Lead Docket statuses and substatuses can be mapped directly to Filevine phases, meaning that changing a phase in Filevine can trigger a status or substatus change in Lead Docket. Users can send out templated emails and text messages from Lead Docket based on a Filevine phase change. Additionally, users can send settlement information from Filevine to Lead Docket with only a Filevine phase change. 

This article will go over how to set up mapping between Lead Docket statuses and Filevine phases and show how a phase change can send out message templates or send settlement information. 

Note: To set up Filevine phase mapping, Lead Docket support must first enable the phase mapping feature for your organization. If your organization does not have phase mapping enabled, contact Lead Docket support for assistance. Filevine phase mapping can also be enabled and set up during the implementation process. If your firm is being implemented, ask about phase mapping.

Set Up Mapping

Filevine phases can be mapped to Lead Docket statuses and substatuses within the larger Lead Docket “Signed Up” status. To set up phases, follow the steps below. 

Entering Substatus Phases

1. Navigate to the  Statuses page in Lead Docket. In Lead Docket, select Manage from the left hand menu and then Statuses from the dropdown.
   
2. Edit the status. From the list of statuses, select Signed Up.  On the Edit Status page, click the Add Substatus button. 
   
3. Add all substatuses. In the module, fill out the title of the first Filevine phase and hit “Save.” Repeat this for each of your Filevine phases. 
   

Phase Mapping

Once all substatuses have been added, you can map the phases. 

1. Navigate to Pending Filevine > Filevine Mapping > Phase Mapping tab > New Phase Mapping. To navigate the Add Phase Mapping modal, click Filevine Mapping in the left side menu. Then, click Filevine Mapping. Click on the Phase Mapping tab, and then click the New Phase Mapping button.

2. Match phases and substatuses. In the Add Phase Mapping module, add the Filevine phase, the Lead Docket Signed Up status, and the matching Lead Docket substatus. Repeat this step for each of the Filevine phases. 
   
   The “Closed” substatus will allow for additional options. Learn more about sending settlement information. 

Once you have completed matching the phases to Lead Docket substatuses, you are ready to add the subscription through Filevine’s API portal. 

Connecting through API

The last step to setting up phase mapping is to add the “PhaseChange” subscription in Filevine’s API. Please contact your Filevine representative to set up the “Phase Change” subscription.

Automated Templates

Once phase mapping setup has been completed, any templates created and connected with those substatuses in Lead Docket will be sent out automatically when the phase is changed in Filevine. 

For example, if you had an email template associated with Signed Up/Treatment status in Lead Docket, since this status is now tied with the “Treatment” phase in Filevine, changing a project phase in Filevine to “Treatment” will automatically send out the templated email. Changing the Filevine phase to “Treatment” will send a message to the client and a note with the message content into the Filevine project’s activity feed. 

Learn more about how email and text message templates can be created and associated with statuses in Lead Docket. 

Sending Settlement Data

If the status “Closed” is selected when mapping phases and substatuses, the module will expand to include fields to map settlement data from Filevine to Lead Docket. To send settlement data from Filevine to Lead Docket upon the closing of a case, fill out the selector fields with your Filevine custom selectors for those respective fields: fee, settlement, referral fee paid, expenses, settlement date, and settlement note. To send settlement data from a collection section in Filevine, all chosen custom selectors must be from that section. (Filevine custom selectors can be viewed in the “Sections” section of the Customs Editor.) Make sure to save. 

When these fields are filled and the phase is mapped to Lead Docket, a case settlement will be created directly in Lead Docket when the status is changed to “Closed.” If all filled fields correspond with a Filevine collection section and the phase is mapped to Lead Docket, a case settlement for each collection item will be created directly in Lead Docket when the status is changed to “Closed.”