Neodeluxe Filevine Template Setup

  • Updated

Who can use this feature?

Neodeluxe Users with Portal Admin role.
For more information about roles, please visit:
Manage Neodeluxe Users.

Summary

The Filevine Template Setup establishes a connection between your Filevine tenant and Neodeluxe, allowing seamless, secure data transfer between both applications. This setup is essential for every new Filevine Project Type added to your organization to ensure compatibility with Neodeluxe.

To use a Filevine Project Type in any Neodeluxe feature or product, you must first complete this Filevine Template Setup process.

Filevine Template Setup 

  1. Go to the Admin menu > Neodeluxe Portal > Filevine Template Setup.

The Filevine Project Type interface guides users through a series of setup stages:

Step 01: The Basics
  1. Review the Filevine Integration Setup instructions; click Next to continue.

The instructions are the following: 

“During this Setup process, you will create a connection between your Filevine Tenant and your Neodeluxe Portal Tenant, allowing the transfer of data between applications and giving you access to data from Filevine.

A unique setup must be completed for each Filevine Project Type you want to give users access to.

To complete the process, please have the following information handy:

• Filevine Subdomain

• Region

• PAT

• A Filevine user account that grants access to customize reports and edit sections in the Custom Editor. The Filevine user in question is the one linked to the Personal Access Token (PAT).

Don’t have everything you need? Don’t worry! We save your progress as you go and you can resume the setup process anytime.”

Step 02: Authentication
  1. Enter your Filevine Tenant Subdomain, select the Filevine Region (USA or Canada), and click Save. 

A notification displaying Your Filevine Integration data has been saved Succesfully! appears in the bottom-right corner of the screen.

 

  • Filevine tenant subdomain can be obtained from your Filevine URL, between “https://” and “.” For example: https://this_is_the_tenant.filevineapp.com

  • Available Regions are USA or Canada. The Region, and Application determine which Filevine client to use. The Filevine client must match the Personal Access Token, otherwise, the integration won't work.
  1. In the Applications connections list, locate the application with No connection established status, and click Connect to establish a connection between the application in Neodeluxe and the Filevine tenant subdomain.

  • During the first connection process, all applications will show No connection established status, and the Connect button is enabled.
  • If an application was previously connected, the Connected status is displayed, and the Reconnect button is enabled.
  1. Enter the corresponding application Token, if desired, enter an Expiration Date, and click Connect. 

A notification displaying Your application has been connected Successfully appears in the bottom-right corner of the screen, and the configured Neodeluxe Application is correctly integrated with Filevine.

  • The Expiration Date is optional, but recommended. Setting an expiration date allows the Support team to notify the client before the token expires.
  •  If the entered token is invalid, the message No configuration found is displayed, and the connection is not established.
  • For more information on how to obtain the Personal Access Token for a specific application, please visit: How to Get a Filevine API OAuth Access Token.
  • Repeat this process for each application to be connected.
  1. To reconnect a previously connected application, locate it, and click Reconnect to reconnect it with Neodeluxe and the Filevine Tenant Subdomain.

  1. Modify the Token (If required), and then click Connect. A notification displaying Your application has been connected Successfully appears in the bottom-right corner of the screen, and the configured Neodeluxe Application is correctly integrated with Filevine.

  • In the Application Connection window, the Token field is not displayed for security reasons.
  • When the user clicks the View icon, the pre-filled token is masked for security.

  • However, when the user modifies this field, and clicks the View icon, the newly entered token is revealed.
  • If the Token is not modified, and the user clicks Connect, the operation will fail.
  •  If the entered token is invalid, the message No configuration found is displayed and the connection is not established.
  1. After the connections are completed, click Next.

Step 03: Project Type
  1. In the Available Project Types dropdown, select the desired Project Type, then click Next.

  • This step creates the Data Source Schema for the Project Type. 
  • The Vineportal section allows the Portal Access Users to be invited to Neodeluxe.
  • Project Types may vary based on your Filevine tenant.
Step 04: Phase Tracker Authentication

  1. Select the Phase Tracker Type:  For more information on the Phase Tracker Types, please visit: Phase Tracker Setup.

  1. Click +Add Phase Category to create a new phase category.
  • Phase Category: Enter the name of the phase category.
  • Phases Included: Select the phase(s) to be included in the phase category. 

