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Filevine Reports Data Mapping Guide

Abby Peery avatar
Written by Abby Peery
Updated yesterday

Prerequisites

  • Access to Hona with integration configuration permissions

  • List of project types that need to be mapped

Setting Up Mappings

Sync Configuration

  1. Navigate to Company Settings > Integrations > Map Fields

  2. Select "Add Project Type"

  3. Configure the following sections:

Project Mapping

  • External ID: Map to the Filevine Project ID field (typically automatically included in reports as β€œId”)

  • Name: Select the project name field

  • Project Type: Map to your Hona project type identifier

  • Phase: Map to your phase trigger field

  • Optional fields available:

    • Hona Enabled (recommended)

    • Followers

    • Created At

    • Last Updated

    • Status

Contact Mapping

There are multiple ways you can set up the contact mappings. If you use the form fields, you will need to set up one mapping per unique form field. However, if you use a collection section, only two mappings will be required.

  1. Main Contact

    • External ID: Map to contact/person ID

    • First Name

    • Last Name

    • Phones

    • Emails

    • Role: Usually left as default for main contact

  2. Additional Contacts (via Parties or Form Fields)

    • Configure similar fields as main contact

    • