CRM migration
Field-level mapping, validation, and rollback between Smokeball and Mailchimp. We move data and schema; workflows are rebuilt natively in Mailchimp.
Smokeball
Source
Mailchimp
Destination
Compatibility
12 of 12
objects map 1:1 between Smokeball and Mailchimp.
Complexity
BStandard
Timeline
48–72 hours
Overview
Smokeball is a legal practice management platform built around matters, contacts, documents, billing, and staff workflows — the core objects are Contacts, Matters, Documents, Activities, and Staff. Mailchimp is an email marketing platform built around Audiences, Contacts, Tags, Segments, and Campaigns — its contact schema is flat, centered on subscriber email and merge-field custom properties. FlitStack AI maps Smokeball contacts directly to Mailchimp audience members, preserving firstname, lastname, email, phone, jobtitle, and any active contact tags. Smokeball's legal-specific objects — matters, documents, billing records, time entries, staff assignments — have no Mailchimp equivalent and cannot migrate; those are surfaced in the migration audit as out-of-scope. Custom contact properties in Smokeball (such as practice-area flags, referring-attorney fields, or client-type designations) map to Mailchimp merge fields, which must exist in the destination audience before import. FlitStack sequences the migration as an API-driven export from Smokeball's contacts endpoint followed by a Mailchimp bulk import, with a delta-pickup window capturing any contacts added or edited during the cutover window. A sample-import diff verifies merge field values, tag assignments, and suppression-list hygiene before the full run commits.
Every standard and custom field arrives verified.
AI proposes the map; you confirm before any record moves.
Parent–child, lookups, and ownership stay linked.
Calls, emails, meetings — with original timestamps.
Documents, uploads, and inline notes move with the record.
Why teams make this switch
Leaving
What's pushing teams away
Choosing
What's pulling them in
Object mapping
Each row shows how a Smokeball object lands in Mailchimp, including any object-level transformations, lookup resolution, or schema-design dependencies.
Typical mapping — final map is confirmed during the sample migration step.
Smokeball
Contact
Mailchimp
Audience Member
1:1Smokeball contacts migrate as Mailchimp audience members. The email address is the unique identifier — contacts without a valid email address cannot import to Mailchimp and are flagged separately as skipped records. FlitStack generates a dedicated report listing all contacts excluded from migration due to missing or invalid email addresses, allowing the firm to address these gaps before a follow-on import run.
Smokeball
Contact (custom properties)
Mailchimp
Merge Field
1:1Smokeball custom contact properties (practice_area, client_type, referring_attorney, etc.) map to Mailchimp merge fields. Each merge field must be pre-created in the Mailchimp audience with the correct type (TEXT, NUMBER, PHONE, etc.) before import — FlitStack delivers a merge-field creation spec as part of the migration plan.
Smokeball
Contact Tags
Mailchimp
Tag
1:1Smokeball contact tags (e.g., 'PI-Client', 'Newsletter-Subscriber') migrate as Mailchimp tags on the contact record. Tags are additive — a contact can hold multiple tags. Value-by-value mapping is not required since tags are free-form strings in both platforms. FlitStack preserves tag names exactly as they appear in Smokeball, applying them to the corresponding Mailchimp contact record during the batch import operation.
Smokeball
Contact Notes
Mailchimp
Contact Note / Tag annotation
1:1Smokeball contact notes (free-text annotations) have no direct Mailchimp equivalent — Mailchimp contacts support a single 'note' field. FlitStack appends the most recent note as the Mailchimp contact note and flags older notes for manual review or tagging with a 'has-history-notes' tag.
Smokeball
Matter
Mailchimp
No equivalent
1:1Smokeball matters (legal cases) have no Mailchimp analogue. Matter number, description, type, status, responsible attorney, open balance, and other side fields do not map. FlitStack exports a matter reference ID as a merge field (Matter_ID__c) on the contact record for traceability, but the matter data itself is out of scope.
