Automations (Formerly “Vinebots”)

Included Automations

Included automations are available for use by any client that has a minimum of 2 standard automations complimentary.

Standard Automations

One Standard automation that can be used for any of the automations listed on this page that are marked as standard

Premium Automations

One Premium automation that can be used for any of the automations listed on this page that are marked as standard

Change Phase Button

Included – Assign a button that enables you to a change a phase with a single click instead of utilizing the dropdown feature, allowing you to put the control of that action in the context of the project and use logic in the project to determine when and where it shows.

Get Weather Button

Included – Click a button to add the weather report for an accident time & location into your case.

Add to Calendar Button

Included – Click a configured button to create appointments from project data, and further increase that visibility by adding people to those events so that they appear in their Filevine calendar and any sync’d 3rd party calendars – all with a button click.

Create Item Button

Included – Click a button to create a Collection item pre-filled with the data from other fields in your project.

Add Person to Team Button

Included – Click a button to add one or more person fields (such as Primary Attorney) to a preconfigured team level and org role for the current project.

Duplicate Collection Item

Included – Put a button named ”CopyCollectionItem” into any Collection, and simply click it to duplicate that item.

QuickBooks Sync

Standard – Automatically send financial information between Filevine and Quickbooks Online, eliminating the need to enter it twice.

CSV Collection Item Import

Standard – Use a csv to bulk create/update collection items. Very large collections can be a challenge to manage in a UI. When a spreadsheet is an easier way to manage, create and update collection items in a project via an import.

Field Sync

Standard – Sync static section data to other static or collection sections within a project. Triggered either by the source field being updated or a new collection item created in the destination collection section. Customized per firm typically at set up.

Activity Updater

Standard – Creates a Note or a Task in the activity feed for subscribed events in a project, such as phase changes, watched field changes, new calendar events and new collection items.

Parent Projects

Standard – Auto Sync data from defined sections of a “Parent” project to all its children in the same template. That parent-child project relationship is defined by either a project list field or a report.

Dynamic Section Visibility

Standard – Add on Toggle template section visibility based on phase change or field input such as a “case type” selector.

CMS 1500 (Neurology)

Specific to Neurology Clinics using the “Elite” Template – Generate CMS 1500 documents with your Filevine Data.

Calendar Collection

Standard – Creates calendar events when items are added to a specified collection section.

Advanced Links

Standard – Builds links dynamically using field codes from the project and forms in a URL template.

Get Location Data

Standard – Click a button in your project to get the County or Geocode (Latitude-Longitude) for a specific address.

Auto Case Number

Standard – Provides a real time automation that upon the creation of a new Filevine project a field determined by Customer will be updated with a customized case number. The case number format can be based on auto incrementing numbers based on a starting value and included suffix and prefix characters. In addition, the ability to create time based case numbers such as new case numbers each year with a prefix on the case number of the YY value – case number.

Simply Convert Integration

Premium – Sync data from SimplyConvert to Filevine and Filevine to SimplyConvert to ensure all data is in sync between both systems.

LA Court Calendar Sync

Premium – LA Court Calendar Sync is an automation that identifies changes to LA County Court Calendars and syncs those changes to Filevine and, in turn, to your calendar using Filevine’s integration.

Scan to Project

Premium – Easily and securely scan documents directly into your Filevine projects.

API Intake

Premium – Accept full case data sent by referring firms or other external data sources, including documents, via a single API endpoint, which is mapped for a specific source.

File Sync

Custom – Sync documents added to Filevine automatically to an AWS S3 bucket controlled by Customer in Customers account. From the S3 bucket utilize AWS Simple Storage Gateway to provide a real time sync to a local shared network drive. Files saved to the local network drive will sync to S3 and then be properly sync’ed back to Filevine.

Filevine Data Warehouse and Data Stream

Near real time replication of Filevine data into a database  controlled by customer to allow for direct access to all customer data and for integration to customer’s business intelligence or similar business services.  Provides synchronization of Project Section, Form fields, Collection Section records, Contact Card, Tasks/Notes/ Deadline chain, Appointment, Folder and Document Info and other information.  Utilizes customer provided AWS RDS PostGres Database database.

Client Portal (Formerly “Vineportal”)

Client Portal Standard

Client Portal standard provides a web based portal that is connected to FileVine to allow for Filevine clients or 3rd party external partners visibility into key project level data for the projects they are associated with.  Vineportal standard does not include Client Portal Flows, Tasks List, or other premium features.  Up to ten customized user views is provided with standard to differentiate the fields that your users see based on their user type.  In addition, users can have different fields and views based on Filevine Project Types (templates) as well as, a custom Project Type field. 

Client Portal Action Center

Provides the ability to send notifications to clients or claimants on a project based on conditional values of fields stored in Filevine or Client Portal Tasks.  Tasks allow end users (Clients or Claimants) the ability to be assigned tasks that provide for a task name, description and ability to request a document upload.

Client Portal Premium – Project Based

Premium Client Portal features for end-customer usage that are managed on an active project basis including Client Portal Flows, Client Portal Task List, and Document Upload.  

Client Portal Flows provides the ability to send tailored email and/or portal notifications to your end customers/clients based on Client Portal or Filevine data criteria including phase status, field values, and Client Portal task status.   In portal notifications support the ability to send messages with variable values based on Filevine or Vineportal field values that are encrypted and not shared via email.  

Client Portal Task List allows for creating custom task lists that are auto assigned to your customer/clients based on the phase of their project with the ability for uploading of documents based on tasks assigned. 

Lastly, custom one-off document upload features.

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Below are common product feature overviews. Feature descriptions are only sourced from Neostella customer demonstrations or user guides (available at: help.neostella.com) and may not be appropriate or available for every use case.

Data Governance

Users interact with Data governance primarily via the Neostella chrome extension (Neodeluxe Sidebar).

Field Governance: Create rules to ensure text or date inputs meet acceptable values.

Field Pattern Matching: Validate that entered data matches pre-defined format patterns.

Mandatory Field Governance: Dynamically require specific fields based on conditional rules for data values or phase changes.

User Action Governance: Control access by specifying which users can perform actions like phase changes, editing static sections, managing collections, or editing notes.

Alerts in Filevine: Notify Filevine users in real-time with pop-up alerts via the Neodeluxe Sidebar when governance rules are violated.

Alert Reporting: Automatically log all triggered alerts for visibility via the online Neodeluxe portal and/or daily email reports of unresolved alerts.

Forms

Form Builder: Create forms using Filevine fields in a drag-and-drop interface within the Neodeluxe portal, allowing for the customization of field names as necessary.

Conditional Logic: Show or hide fields based on values within fields of data in Filevine projects.

Field Options: Add mandatory, view-only, description, text lists, and project details fields.

Form Sections: Convert a collection section into a static section to prevent new items from being added.

Contact Cards: Customize contact card templates, and add contact card fields to forms.

Client Portal Forms: Automate information collection from clients with automated and static forms.

Project Forms: Submit project data from Neodeluxe to Filevine that cross multiple sections or collection sections in a single form.

Attachment Form Fields (Project Forms Only): Display and download project attachments directly from forms.