Migrate from PCLaw(r) to Mailchimp

PCLaw client contact records map directly to Mailchimp subscribers, using the email address as the unique identifier. Contacts lacking a valid email address cannot be imported into Mailchimp and are flagged with a No_Email__c custom field for manual review. Firms may choose to supplement missing emails before migration or exclude these records from the audience to maintain list hygiene.

PCLaw stores the full client name in a single text field. During migration, FlitStack detects the primary delimiter, typically a space, and splits the name into Mailchimp's required FNAME and LNAME merge fields. If the name cannot be reliably split, the entire value is placed in FNAME and LNAME is left blank, with a warning flagged for manual correction.

PCLaw practice-area designations such as Family Law, Personal Injury, Corporate, and others are mapped to Mailchimp tags that are applied to each subscriber. The same value also populates a Practice_Area__c custom merge field, enabling segmentation by practice area and allowing personalized email content based on the subscriber's legal focus. This dual mapping supports both tag-based automation and field-based personalization.

PCLaw matter status values such as Active, Pending, Closed, and On Hold are transferred into a Matter_Status__c custom field in Mailchimp. For contacts associated with active matters, an Active-Matter tag is applied automatically, allowing the firm to run targeted campaigns that focus on clients with ongoing cases. This combination of custom field and tag enables both segmentation and automated workflows.

Client phone numbers from PCLaw are migrated into Mailchimp's native PHONE merge field for each subscriber. When a client record contains multiple phone numbers, the primary billing phone is used for the PHONE field, while any additional numbers are stored in secondary custom fields such as Secondary_Phone__c. This approach preserves all available contact information while adhering to Mailchimp's standard field structure.

PCLaw records a primary billing contact flag for each client, indicating who is responsible for invoicing. During migration, this flag is converted into a Billing_Contact__c checkbox custom field in Mailchimp. The field enables targeted communications such as billing reminders and invoice-related announcements, though it is not a native Mailchimp attribute and must be created as a custom field before import.

PCLaw tracks the responsible attorney for each client matter. The assigned attorney name is transferred into an Attorney_Name__c custom text field in Mailchimp. This allows the firm to segment its audience by attorney, facilitating internal referral workflows, attorney-specific newsletters, and targeted outreach based on the legal representative assigned to each client.

PCLaw unbilled time entries capture billable hours that have not yet been invoiced. Because Mailchimp's subscriber model does not support time‑tracking data, these records are exported as a separate CSV file containing fields such as client, matter, date, hours, and rate. The firm should retain this export for financial reconciliation and consider importing it into a dedicated billing or accounting platform after the migration.

PCLaw trust account balances and associated ledger entries represent client funds held in trust, a core component of legal accounting. Mailchimp lacks any mechanism to store trust data, so FlitStack exports these records as a standalone CSV that includes account number, client name, balance, and transaction history. The firm should preserve this export in a secure, compliant repository or migrate it to a dedicated trust accounting solution.

PCLaw calendar events such as client meetings, filing deadlines, and court dates are stored with associated contacts. Since Mailchimp does not have a calendar or event management feature, these entries are exported separately with fields for contact, event type, date, and description. If the firm wants to send automated reminders or event‑related emails, they can configure Mailchimp automation triggers using the exported date fields as starting points.

PCLaw contact notes, which can include case summaries, communication logs, and internal annotations, are transferred to a Client_Notes__c custom text field in Mailchimp. Because Mailchimp limits text fields to 1500 characters, notes that exceed this length are truncated and flagged with a warning. The full note text is saved in a supplementary JSON file so the firm can review the complete content if needed.

PCLaw records the creation date of each client contact, providing a historical benchmark for when the client was first added to the system. During migration, this timestamp is stored in a Client_Since__c date custom field in Mailchimp. The firm can use this field to segment audiences by client tenure, run tenure‑based campaigns, and analyze engagement patterns over time.