Migrate from The Case File to Mailchimp

Legal CRM and email marketing platform are fundamentally different data models

The Case File is a legal practice-management CRM that organizes contacts around cases, parties, documents, and billing. Mailchimp is an email marketing audience platform with a flat contact model and no concept of matters, court dates, or billable time. We extract every contact and map case-associated properties to merge fields, but cases, documents, time entries, and billing records cannot be represented as Mailchimp records — these are exported as reference CSVs for your team to manage outside Mailchimp.

The Case File workflows, automations, and templates do not migrate

The Case File internal workflow triggers, case-assignment rules, deadline reminders, and document-generation templates have no equivalent in Mailchimp. FlitStack AI migrates data only. We export your The Case File workflow definitions as a structured reference document so your team can recreate them in Mailchimp's Customer Journeys automation builder. Any case-based reminders or task-generation logic needs to be rebuilt as Mailchimp automation triggers using the CASE_NUMBER and CASE_STATUS merge fields as conditions.

Mailchimp charges per contact — duplicate email addresses create double billing

Mailchimp counts each unique email address once per audience, but if the same email appears across multiple audiences, you pay for it each time. The Case File contacts merged from multiple firms or case parties can produce duplicate email addresses if not de-duplicated before import. We enforce email lowercase normalization during extraction and run de-duplication against the full contact list before loading, preventing the scenario where '[email protected]' and '[email protected]' land as two separate contacts and inflate your Mailchimp plan cost.

Case document attachments require external hosting and URL merge fields

The Case File stores documents as attachments on case records with version history and Bates-number metadata. Mailchimp has no document storage — files cannot be attached to audience members. We export each document with its original filename and upload path, then host the file in a shared location you specify (Google Drive, Dropbox, SharePoint, or your web server). The file URL is stored as a FILE_LINK merge field on the contact. Document version history, Bates numbers, and file-size metadata are not preserved in Mailchimp.

Mailchimp merge fields cap at 255 characters — long notes get truncated

The Case File case notes and contact notes often contain long-form text exceeding Mailchimp's standard merge field limit of 255 characters. We store full note text in a separate export file and populate the CASE_NOTES merge field with the first 255 characters as a preview. Recipients viewing the contact profile in Mailchimp see the truncated note; full text is available in the exported reference file. For contacts with critical note content, we can store the note text in multiple merge field segments (NOTE_PART_1, NOTE_PART_2) at the cost of additional merge field slots in your Mailchimp plan.