Available options may vary based on the selected Project Type.

  • Description: Enter the description of the phase category.
  • Order: By default, the Phase Category order is assigned.
  • Bar%: Indicate the Phase Category bar percentage.
  • Add as many Phase Categories as necessary and ensure the total Bar % adds up to 100%.
  • Maximum 6 phase categories are allowed.
  • For Phase Tracker with Progress Bar no section can be smaller than 10%.
  • For Phase Tracker with Progress Steps no step can be smaller than 16%.
  1. Click the Save icon to add the Phase Category to the list.

  • Clicking the Save icon adds the configuration to the list, but the complete Phase Categories configured are not saved until the user clicks the Next button located at the bottom-left corner of the screen. The Next button is enabled when the criteria are satisfied.
  • To cancel the action, click the X icon.
  1. Click the Edit icon to modify Phases Categories in the list, and click the Save icon to add the changes to the list.

  1. Click the Delete icon to delete Phases Categories from the list.

  1. Change the Phase Category order by dragging the icon located on the left, to reorder the phases.

  1. After all the phases are completed, click Next. 

The Next button is enabled once the configured phases meet the criteria.

Step 05: Filevine Collections

  • If no collections are used in your Filevine Project Type, skip this step by clicking Next.
  1. Click +Filevine Collection to add a Filevine Collection. 
  • Collections: Select the Collection that will be included. Available Collections may vary based on the Project Type.
  • Fields: Select the Fields that will be included in the Collection. Available Fields may vary based on the selected Collection.
  • Title: Select the Title that will be displayed in the Collection. Available Titles may vary based on the selected Fields.

Add as many Collections as necessary, selecting the Collection, the Fields to include, and the Title. 

  1. Click the Save icon to add the Collection to the list.

  • Clicking the Save icon adds the configuration to the list, but the configured Collections are not saved until the user clicks the Next button located at the bottom-left corner of the screen.
  • To cancel the action, click the X icon.
  1. Click the Edit icon to modify Collections in the list, and click the Save icon to add the changes to the list.

  1. Click the Delete icon to delete Collections from the list.

  1. After all the Collections are configured, click Next. 

Step 06: Mapping Fields

Map Filevine fields to display them in the Neodeluxe Client Portal under the Project Details tab, and use the Project Type template fields in other Neodeluxe products. 

  • Neodeluxe pulls data from the Vineportal section in Filevine that was imported into your selected Project Type. To populate data in this section, you must create a mapping between the existing sections and fields in your Project Type and the fields in the Neodeluxe section. Data is synced to the Neodeluxe section when a user views the project in the Neodeluxe Portal.
  • After this mapping is performed, the Vineportal section in Filevine is created.

Key Points for the Mapping Process

  • Mapping all fields is optional: Only mapped fields will sync.
  • Field Mapping Requirements: 
    • The Source Field Type must match the Destination Field Type.
    • For dropdown fields, the items in the Source field must match the items in the Destination field exactly.
    • The Vineportal section can be customized by updating the section in Filevine, then refreshing the fields list in Neodeluxe. 

Do not remove the "Internal Team Assignment" or "Portal Access Users" fields during customizations.

Managing the 'Project Team' Section

  • Use the "Include in Project Team" column to add members to the "Project Team" section in Projects.
  • After filling out the Source Section and Source Field Name, the toggle will automatically activate, indicating that the team member will be included in your "Project Team”.
  1. Configure each field as follows:
  • Source Section: Select from the dropdown the Source Section. 

Available options may vary based on the selected Project Type.

  • Source Field Name: Select from the dropdown the Source Field Name. 

Available options may vary based on the selected Source Section.

  • Destination Field Name: The Destination Field Name for the configured mapping is displayed by default.
  • Include in Project Team: Toggle the switch to enable or disable the field in the Project Team.

The toggle switch is enabled after the fields in the row are completed.

  1. After all the desired Fields are mapped, click Next. 

Step 07: Adding Users
  1. Select Yes or No to automatically add users to Neodeluxe and click Next. 

