Short answer
Switching from MyCase is a project, not just a software sign-up. First, list what your firm needs to move, then confirm MyCase’s current export options for each data type. Test the exported files and import a small sample into the new system before moving everything. Keep access to MyCase until your firm has checked the migrated records and saved any files it still needs.
Start with an inventory
A migration can involve more than client and matter names. Make a list of the records your firm uses, who needs them, and how far back you need to retain them. The list also helps you ask both providers specific questions about export and import formats.
Include active and closed matters, contact details, notes, tasks, calendar events, documents, billing records, and client portal material where applicable. Some information may be stored as an attachment or report rather than as a record that transfers directly into another system. Ask about that distinction before you start.
| Data to review | Questions to answer before migration |
|---|---|
| Contacts and matters | Can records be exported in a structured format? Do matter numbers and relationships remain clear? |
| Documents and attachments | Are files exported separately, in folders, or with a report linking them to matters? |
| Calendar and tasks | Can dates, reminders, assignments, and completed items be retained? |
| Notes and activity history | Which entries can be exported, and how are dates and authors represented? |
| Billing records | Can invoices, payments, and balances be exported? What will need manual review? |
| Client portal content | What can clients currently access, and what must be saved or communicated before access changes? |
Treat this as a working inventory, not an assumption about what MyCase will export. Confirm each item with MyCase and the new provider using their current documentation or support teams.
Confirm the export before changing anything
Ask MyCase support what export options are currently available for your account and each category on your inventory. Request details about file types, folder structure, date ranges, and whether exports include attachments and related records. Also ask whether there are account settings or steps your firm must complete before exporting.
Ask the new provider what it can import, what file formats it accepts, and which fields will not map automatically. A file that opens on your computer is not necessarily ready for import. For example, a spreadsheet may contain matter data but not the documents or relationships connected to those matters.
Before exporting, make sure the person coordinating the move has appropriate account permissions. Store the exported files in a location approved by your firm, limit access to staff who need it, and avoid sending client information through ordinary email. Keep an untouched copy of the original export while testing a separate working copy.
Run a small test migration
Do not begin by importing the entire database. Select a small, representative sample that includes different matter types and the records your staff use every day. Follow the new provider’s instructions, then compare the imported records with MyCase.
Check names, matter numbers, dates, document links, task assignments, and billing information. Open a sample of attachments rather than relying only on file counts. Ask the staff who handle those records to confirm that they can find and use the information they need.
Write down problems as you find them. Separate issues that can be corrected during import from records that need manual handling. If fields do not transfer, agree on a consistent way to preserve the information before the full migration. Do not assume that a blank field means the data was unimportant.
Use a controlled cutover checklist
A planned cutover reduces the chance of staff entering new information in two systems. Choose a date and tell the people affected what changes, when to stop updating MyCase, and where to enter new work. Coordinate that timing with both providers.
- Set a cutoff: Decide when staff will stop adding records to MyCase and how urgent updates will be handled during the transition.
- Export and preserve: Save the agreed exports, document the export date and contents, and retain an untouched copy in approved storage.
- Import and compare: Move the data using the provider’s documented process, then check record totals and samples across each category.
- Test staff workflows: Confirm that users can locate matters, open documents, manage calendar items, and complete other daily tasks.
- Keep MyCase available: Do not cancel or remove access until your firm has finished its checks and confirmed how it will retain records it still needs.
The exact process depends on the export formats, the new system’s import tools, and your firm’s records. If the new provider does not import a particular category, decide how staff will retrieve it and who will maintain that archive.
Compare the full workflow, not just the subscription
Before choosing a replacement, compare the features your firm actually uses. Look at matter management, calendars, documents, billing, client access, website needs, and support for moving data. Ask for a demonstration using realistic workflows, and confirm any migration limits before committing.
LegalWebDesigns offers practice management with matters, calendar, documents, billing, and a client portal. Its website package includes setup, domain, hosting, and SSL for $0 upfront, with a $49 monthly option; there are no contracts, and the firm owns its site and data. Review the practice management features and pricing alongside your migration requirements.
When comparing providers, ask whether migration work is included, what your staff must do, and whether there are separate costs. Confirm which records the new system accepts rather than relying on a general promise that data can be moved.
What to do next
- Create an inventory of the records and files your firm needs from MyCase.
- Ask MyCase support for current export details and ask the new provider about import limits.
- Run a test migration, then have staff verify representative records and attachments.
- Set a cutoff date and keep MyCase access until your review is complete.
- Compare your options on the comparison pages before choosing a replacement.