Smokeball
Document
Mailchimp
No equivalent
1:1Smokeball documents (letters, briefs, court filings stored in Matter containers) cannot migrate to Mailchimp. Mailchimp has no document management or file storage capability — it handles contact data and email campaigns only. All Smokeball documents must remain in Smokeball or be exported separately to a dedicated document management system or cloud storage platform for long-term retention.
Smokeball
Activity (email, call, meeting, task)
Mailchimp
Campaign Activity (opens, clicks)
1:1Smokeball activities (billable events, emails logged against matters, calls, meetings) have no Mailchimp equivalent. Mailchimp records engagement events (opens, clicks, unsubscribes) tied to specific campaigns — these are destination-side events, not migrated from Smokeball. The communications history in Smokeball stays in Smokeball.
Smokeball
Staff
Mailchimp
No equivalent (Mailchimp User is workspace-level, not a contact)
1:1Smokeball staff records (attorneys, paralegals, assistants) with email addresses can be optionally included as Mailchimp audience members if the firm wants to market to its own employees — but Smokeball staff are not matter contacts and must be explicitly included in migration scope. Staff without contact email are skipped.
Smokeball
Billing / Invoicing
Mailchimp
No equivalent
1:1Smokeball invoices, time entries, trust accounting records, and payment history represent legal-financial objects with no Mailchimp equivalent. Mailchimp's billing model operates at the platform level based on audience list size, not on a per-contact basis. These financial and accounting records are explicitly excluded from migration scope and must be retained in Smokeball or exported separately for archival purposes.
Smokeball
Workflow
Mailchimp
Customer Journey
1:1Smokeball workflows (automated task series tied to matter types) do not migrate. They must be rebuilt in Mailchimp's Customer Journey builder using contact tags and segment triggers as the automation foundation. FlitStack exports workflow definitions as a reference document for the Mailchimp-side rebuild.
Smokeball
Contact Address
Mailchimp
ADDRESS Merge Field group
1:1Smokeball stores contact addresses as structured fields (street, city, state, zip, country). Mailchimp requires a dedicated ADDRESS merge field type with separate addr1, addr2, city, state, zip, and country components. FlitStack splits the Smokeball address into Mailchimp's address field structure during import.
Smokeball
hs_object_id (internal Smokeball ID)
Mailchimp
Source_System_ID__c merge field
1:1The internal Smokeball contact GUID is preserved as a custom merge field (Source_System_ID__c) on each Mailchimp contact record. This enables traceability between the source and destination systems and supports future delta-run de-duplication by allowing FlitStack to match Mailchimp contacts back to their original Smokeball records on subsequent migration runs.
| Smokeball | Mailchimp | Compatibility | |
|---|---|---|---|
| Contact | Audience Member1:1 | Fully supported | |
| Contact (custom properties) | Merge Field1:1 | Fully supported | |
| Contact Tags | Tag1:1 | Fully supported | |
| Contact Notes | Contact Note / Tag annotation1:1 | Fully supported | |
| Matter | No equivalent1:1 | Fully supported | |
| Document | No equivalent1:1 | Fully supported | |
| Activity (email, call, meeting, task) | Campaign Activity (opens, clicks)1:1 | Fully supported | |
| Staff | No equivalent (Mailchimp User is workspace-level, not a contact)1:1 | Fully supported | |
| Billing / Invoicing | No equivalent1:1 | Fully supported | |
| Workflow | Customer Journey1:1 | Fully supported | |
| Contact Address | ADDRESS Merge Field group1:1 | Fully supported | |
| hs_object_id (internal Smokeball ID) | Source_System_ID__c merge field1:1 | Fully supported |
Gotchas + challenges
Platform-specific issues from each side, plus the pair-specific challenges that don't show up on either platform's page on its own.
