How the Integration Works
Once the integration has been set up, projects can be imported into Case Status. There are two ways this can be configured:
- Import/Sync all cases: All projects with the required fields will be imported into Case Status. The automatic sync runs nightly at 9:15 PM UTC and will import/sync all projects. The sync can also be triggered manually at any time. The first sync will import all projects from the last 10 years into Case Status. After the first sync, the sync will only pull cases from the last 30 days. Your implementation manager can reset the sync to pull all cases from the last ten years. Duplicate cases will not be added. Users will also have access to a ‘Sync with Filevine’ button where the user can sync all cases into Case Status instantly.
- Import/Sync projects individually: Filevine has the option to add a custom “Case Status” Widget which can be used to sync projects to Case Status. This can be placed in any section within the project in Filevine. The ‘Sync with Filevine’ button is also available where the user can import a singular case along with the project ID for that case.
- If manually syncing a case, a CSV will be sent to whoever triggered the sync with a breakdown of which cases were attempted, and the results of those attempts.
The integration allows for both messages and documents in Case Status to automatically sync to the Project in Filevine
- Messages will sync automatically every two minutes and can be found in the main Feed as well the Activity tab within the project.
- Messages can be sent within the activity thread of a project in Filevine. If the setting and the webhook are configured for the firm, messages that are commented on a #casestatus #messages thread in Filevine will update the client via the Case Status web/mobile app.
- Documents will sync automatically every 20 minutes or can be synced manually on demand. Documents can be found in the Docs tab within the Project.
- #CaseStatus and #Message will appear at the top of the feed item along with a link to the project in CaseStatus. Messages will be grouped under this feed item, which can be expanded. Once expanded, messages will be tagged with #Outbound and #Inbound according to the sender. The message will include the sender of the message, the content of it, and the date/time it was sent.
- #CaseStatus and #Appointments will appear at the top of the feed item along with the link to the appointments tab for that project in Case Status. The details of the appointment and reminders that are sent/scheduled will be visible once the item is expanded. It will indicate who created the appointment along with the #Outbound tag to signify an appointment reminder was sent to the client. The messages here will contain all appointment information including date, time, and location.
Case Status supports stage syncing with the Phases in Filevine. When a Phase is updated in Filevine, the stage will update in Case Status once the case is synced.
- Case Status supports between 2 and 12 stages.
- By default, when the phase of a case is updated, the matching stage in Case Status will be updated. Your integration manager also has the ability to map one stage update to another. For example, if the case is updated to Released From Treatment, by default the integration will look for a stage in Case Status called Released From Treatment. It can instead be mapped to something like “Treatment Completed.
Additional Items that Require a Zapier Account:
- Automatically send a message from a project in Filevine on a case in Case Status can be accomplished using our third-party integration with Zapier. Filevine has a number of different triggers that can trigger a message to be sent in Case Status. For example, a zap can be set up so that when a new calendar event is completed in Filevine for a specific project, the name of that calendar event could be sent through Case Status such as {{Your Firm Name}} has entered a new calendar event on your matter: {{Calendar Title}} at {{Calendar Location}}. This zap can not create a new appointment within Case Status.
- Automatically create or close a case in Case Status can be accomplished using our third-party integration with Zapier. Filevine has a number of different triggers that can trigger a case to be created or closed. Some utilize Zapier to create or close cases in real-time vs waiting for our integration to run each night; however, if Zapier is not set up correctly, this can cause your integration to fail.
