Data Warehouse Features

Neostella’s Data Warehouse uses a hydration process to keep Filevine data synchronized and accessible. It begins with bulk hydration, a one-time extraction of selected data into the database, followed by ongoing, near real-time updates.

To ensure accuracy, nightly hydrations are also performed to capture changes that may not be actively flagged by Filevine.

Schema Initialization

Schema initialization is the first step performed upon activating the Data Warehouse. This process scans Filevine to identify all available objects and automatically generates the corresponding table schema and columns in the database. It creates a mirrored structure of the relevant tables and field names based on the Filevine environment.

Contact our support team at the help center or by email at help@neostella.com to begin the schema and hydration process.

Bulk Hydration

Once the schema is in place, Bulk Hydration performs the initial data synchronization. This process uses Filevine’s API to extract and transfer selected data into the Data Warehouse based on a predefined list of elements, such as specific projects or sections. 

Ongoing Update Process

After the initial Bulk Hydration, a continuous monitoring and synchronization process is maintained. The system listens for changes made in Filevine—such as creations, updates, or deletions—and replicates those updates in the Data Warehouse database in near real-time.

While this system captures the majority of changes, some updates may occasionally be missed due to:

• Filevine not sending change notifications.
• Incomplete data delivery from Filevine.
• Network timeouts or connection issues.

To address these scenarios, the Data Warehouse includes several safeguards:

• Scheduled rehydrations can be configured to refresh specific tables that may contain outdated project data. 
• Nightly hydration runs automatically, rehydrating tables linked to recently updated projects.

Traditionally, many firms have avoided full data hydration due to its time-consuming nature and high cost. However, Neostella's Data Warehouse offers a smarter alternative: immediate or scheduled synchronization, with updates occurring as frequently as every minute. This eliminates the need for expensive, one-time bulk hydration efforts for both operational efficiency and significant cost savings.