Migrate from Perfect Portal to Mailchimp

Every Perfect Portal contact maps to a Mailchimp audience member. Email address is the unique key for matching; contacts without a valid email are flagged for manual review before import since Mailchimp requires an email address for every subscriber. We also validate email format and check for duplicates across the contact list before creating the import batch to avoid duplicates in your Mailchimp audience.

Perfect Portal stores custom properties per contact (e.g., matter type, referral source, client status). Each unique property name becomes a Mailchimp merge tag. Mailchimp supports up to 40 audience fields per account — properties beyond that limit are exported as a separate CSV reference file.

Perfect Portal's Matter object has no Mailchimp equivalent. The matter name, stage, responsible attorney, and document list cannot be represented in Mailchimp's audience model. We export the matter-contact association as a CSV and preserve it as a reference dataset for your records.

Matter lifecycle stages (e.g., Enquiry, Instruction Received, Under Offer, Completed) are not native to Mailchimp. We map active stages to Mailchimp tags on the contact record so you can segment your audience by matter status in Mailchimp — though the automation logic tied to those stages must be rebuilt in Customer Journeys.

Referrers stored as contacts in Perfect Portal map directly to Mailchimp audience members. We tag them as 'Referrer' so your Mailchimp segments can include or exclude them from marketing campaigns — referrers may not want the same communications as end clients.

Perfect Portal documents and files attached to a matter have no storage location in Mailchimp. We export the document list (file name, matter association, upload date) as a CSV reference. Files must be stored in your document management system or cloud storage — Mailchimp's file hosting is limited to email campaign assets.

Perfect Portal records the original contact creation date and last modification date. Mailchimp's native fields do not preserve source-system timestamps from external systems. We store these as custom merge tags (e.g., ORIGINAL_CREATE_DATE and LAST_MODIFIED) on each audience member, allowing you to retain source-system date history for reporting and contact lifecycle analysis.

Perfect Portal consent records tied to matter intake map to Mailchimp subscriber statuses: subscribed, unsubscribed, pending (for double opt-in), or cleaned ( bounced). We set the correct status at import to avoid re-importing unsubscribed contacts, which violates anti-spam regulations and damages sender reputation.

Perfect Portal activity notes (calls, messages, stage-change records) have no Mailchimp equivalent. These are exported as a CSV linked by contact email. You can use Mailchimp's Notes feature on individual contacts for brief annotations but it does not replace a structured activity log.

Perfect Portal contacts who have unsubscribed from portal communications are migrated as unsubscribed in Mailchimp. We cross-reference the Perfect Portal unsubscribe list with your Mailchimp suppression list at import time to prevent re-subscribing contacts who previously opted out. This prevents spam complaints and protects your domain sender reputation across all future campaigns.