Filevine

Overview

The Filevine Connector by DBSync enables seamless integration between Filevine’s project and legal case management platform and your other business applications. With this connector, you can automate the flow of data, synchronize records, and streamline legal operations by connecting Filevine to your broader tech stack.

Key Features

• Read data from Filevine with advanced filtering (date ranges, case status, client name, employer name).

• Write data into Filevine, including creating new records and updating existing ones.

• Write back status updates from workflows into Filevine for real-time case management.

• User-friendly interface for OAuth 2.0 authentication, field mapping, and configuration.

• Field-level data validation to ensure compatibility with Filevine’s API.

• Supports both scheduled and event-driven data synchronization

Prerequisites

Before you begin, ensure you have:

• A valid Filevine account with necessary read/write permissions.

• OAuth 2.0 credentials: Client ID, Client Secret, and Access Token (obtained via OAuth flow).

• An active DBSync license that includes access to the Filevine Connector.

• Appropriate permissions in Filevine for the data you intend to access or modify.

Authentication

The Filevine Connector uses OAuth 2.0 for secure access:

• Client ID: Public identifier for your application.

• Client Secret: Confidential key for authentication.

• Access Token: Temporary credential for accessing protected resources, obtained after successful OAuth authentication.

You must register your application in Filevine to obtain these credentials. Enter them in the DBSync connector setup as prompted.

For more details, refer to Filevine’s Authentication Guide.

Supported Operations

Operation	Description
Read	Retrieve records from Filevine with advanced filtering (date, status, client, employer)
Write	Create new records in Filevine, with field-level validation and mapping
Update	Write back status updates and synchronize case/matter status values

• Field Mapping: Use DBSync’s mapping interface to match source fields to Filevine fields for seamless data transfer.

• Bidirectional Sync: Ensure bi-directional data synchronization between Filevine and other systems.

Quick Setup Guide

1. Log in to your DBSync Cloud Workflow account.

2. Navigate to Apps and select Filevine, or click "Add App" by hovering over the connector.

3. Select Organization in STEP 2 from the available list.

4. Enter OAuth Credentials (Client ID, Client Secret, Access Token) in the Quick Setup section.

5. Test Connection to verify the setup and save the connection.

6. Configure Field Mapping as required for your workflow.

Use Case: Automated Project and Case Synchronization Between Filevine and CRM

Objective: Automatically create and update Filevine "projects" (cases) based on new client intakes or matter updates in your CRM, ensuring legal teams always have up-to-date case records and related information in Filevine. Scenario Overview

In Filevine, every legal case or matter is represented as a "project." Each project holds all relevant information for a case, including client contact details, documents, deadlines, tasks, and related parties. Legal firms often want to synchronize their CRM or intake system with Filevine to avoid manual data entry, reduce errors, and accelerate case onboarding.

Workflow Steps

1. New Intake in CRM: A new client matter is created in your CRM or intake platform (e.g., Salesforce, HubSpot, or a custom portal).

2. Trigger DBSync Workflow: DBSync detects the new matter and triggers the Filevine Connector.

3. Create Project in Filevine:

   • The connector creates a new "project" in Filevine, populating it with:

     • Project/client name and contact card

     • Case type (using the appropriate project template)

     • Key dates (intake date, incident date, deadlines)

     • Custom fields (e.g., claim number, opposing party)

     • Initial phase/status

4. Update Related Cases:

   • If the CRM record indicates related matters (such as multiple plaintiffs in the same incident), the connector can create linked projects in Filevine and use the "Related Projects" feature to associate them.

   • For example, two clients involved in the same accident will each have their own Filevine project, but these are linked as related cases for easy navigation and reporting.

5. Ongoing Sync:

   • Updates in the CRM (e.g., change in client contact info, case status, or key dates) are automatically pushed to the corresponding Filevine project.

   • Status changes in Filevine (such as phase progression or case closure) can be written back to the CRM, keeping both systems in sync.

Benefits

• Eliminates Double Entry: No need for staff to manually re-enter case or client details in Filevine.

• Reduces Errors: Ensures data consistency between systems.

• Accelerates Onboarding: New cases are instantly available to legal teams in Filevine, complete with all necessary details and documents.

• Enables Advanced Reporting: By standardizing project creation and linking related cases, firms can run deep reports on case types, durations, and outcomes.

• Improves Collaboration: All team members have real-time access to the latest case data, tasks, and deadlines in Filevine.

Example

A personal injury law firm uses an online intake form to capture new client information. Once a client submits the form, DBSync automatically creates a new Filevine project using the "Personal Injury" template, adds the client’s contact card, sets key dates, and uploads initial documents. If the intake form indicates multiple clients from the same incident, DBSync creates separate projects for each and links them as related cases in Filevine. As the case progresses, updates in either the CRM or Filevine are synchronized, ensuring both the intake team and legal staff are always aligned.

Best Practices

• Use Filevine’s customizable project templates to ensure all required fields are captured during project creation.

• Leverage the "Related Projects" feature to manage complex matters involving multiple parties or linked cases.

• Schedule regular syncs or use event-driven triggers for timely updates.

• Test your workflow with sample data to ensure correct mapping and data integrity.

Troubleshooting

• If the connection is lost, go to the Connectors section, select Filevine, and click "Reconnect." Re-enter authentication details and test again.

• For mapping or data compatibility issues, verify field names and types in both DBSync and Filevine to ensure alignment.

• Consult Filevine’s documentation or your Implementation Consultant for complex migrations or custom field mapping.

FAQs

• Can I use multiple connectors in a single workflow? Yes, DBSync allows integration of multiple connectors for complex data operations.

• How often can syncs be performed? Sync frequency is configurable using the DBSync scheduler. Refer to your DBSync plan for details.

• Is there a trial available? DBSync offers a 14-day free trial after registration.