Setup: Project Naming Automation

Keep your Filevine projects organized, consistent, and easy to find with the Neodeluxe Project Naming automation. As data within a project changes, the project name automatically adjusts—helping users quickly understand the case context at a glance.

This document outlines the configuration steps for setting up Neodeluxe Project Naming Automations in Filevine. Follow the instructions below to configure your automation based on the corresponding Project Type template.

Key Terms and Definitions

Project Type

A customized Filevine template that structures sections and layout specific for different case types.

Vinebots (Automation) Project Template

The Vinebots Project Template is where your automation will be configured in your Filevine. Each Project Template in Filevine requires its own Vinebots (Automation) Setup Project for creating and configuring automations, as your Project templates can have different configurations.

Vinebots (Automation) Setup Project

Each of your purchased Neodeluxe Automations are included in the section navigation on the left side of your Filevine project. This automation will be set up in the Project Naming section.

Steps to Configure the Project Naming Automation

1. Go to your Vinebots Setup Project and select the Project Naming section. Then click on the +Add an Item button.

Note: The Project Naming section is a Collection Section and presents two scenarios: when a single item exists and when multiple items are present. This article focuses specifically on the scenario in which only one item is created.

2. Complete the fields as follows:

• • Ref: Provide an internal name/reference for the automation project.
  • Active: Select Yes to activate the automation configuration, or No to deactivate it.
  • Description: Enter the description for this Project Naming configuration, explaining what it does.
  • Show Instructions: Choose Yes to display the instructions within the Project Naming section, or No to hide them.

3. From the Action To Watch for dropdown, select one of the trigger options:

• • Button Click
  • Field Change

Button Click Trigger

Manually update project names by clicking a button.

• Enter the field code (e.g., {{casesummary.trigger}} ) for the button in the Button (fieldcode) field.
• The data entered in this field must represent the sections in the template associated with the project. It should be defined using field codes, also known as variables, which are enclosed in double curly braces.
  
  

Field Change Trigger

Automatically update project names when the predefined fields change. Field triggers are only supported for Dropdown and Yes/No fields in Project Static Sections (Forms).

Restrictions for Field Change Triggers: Fields within Sections configured as Collection Sections will NOT trigger the Neodeluxe automations. Learn more about Filevine static and collection sections here.

4. In the Naming Pattern field, enter text and field codes (variables enclosed in double curly braces) to define the naming pattern.

NOTE:

• Both client and project field codes are supported in the naming pattern, but only supported project level field codes can trigger the automation.
• The field codes you enter must correspond to sections in the project template
• Field codes (also known as variables) are always enclosed in double curly braces {{ }}
• You can combine static text, characters, and spaces with field codes to form a complete project name. Any text outside the double curly braces will be displayed exactly as entered.

Example Naming Pattern:

{{client.firstName}} {{client.lastName}} - {{caseManagement.petitionType}}

Example Project Name Result: John Smith - H-1B Visa

5. Select additional options according to your needs:

• Post Activity: Select Yes to display the post activity, or No to hide it.
• Post Activity Errors: Select Yes to display the post activity errors, or No to hide it.

Modifying Values with a Value Map

When a field included in the Project Naming Pattern contains a large amount of data (e.g., dropdown options with lengthy text), you can create a Value Map to modify the displayed values for better clarity in the project name.

To request help related to the Value Map setup, please create a post here.

1. Select the Modify Values option based on your preference:

• No/Unknown: Original values for the fields will be displayed in the project name.
• Yes: Use a Value Map to define modified or shorter values in the project name.

2. After selecting Yes for Modify Values, you can enter the custom mapping in the ValueMap field. The JSON code structure should follow the format below:

3. Enclose the Field Code (Variable) in double curly braces {{ }} and place it within quotation marks, followed by a colon.

4. Enclose each option in curly braces { }.

• Each sentence should map the original option to the modified value
  Example: “Option 1” : “Modified value for Option 1”
• Sentences should be separated by commas, except for the last one.
• If you’re modifying more than one field, separate the code blocks for each field with commas

Example Value Map Structure

“{{projectNaming.dropdown1}}”:
{ 
“Dropdown 1 Option 1”: “Modified value for Option 1”,
“Dropdown 1 Option 2”: “Modified value for Option 2”,
“Dropdown 1 Option 4”: “Modified value for Option 4”
},
“{{projectNaming.dropdown2}}”:
{ 
“Dropdown 2 Option 1”: “Modified value for Option 1”,
“Dropdown 2 Option 2”: “Modified value for Option 2”,
“Dropdown 2 Option 4”: “Modified value for Option 4”
}

Example Use Case

"{{caseManagement.petitionType}}": {
"AC-21 Change of Employer (Supplement J)": "AC-21",
"Adjustment of Status (I-485)": "I-485"
}

5. Select the Ignore Unmapped Values option based on your preference to show or ignore options that are not included in the configured ValueMap field.

• Yes: An empty space will be displayed.
• No/Unknown: The default field code value will be displayed.
  NOTE: In the Value Map Structure example above, the "Dropdown Option 3" was not included in the mapping. Ignore Unmapped Values allows you to either include this “Option 3” value without modifications or ignore it within the Project Naming.

Activating the Automation

1. Click Create to save and activate the automation.

Have Questions or Issues?

If you have any questions or you are experiencing issues with accessing or using the Project Naming automation, please contact our Product Support Team:

• Email: help@neostella.com
• Submit a Request: Click here to submit a ticket

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