimp equivalent — associations are flattened

FactBox organizes contacts within Cases and Matters with nested relationships (witnesses linked to facts, facts linked to exhibits). Mailchimp has a flat subscriber model with no case, matter, or hierarchical grouping object. We map FactBox case names and numbers to Mailchimp merge fields on each subscriber, but Mailchimp segments cannot traverse hierarchical case relationships the way FactBox does. Firms that rely on FactBox case structure for filtering contacts must rebuild those segments using Mailchimp's tag-and-merge-field filters — which may require a different filtering logic than what they used in FactBox.

GDPR consent tracking on FactBox contacts may be absent

FactBox is a legal case management tool — its contact records typically do not carry marketing consent flags. Mailchimp requires documented opt-in consent for GDPR compliance and will flag imported contacts that lack consent history. We flag all contacts with missing or unclear consent status before the Mailchimp import and surface a consent-review step. Contacts without documented consent should be sent a re-permission campaign or added to a suppression list before the first Mailchimp send — failure to do so creates GDPR risk and potential Mailchimp account penalties.

Mailchimp's merge field limit constrains complex FactBox custom property sets

Mailchimp enforces a maximum of 40 merge fields per Audience. FactBox custom contact properties are unbounded per instance — some firms accumulate 30–60 custom properties across their FactBox setup. We map the highest-value custom properties within Mailchimp's 40-field limit and flag overflow fields for the firm to prioritize. Low-value or rarely-used FactBox properties are exported to a companion CSV for reference but do not appear as Mailchimp merge fields. This is a hard Mailchimp platform constraint that cannot be worked around without splitting contacts across multiple Mailchimp Audiences.

Document and exhibit links cannot migrate to Mailchimp

FactBox's core function is linking facts, exhibits, and documents to case contacts. Mailchimp has no document library, no exhibit tracking, and no concept of attaching case files to a subscriber profile. We export FactBox document metadata (file names, links, exhibit numbers) to a separate JSON archive. Firms needing to retain document-to-contact associations must keep FactBox accessible as a read-only archive or migrate to a different legal CRM that supports document management alongside email marketing.

Mailchimp audience-level contact counting affects billing

Mailchimp bills per paid subscriber in an Audience, not per unique email address across multiple audiences. If a firm migrates FactBox contacts into multiple Mailchimp Audiences (e.g., separate audiences per practice area), contacts appearing in more than one audience count toward billing in each. We consolidate the migration into a single target Audience by default and use Tags to separate practice-area segments, avoiding double-billing. Firms that require separate Audiences should plan for Mailchimp's per-audience subscriber pricing before migration.