Migrate from MyCase to Mailchimp

MyCase contacts migrate as Mailchimp audience members. The email address is the unique identifier — contacts without an email address are flagged as invalid and excluded from the migration batch unless your team provides an email before the full run.

MyCase contacts carry a primary company link. We extract that company name and apply it as a Mailchimp tag on the subscriber record. Multiple contacts from the same company get the same tag, enabling firm-level segmentation in Mailchimp. If the company name contains special characters, we sanitize it to a URL‑safe format and prefix the tag with 'Company:' to avoid conflicts.

MyCase active contacts map to 'subscribed' in Mailchimp. Archived or inactive MyCase contacts map to 'archived' status in Mailchimp. Your team decides whether archived contacts are imported as subscribed (requiring re-permission) or left out of the initial audience. If you import contacts as subscribed, we add a 'Re‑Permission' tag and schedule a confirmation email via Mailchimp. Otherwise, excluded contacts stay in MyCase for import once their email addresses are confirmed.

MyCase custom fields on contacts — such as practice area, referral source, or bar number — map to Mailchimp merge fields. Mailchimp limits merge field names to 30 characters and supports up to 40 per audience, which constrains very complex custom field sets.

MyCase matters and cases have no direct equivalent in Mailchimp. We surface case names as tags on each contact in the audience — for example, a contact involved in 'Smith v. Jones' gets tag 'Matter: Smith v. Jones' — so staff can segment by active matter in Mailchimp.

MyCase billing records, invoices, time entries, and trust account data have no structural representation in Mailchimp. These records do not migrate. We provide a CSV export of outstanding balances and billing history as a reference file for your accounting team.

MyCase documents and file attachments cannot migrate to Mailchimp, which is an email marketing platform with no document management capabilities. We recommend retaining document storage in MyCase or a dedicated DMS and using Mailchimp for communication only. We export a CSV of document filenames, upload dates, and linked contacts, and add a 'Doc: <filename>' tag on each contact's Mailchimp record.

MyCase calendar events and tasks tied to contacts do not map to Mailchimp. Calendar and task management remains in MyCase or a scheduling tool. Mailchimp tracks email engagement (opens, clicks) as subscriber activity but does not store meeting or task data.

MyCase logged emails, texts, and calls against contacts are summarized and applied as tags in Mailchimp — for example, 'Client Contacted: 2024-03-15' — since Mailchimp does not store arbitrary activity types. Full activity history is exported as a CSV reference file.

MyCase company records beyond the primary client firm are extracted and tagged on relevant contacts as 'Opposing Counsel: [Firm Name]' or 'Vendor: [Company Name]' tags in Mailchimp for segmentation purposes, but these companies do not become Mailchimp entities. If a company name includes special characters, we sanitize it and prepend 'OpposingCounsel:' or 'Vendor:' to avoid conflicts. These tags let you filter outreach by adversarial or partnership relationships without audience structures.