Using Advanced Conflict Check

The Neodeluxe Advanced Conflict Check Automation in Filevine enables users to identify potential conflicts by generating customized reports based on specific search criteria, such as a person’s name, company, SSN, or driver’s license. Follow the steps below to configure and manage this automation in Filevine.

Key Terms and Definitions

Vinebots (Automation) Project Template

The Vinebots Project Template is the central project where automations are configured and executed in Filevine.

NOTE: The Advanced Conflict Check Automation does not require a setup project, unlike other Vinebot automations.

Setup and Trigger Instructions

1. Go to the Vinebots Project template, select the Conflict Check section, and then click + Add an Item button.

NOTE: This section displays the list of existing conflict check searches and their corresponding reports.

2. Select a Search Type from the following options:

• Person
• Company
• SSN
• Drivers License #

3. Input the required details based on the selected Search Type:

Search Type: Person

• Last Name: Enter the last name to be searched. Results will include all last names containing the entered text (e.g., entering "son" may return "Anderson," "Mason," "Davidson," etc.).

• Possible First Names: Add potential first names by clicking + Add Item.
  NOTE: For customized results, users can type specific letters separated by a special character, such as "A_B", and the report will return all names containing both letters in that order. This allows for more flexible search options based on the letters entered(e.g., entering "A_O" returns names like "Alonso," "Charlotte," "Jackson").

• Date of Birth: Select a date using the calendar (mm/dd/yyyy format).

• Possible Emails: Add potential email addresses by clicking + Add Item.

• Possible Phone Numbers: Add potential phone numbers by clicking + Add Item.

Search Type: Company

• Possible Company Names: Add potential company names by clicking + Add Item.

Search Type: SSN

• SSN: Enter the Social Security Number to be searched.

Search Type: Driver's License #

• Drivers License Number: Enter the Drivers License Number to be searched.
  

Important Notes for Input Details

• • The logic between fields is "AND," meaning all conditions must be met.

  • For list inputs, the logic is "OR," meaning any listed value can match.

Example: 

• Last Name: "Smith"
• Possible First Names: "John", "Johnathan", "Joe"

The Conflict Check Automation will include in the report all Filevine contacts with the last name "Smith" and any of the first names "John", "Johnathan", or "Joe".

• Input fields are not case-sensitive.
• Some fields rely on exact matches. This applies to:
  • Possible First Names
  • Date of Birth
  • Possible Emails
  • Possible Phone Numbers
  • Company
  • Possible Company Names
  • SSN
  • Driver's License #

Example: 

If the user searches for Possible Phone Number 555, only records that exactly match this value (e.g.: 555) will be reflected in the report. Variations such as 4555232 or 555456 will not be included, as they do not exactly match the search criteria. 

4. Click Perform Check General to save and start the Conflict Check Automation. Alternatively, if you wish to save the configuration without starting the Conflict Check Automation, click the Create.

5. Confirm the automation execution by clicking Start Taskflow. The message Activated by [User Name], on [Date] at [Time] will appear, indicating that the automation has been started.

The message Activated by [User Name], on [Date] at [Time] will appear, indicating that the automation has been started.

NOTE: Execution time varies based on the amount of data being searched. The report will not display until the automation is complete.

• The execution time may vary depending on the amount of data, and Filevine projects where the search is being performed.
• If the user attempts to review the report while the automation is still running by refreshing the page, the report will not be displayed until the execution is complete.

6. To reset the automation, click Reset and confirm by selecting Reset Taskflow.

Report Managing Instructions

1. Go to the Conflict Check section and locate the configured item.

2. In the section displaying the list of conflict check items, or when an item is selected and its details are open, navigate to the Results section and click on the report's name to open it in a new browser tab.

3. Click the chevron icon next to the report to expand the available actions:

• Download: Download the report as a PDF.

• Preview: Open the PDF report in a new tab.

• Email Document: Generate an email with the report attached.

• Fax: Learn about sending Fax in Filevine.

• Share Link: Share the report’s link, by clicking the +New Share Link option.

• Next, select Who can view this doc?, Select Number of Days for expiration, and then click Save. The link is displayed along with the options to:
  • Copy to clipboard
  • Email Doc Share Link
  • Remove Doc Share Link

• Vinesign:Use Filevine eSignatures to sign the report.

• Note: Add a note to the report. Enter the note in the text field, and then click the Save button. A message will appear indicating Note created.

• Rename: Modify the report's name. Change the name in the text field, and then click the Check icon to save the name.  A message will appear indicating: Renamed document.

• Move/Copy: Copy or move the report to a different location.
  • Search for a project, then Select Destination Folder, if desired, click +New Folder to create a new folder within the selected directory, and next click the Copy or Move button.

• Tags: Assign existing tags or Create Tags for the document through the Tag field.  Additionally, users can Manage Tasks.

• Edit Doc: Open the report in a new browser tab for editing. Once all modifications are complete, click the Save icon to save your changes. A message will appear indicating: File(s) uploaded.

• Update: Upload a new report or restore one previous report version. 

• Upload New Version: Click this button to upload a new file, which will replace the existing report and be set as the current version. A message displaying Doc updated! will appear in the bottom-left corner of the screen.

• Restore revision: In the Version History list, locate the version you want to restore and click the Restore revision icon ⟲ to replace the current version for the selected one. A message displaying Success! will appear in the bottom-left corner of the screen.

• Remove: When this option is selected, the popup with the options for removing the document will appear: Remove from Here and Delete from Filevine.

• Remove from Here: When this button is clicked, the report is removed from the project but remains preserved within Filevine.
• Delete from Filevine: When this button is clicked, the report is deleted from the project and also removed from Filevine.

• Properties: View document details, versions, and links. the properties window displaying the tab with the document details will appear. 

Have Questions or Issues?

If you have any questions or you are experiencing issues with accessing or using Neodeluxe Advanced Conflict Check, 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.