Neodeluxe Integrations: Foundation AI

Foundation AI and Neodeluxe work together to streamline Filevine’s legal case management by automating document handling and workflows.

With Foundation AI, documents are automatically processed and linked to the right case in Filevine. When a client uploads a document, AI analyzes its content, matches it with related files, and determines the next steps. This could mean moving it to a specific folder, creating a task, sending a notification, or triggering an email—making document management faster and more accurate.

Neodeluxe Integrations, brings powerful prebuilt automations to Filevine. These automations help law firms manage case intake, sync data, organize calendars, and improve client communication—all without the need for extra tools or technical expertise. With unlimited usage and ongoing support, firms can scale their automations effortlessly.

By combining AI-powered document processing with seamless workflow automation, Foundation AI and Neodeluxe help law firms work smarter, faster, and more efficiently within Filevine. 

How it works

Foundation AI, Filevine, and Neodeluxe each serve different roles in legal tech, but they can complement each other in a law firm's workflow. Here’s how they work together:

• Foundation AI
  It is a powerful, general-purpose AI model trained on large amounts of data. It can be adapted for different tasks, like answering questions, summarizing documents, or analyzing images.
   
• Filevine
  A cloud-based legal case and project management system that helps law firms track cases, deadlines, communication, and documents. It integrates with other tools to streamline workflow automation.
   
• Neodeluxe Integrations: Foundation AI
  It is the bridge between these platforms, automating workflows, syncing documents between systems, and ensuring data consistency across tools.
   
• Foundation AI Trigger
  Foundation AI is a document-processing tool that uses artificial intelligence and decision-making to extract structured data from documents and send it to Filevine. This integration is essential for triggering automations in Process Studio based on incoming documents.

Neodeluxe Integrations: Foundation AI works by learning from vast amounts of data, recognizing patterns, and generating intelligent responses. It can be customized for specific tasks/actions within Filevine.

How to Access Foundation AI

You can access the Foundation AI tool through Neodeluxe, where you will configure, sync, and make changes. To access to Integrations: Foundation AI tool, follow these steps:

1. Click on the Admin menu
2. Click Integrations
3. Click Foundation AI Select Settings or Mapping.

Foundation AI Settings

The Settings section allows you to define how frequently Foundation AI listens for new events from Filevine. This listening period determines how often Foundation AI will fetch new documents to the frequency updater.

How to Configure Settings

This setup is usually handled by the Neostella team in collaboration with Foundation AI to build the relationships between platforms.

1. Enter the Update Frequency (between 2 and 60 minutes).
2. Enter the Customer ID provided by Foundation AI.
3. Click Save.

Update frequency is set to 5 minutes by default, but can be modified if desired. Once saved, you can proceed to Mapping.

Foundation AI Mapping

Mapping connects the fields and sections in Filevine to the data extracted by Foundation AI. When Foundation AI detects a document and assigns a tag (like #In-Gen), that tag can automatically trigger tasks, notes, or document updates. These mappings form the basis for simple automations triggered by new document data.

For example: If a document is tagged with #In-Gen, it will automatically create a task using the document name, such as: "A document named ‘Medical_Record.pdf’ has arrived in the #In-Gen section in Filevine."

Mapping Dashboard Overview

Integrations: Foundation AI provides powerful integration and mapping tools. Here are the key elements you can find.

How Field Mapping Works

In Filevine, each project is organized into sections with fields. Neodeluxe maps Foundation AI tags to these fields so that data extracted from documents is automatically sent to the right places. 

This mapping also triggers the necessary automations in Process Studio, like creating tasks, sending emails, saving files, updating assignees, and more.

For examples:

• If you have a project type called Immigration, create a mapping for it.
• If you have another called Personal Injury, configure it separately.

Add a New Mapping

Before Foundation AI can send data into Filevine, you need to map a specific Filevine field and section where the extracted information should be stored. Here's how to add a new mapping and link it to the right project type, section, and field:

1. Click + New Mapping.
2. Select a Project Type from the dropdown.
You’ll now see all mapping fields related to the specific Filevine section.
3. Click Create.

When a change is detected in the foundation mapping field linked to Filevine, a notification is sent to Foundation.

In other words, when Foundation AI extracts the value for Case_file-id from a document, it will automatically place that value into the corresponding number field inside the All field types section in Filevine.

Delete a Mapping

1. Click the Delete Mapping button.
2. Confirm by clicking Delete again in the pop-up message.

Expand or Collapse the View

To expand or collapse the full mapping list, click the deploy view button.

Map a Section and Field

To assign a Foundation Mapping Field to a specific section and field:

1. Locate the Foundation Mapping Field.
2. In the Section column, select the desired section from the dropdown.
3. In the Field column, select the field where data will go.

Project Mapping

The Project Mapping tab is where you link Foundation AI fields to a Filevine report. You’ll need to input your Filevine Report ID and select the sections and fields you want to map within Filevine. Follow these steps:

• Step 1: Map a Filevine Report

1. In the Filevine Report Number, enter the report ID to fetch the available fields from Filevine.

Make sure you’ve already created a Filevine report before attempting this step. If not, refer to the article on how to manage Filevine template setup reports.

• Step 2: Map a Filevine Section and Field

To map a Foundation AI field to a specific Filevine section and field:

1. Locate the Foundation Mapping Field in the table.
2. In the Section column, use the dropdown to select the appropriate section.
3. In the Field column, select the field where the data should be stored.
4. Click Save to apply the mapping.

Contact Mapping

The Contact Mapping tab allows you to map fields associated with contacts in your Filevine projects. In Filevine, certain fields let you assign contacts, such as Primary Attorney, Assigned Paralegal, or Assigned Legal Assistant.

These are the roles that will appear in Neodeluxe when contact mapping is enabled. By default, the dashboard includes two contact roles:

• (Required to set) Defendant – Indicates there is a client in the project.
• (Optional) Plaintiff – Indicates that there is a plaintiff.

At least the required role must be selected before additional contacts can be added.

Map Contact Roles

The Roles column displays all roles associated with contacts in the mapped Filevine project. To configure them:

1. In the Role column, click the dropdown and select the Filevine role.

•  For example: Case Overview: Primary Attorney

2. In the Custom Name field, enter a custom label to identify the role.

• For example: Main Attorney

3. Click Save to store your changes.

In this example, the Filevine Primary Attorney role will be displayed as Main Attorney in Neodeluxe

+ Add Contact

To start mapping a new contact manually, ensure that at least the required role (Defendant) is selected/mapped. Once it is, the + Add Contact button will activate automatically. Follow these steps to add a new contact:

1. Click + Add Contact. A new row will appear.
2. Select the Role and enter a custom name to identify it.

Delete a Mapped Contact

1. Click the delete button on the contact row.
2. Click Save to permanently delete the contact..

Trigger Foundation AI in Process Studio

When Foundation AI finishes processing a document, it notifies your system with the extracted data. You can use this event to start automations in Process Studio.

Common use cases:

• Validate the extracted data
• Update systems
• Notify users
• Create tasks or notes

Foundation AI sends a trigger once it finishes analyzing a document and you can set up filters to decide which documents will trigger automations.

Learn more about setting up Foundation AI triggers in Process Studio here.