Smokeball gotchas
Document upload may not finish before Go Live
Data entry must halt during final LIVE migration cutover
Duplicate contacts are not detected during import
Closed and archived matters migrate after Go Live
Lower pricing tiers strip PDF functionality and auto time
Mailchimp gotchas
Contact count includes unsubscribed and non-subscribed records
Automation workflows cannot be exported
Account suspensions trigger silently during migration
Template HTML is Mailchimp-specific and may not render in other platforms
E-commerce data requires active store connection
Pair-specific challenges
Migration approach
Enroll as Smokeball API partner and establish export credentials
FlitStack initiates the Smokeball partner enrollment on the firm's behalf. The firm authorizes FlitStack as an API integrator, and FlitStack receives OAuth 2.0 credentials. With credentials in hand, FlitStack connects to the Smokeball API, pulls a full contact export (including custom properties, tags, addresses, and status fields), and validates the contact count and field coverage against the firm's expected migration scope. This step typically takes 5–10 business days for partner approval and 1–2 days for the initial export.
Audit Smokeball contacts and design Mailchimp audience schema
FlitStack analyzes the Smokeball contact export to identify custom properties, tag values, address formats, and records with missing or invalid email addresses. The team produces a Mailchimp audience schema document: a list of merge fields to pre-create (with type and max-length), tags to pre-configure, and a list of contacts flagged as undeliverable or inactive for the firm's decision on exclusion. The firm creates the Mailchimp audience and merge fields before the migration import runs. Any address fields that need parsing are flagged for Smokeball-side cleanup.
Run sample migration with field-level diff
A representative slice — typically 100–500 contacts spanning different tags, custom property values, and address formats — is imported into the Mailchimp audience. FlitStack generates a field-level diff report comparing the Smokeball source values against the Mailchimp imported values. The firm reviews merge field values, tag assignments, address parsing accuracy, and unsubscribed-contact flags. Any mapping corrections are applied before the full run. This step validates the transformation logic and catches edge cases (long notes, unusual characters, missing addresses) before large-volume import.
Execute full migration with delta-pickup window
The full Smokeball contact export is imported into Mailchimp using Mailchimp's batch member-addition endpoint. FlitStack applies tags in a batch-tag operation after contacts are created. A delta-pickup window of 24–48 hours captures contacts added or edited in Smokeball during the cutover period. FlitStack generates a final audit log listing all imported contacts, skipped contacts (no email), merged duplicates, and applied tags. One-click rollback is available — contacts can be removed from the Mailchimp audience in a single operation if reconciliation reveals issues. After rollback is confirmed, the firm can request a re-run with corrected logic.
Export Smokeball workflow definitions as rebuild reference
FlitStack exports the definitions of Smokeball workflows — task series auto-assigned to matter types — as a written reference document describing each workflow's trigger conditions, task sequence, and assignee logic. This document is handed to the firm's Mailchimp admin as a rebuild guide for Customer Journeys. FlitStack does not implement Mailchimp automations, but the reference document maps Smokeball workflow concepts (matter type, task stage, responsible staff) to Mailchimp Customer Journey concepts (tag trigger, segment condition, email send). The firm rebuilds automations in Mailchimp using this reference, or engages FlitStack for a separate automation-setup engagement.
Platform deep dives
Smokeball
Source
Strengths
Weaknesses
Mailchimp
Destination
Strengths
Weaknesses
Complexity grading
Standard CRM migration. 2 of 8 objects need a mapping; the rest are 1:1.
Overall complexity
Standard migration
Derived from compatibility, mapping clarity, API constraints, and data volume across Smokeball and Mailchimp.
Object compatibility
2 of 8 objects need a mapping; the rest are 1:1.
Field mapping clarity
Field mapping is derived from defaults — final spec confirmed during the sample migration.
Timeline complexity
8-object category — typical timelines run 2–7 days end-to-end.
API constraints
Smokeball: Not publicly documented.
Data volume sensitivity
Smokeball doesn't expose a bulk API — REST + parallelization used for high-volume runs.
Estimator
Rule-based pricing — no per-record fees, no manual quotes. Migrations over 2M records are scoped individually.
Step 1
Pick a category, then your source and destination platforms.
Category
FAQ
Answers to the questions buyers ask most during Smokeball to Mailchimp migration scoping. Not seeing yours? Book a call.
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