Migrating from shared drives and email
For practices that have never had a case management system and run everything out of a folder structure and a shared inbox.
Reframing the mental model
The biggest challenge is not technical — it is conceptual. In a folder-and-inbox setup, a 'case' is implicit: a folder plus a set of email threads. In ImmPilot, a case is a first-class object. Team members need to internalise this shift for the transition to succeed.
Auditing what you have
Spend a week auditing your shared drive: how many active clients, how many active cases per client, what the folder naming conventions are, and what is actively used vs. archival. This audit informs the entire migration.
Building the client list
Extract your active client list from the shared drive and any adjacent systems (billing, CRM, contact lists). Consolidate into a single CSV and import into ImmPilot.
Migrating active cases
For each active client, create a case at its current stage. Upload the relevant documents from the shared drive folder into the case. Historical email threads can be exported as PDFs and attached as case notes if needed for the record.
The email transition
Set up structured email intake for each case. Announce to clients that all new communication should route through the portal or the case's intake email address. Expect 30–60 days of email inertia before the transition completes.
Archiving the old drive
Do not delete the shared drive. Once cutover is complete and 60 days have passed with no active use, archive it read-only. Deletion, if ever, happens years later after retention windows expire.
Ready to plan your migration?
Our onboarding team runs the migration for you as part of your Practice plan. Book a scoping call.