Migrate from Thomson Reuters Case Center to Mailchimp

Each Case Center participant record (name, email, phone) maps to a Mailchimp contact. When the same person appears in multiple cases with different roles, they create one Mailchimp contact with multiple tags reflecting each role instance rather than duplicate records.

Case Center role types (Party, Attorney, Witness, Court, Other) map to Mailchimp tags applied per contact. This preserves the participant's legal role without creating custom fields — tags are applied at import based on role-type values from Case Center. Each role receives its own tag, enabling segmentation of campaigns by role and allowing updates if a participant's role changes in Case Center, keeping the Mailchimp audience aligned with role assignments.

Mailchimp supports custom merge fields. We create a CASE_REF merge field on the audience and populate it with the Case Center case identifier so contacts retain their associated case context in Mailchimp records. This field enables segmentation by case number, lets you filter contacts for specific cases in reports, and provides a quick reference for support teams needing to tie Mailchimp activity back to the original case file.

Participant organization data from Case Center migrates to a custom FIRM_NAME merge field in Mailchimp. This preserves firm or company affiliation for segmentation without requiring a separate CRM object in Mailchimp. The FIRM_NAME field can be used to filter audiences by organization, to target specific firms in multi‑firm matters, and to enrich email content with personalized firm references during campaigns.

Direct map of participant phone numbers to Mailchimp's standard phone merge field. Mailchimp uses phone for SMS campaigns if the audience has SMS marketing enabled — we preserve the field regardless of immediate use. Having the phone number stored enables future SMS outreach, allows you to comply with contact preferences, and supports multi‑channel communication strategies even if SMS is not activated at migration time.

Direct map — email is the primary key in Mailchimp. We validate email format during import and flag records with malformed addresses for manual correction before the migration commits. Because Mailchimp requires a unique email per contact, duplicates are merged and the resulting record retains combined tags, ensuring a clean, deliverable audience while preserving all role information.

Direct map of Case Center participant first and last name fields to Mailchimp's standard FNAME and LNAME merge fields. If Case Center stores full name in a single field, we split on space and populate both Mailchimp fields. The split supports personalizing email greetings, and any missing name parts are left blank to avoid inaccurate addressing while still preserving the available name data.

Case Center documents, PDFs, multimedia files, and evidence attachments have no Mailchimp equivalent. These are preserved as downloadable exports from Case Center and must be manually organized or stored in a document management system separate from Mailchimp. The export includes a manifest with file paths, case associations, and original upload dates, allowing your team to reconstruct the document hierarchy in a DMS or archive solution of your choice.

Hearing schedules, virtual hearing links, and hearing-specific notes in Case Center have no Mailchimp equivalent. These remain in Case Center or are exported as reference documents — they do not map to Mailchimp campaigns or automations. The export is provided as a CSV file containing hearing date, time, type, and join URLs, so your team can manually communicate updates or build external calendar integrations as needed.

Participant-added annotations and notes on case documents are Case Center-specific metadata with no Mailchimp equivalent. If these notes contain contact-relevant information, we extract it separately during the participant record export. Extracted data is placed into a dedicated notes field or merge field, ensuring that any relevant context (e.g., preferred contact method or special instructions) is preserved in Mailchimp for follow‑up actions.

Case Center's role-based access controls (time-restricted, file-restricted, redacted views) are legal-proceeding governance features with no Mailchimp equivalent. Mailchimp's subscriber status (subscribed/unsubscribed) governs email permissions but does not replicate case-level access hierarchies. After migration, you can use tags to denote participant roles, while case-specific viewing permissions remain managed in Case Center or a related legal platform.

Active, Pending, Closed case status from Case Center becomes a CASE_STATUS tag on Mailchimp contacts. This allows segmentation by case status for communications targeting participants in active versus closed matters. You can build Mailchimp segments that filter on CASE_STATUS to send case‑update newsletters to active participants, closure notices to closed‑case contacts, and status‑change alerts as cases progress.