  • No: When the user selects No, and clicks Next, the setup continues in Step 08: Finalize Setup.
  • Yes: When the user selects Yes, and clicks Next, the interface Auto Add Users - Confirmation appears. 
  1. The Auto Add Users - Confirmation instructions are displayed. Click Next to upload the Report into your Filevine Instance, and continue with the setup.

The following instructions are displayed. 

“To automatically add users to the Portal, we will upload a custom report we created into your Filevine application.

This report contains Project Name, Project Phase, Project ID, First Name, Last Name, and Email 1 for the Client on the Project, and First Name, Last Name, and Email 1 for all of the Neodeluxe Portal user fields on the Vineportal section.

When you click Next, the Report will be uploaded into your Filevine Instance.

 Instructions for customizing the generated report are provided, along with the report ID.”

  1. Customize the report as follows. This step is used to indicate the Filevine Project User report, used to add projects and users to Neodeluxe Portal.

The displayed instructions are intended to be performed directly in the Filevine Report:

“Now that the report has been uploaded into Filevine, please take a moment to customize the report

Add Portal User Columns to the Report

  • On the ‘Set up Columns” screen, under Show More Columns:

- Select your organization from Organization Dropdown.

- Select the Project Type you are Setting Up in the Project Type Dropdown.

- Add Portal User First Name, Last Name, Phone Number and Email 1 Columns to the Report under the Report Columns for each of the 10 Portal User fields from the Vineportal Section.

(Optional) Add a column for Project Type Class

In your Organization, you may group different types of Projects within a Project Type using a custom field. For example, you may have a custom field in a Filevine Section called Case Type, Incident Type, Matter Type, etc., that you use to show or hide fields. In Neodeluxe, we refer to this as the Project Type Class. The following steps allow you to add a Project Type Class into Neodeluxe Portal during the Filevine Report Builder process and begin using it for various Portal features:

  • On the ‘Set up Columns’ screen, under Show More Columns:

- Select the category/section where your custom field is located.

- Add the custom field to the Report.

Choose Criteria

  • On the Choose Criteria Screen, add Filtering Criteria to limit the Projects included in the report

Save/Export

  • On the Save/Export Page, select Save As and save the report as a new report.
  • Click on the Share Report button and share the report with the Integration user used for Filevine Integration.

Obtain the Portal Access Report ID

  • In Filevine, go to Saved Reports and open the report that you just saved.
  • When you load the saved report, the Report ID of the Report is included in the URL. Copy the Filevine Report ID into the Neodeluxe Portal Access Report ID field below.

Example URL: /#/reports/990014106

In this example, the Report ID is 990014106.”

  1. Enter a new Portal Access Report ID or use the created Portal Access Report ID.

  • The Filevine Portal Access Report ID created during this setup is automatically displayed in the field. 

For example: if the created report ID is 638, that is the one that should be customized.

  • Alternatively, users may manually create a new report in Filevine, configure the necessary columns, and then enter the new report ID in the Portal Access Report ID field.
    Important:
  • Whether using the automatically created report or a manually created one, the selected Filevine report must be configured properly before proceeding with the setup. For guidance, refer to this article: Configure Filevine Integration Reports
  • The estimated number of rows within the report is shown in the Estimated Report Rows* field.
  1. Click Validate Report ID.

If the report is valid, the message Valid Report Id will be displayed.

If the report is not valid, the message Invalid Report Id will be displayed.

If the entered Portal Access Report ID is invalid, it must be corrected with a valid ID.

  1. Once you are satisfied with the report, finalize the setup by clicking Next to run the report and start a process to automatically add users.

While this process is running, you can complete the next step in the Setup Process.

Step 08: Finalize Setup

  1. Verify the company information by clicking Admin-Company Details. If you wish to configure another Project Type, select Click here.

Once this process is complete, the newly added users will receive a Welcome email.

Have Questions or Issues?

If you have any questions or you are experiencing issues with your Filevine Integration or using Neodeluxe, please contact our Product Support Team:

Our Product Support Team is available Monday through Friday, from 8:00 AM - 5:00 PM CST.

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