Migrate from InfoTrack to Mailchimp

InfoTrack contact records pulled from integrated practice management systems (Clio, LEAP, Time Matters) map directly to Mailchimp subscribers. Email address is the primary key in both systems — we match by email and create new Mailchimp subscribers for unmatched records. Duplicate checking runs against your existing Mailchimp audience before insert.

The contact's primary email address maps directly to Mailchimp's required EMAIL field, serving as the unique subscriber identifier. EMAIL must be present for every record. During the pre-migration audit, any contacts with missing or malformed email formats are flagged and excluded from the import batch. A separate report details excluded records with reasons, enabling manual follow-up by your team.

First name and last name from the practice management system contact record map to Mailchimp's native FNAME and LNAME merge fields. If the source uses a single 'name' field, we split on the first space character and map the remainder to LNAME, with the full original value preserved in a CUSTOM_FIELD note.

The phone number extracted from the contact record maps to Mailchimp's native PHONE merge field, enabling SMS-capable communications and multi-channel contact strategies. If the source data uses inconsistent phone formats—such as local notation with parentheses and hyphens—our migration engine applies E.164 standardization during the transformation phase. This converts formats like (555) 123-4567 to the international format +15551234567, ensuring compatibility with Mailchimp's SMS features and carrier routing requirements.

Structured address fields (street, city, state, postal code, country) from the practice management system map to Mailchimp's compound ADDRESS field. Mailchimp stores address as a structured object — if source provides unstructured text, we parse using a standard address parser before mapping.

Matter type (e.g., Civil Litigation, Family Law, Real Estate) from the practice management system becomes a custom Merge Field in Mailchimp named MATTERTYPE. The field type is set to 'dropdown' in Mailchimp so segment filters can use it — we pre-populate the dropdown options from the distinct values found in your source data.

The court name extracted from each matter record transforms into a custom Merge Field named COURTNAME using the text field type in Mailchimp. This field enables jurisdiction-based segmentation across your Mailchimp subscriber base. For example, you can create a segment containing all contacts whose matters involve the California Superior Court, allowing for geographically targeted email campaigns, jurisdiction-specific newsletters, or court-related updates sent to the appropriate audience segments.

eFiling order status (Submitted, Accepted, Returned, Rejected) from InfoTrack's order records maps to a custom Merge Field named EFILING_STATUS. Status values are preserved as text — no automated workflow triggers are created in Mailchimp since those require manual rebuild in Customer Journeys.

Service status from process serving orders (Pending, Served, Not Served, Attempts Exhausted) becomes a custom Merge Field named SERVICE_STATUS. This is a read-only reference field in Mailchimp — it documents the last known service status rather than driving any marketing logic.

Mailchimp sets CreatedDate at import time and does not preserve source creation timestamps. We create a custom datetime Merge Field named ORIGINAL_CREATE_DATE on the audience and populate it with the original contact creation date from the practice management system for audit continuity.

The internal ID from the source practice management system is stored as SOURCE_CONTACT_ID for traceability. This field enables delta-run de-duplication on future re-migrations and lets your team cross-reference Mailchimp subscribers back to the original Clio, LEAP, or Time Matters record.

The originating attorney or assigned paralegal from the matter record maps to a custom Merge Field named ORIG_ATTORNEY in Mailchimp. This field supports internal segmentation by responsible attorney, enabling targeted communications. For instance, you can segment subscribers by attorney to send a partner-specific newsletter to clients of a particular attorney, or route matter updates to the appropriate attorney contact within your firm.

The client matter number from InfoTrack's billing integration becomes MATTER_NUMBER in Mailchimp. This field is indexed and used for suppression — if a matter closes and the client should no longer receive marketing emails, the matter number can be filtered to exclude them from active campaigns.

Contact tags from the practice management system (e.g., 'VIP Client', 'Pro Bono', 'Opposing Counsel', 'Witness') map to Mailchimp Tags. Tags are applied directly during import. Mailchimp supports unlimited tags per contact — no transformation required beyond the tag name slug conversion.

InfoTrack billing records (invoices, payment history, expense tracking) have no equivalent in Mailchimp's subscriber model. We export billing data as a separate CSV from InfoTrack's Billing section and deliver it alongside the contact migration package for reconciliation in your accounting software.

eFiling documents, court-stamped returns, and docket entries are legal records with no email marketing analogue. These are exported as a reference CSV with document ID, matter association, filing date, and status — available for manual upload to a document management system if needed.

InfoTrack's eFiling order workflows and service-status automation logic do not map to Mailchimp Customer Journeys. We export workflow definitions as a text reference document. Mailchimp automations (welcome series, re-engagement, birthday emails) must be built from scratch using Mailchimp's Customer Journeys builder.

InfoTrack's native integrations with Clio, LEAP, and Time Matters represent platform-specific connections that do not transfer to Mailchimp's ecosystem. These practice management system connections must be rebuilt separately if you require campaign-triggered automations. Client-facing integrations such as e-signature functionality through InfoTrack SignIT and court search subscriptions cannot be migrated—your team will need to re-establish these connections directly within Mailchimp or through compatible third-party tools that work with Mailchimp's API.