Migrate from work4all to Mailchimp

work4all Customer master records map to Mailchimp Members within an Audience. We map the customer name to the Member display name, primary email address to the email field (used as the dedupe key), and any phone or address fields to Mailchimp merge fields (FNAME, LNAME, PHONE, ADDRESS). If multiple contact persons exist per customer, we create one Member per email address, preserving the parent Customer relationship in a MERGECUSTOMERID merge field for cross-reference. work4all's commercial figures (credit limit, payment terms) do not have a Mailchimp equivalent and are not migrated.

work4all Business Partners that are not Customers or Suppliers map to Mailchimp Members with a PARTNERTYPE merge field set to 'BusinessPartner' for segmentation. If the Business Partner has multiple linked Contact Persons, each contact person email becomes a separate Member, and the Business Partner record is preserved as a tag or merge field reference rather than a native Mailchimp object.

work4all Sales Opportunities track pipeline stage, estimated value, and linked Customer. We map each Opportunity to a Mailchimp Tag on the associated Customer Member (for example, Tag: 'Pipeline - Proposal Sent'). If multiple Opportunities exist per Customer, we apply multiple tags. The opportunity value and stage are stored in merge fields OPPORTUNITYVALUE and OPPORTUNITYSTAGE so the customer can build Mailchimp Segments based on pipeline activity without rebuilding in a CRM.

work4all Contact Persons linked to Customers or Business Partners map to separate Mailchimp Members. We set the PARENTCUSTOMER merge field to reference the parent Customer record so the relationship is preserved. If a Contact Person has no individual email (only a shared company email), we flag this for the customer to resolve before import to avoid duplicate Members.

work4all Suppliers map to Mailchimp Members only if the supplier has individual contact email addresses that should receive marketing communications. We apply a SUPPLIERTYPE = true merge field or tag each Supplier Member to distinguish them from Customer Members in segmentation queries. Suppliers without marketing opt-in are noted in the migration inventory but not imported.

work4all custom fields on CRM activities (letters, emails, telephone notes, visit reports) are not exposed in a public metadata endpoint. We ask the customer to provide a field inventory or we detect custom fields from the exported data by comparing against the standard object schema. Each discovered custom field becomes a Mailchimp Merge Field with a FIELDNAME_MERGE suffix, capped at 255 characters per Mailchimp's text merge field limit. Long-text custom fields from work4all are truncated with a truncation flag in the import report.

Open Items in work4all represent outstanding invoices and credit memos tied to Customers. We export the open amount, due date, and currency as Mailchimp Merge Fields (OPENAMOUNT, DUEDATE, CURRENCY) so the customer's marketing team can build segments for payment reminder workflows. Partial payments require reconciliation from invoice and payment history; we flag any open items with partial payment status and note them in the migration inventory for the customer to resolve in work4all before export.

work4all invoices, offers, and cost receipts are ERP documents with no Mailchimp equivalent. We do not migrate ERP document content. Instead, we deliver a written inventory of all ERP document references (document number, type, customer reference, total amount, currency, status) as a CSV so the customer's admin can reconcile billing data in their destination accounting tool separately. The inventory includes document attachment references (PDF paths) that require manual retrieval from work4all's document storage.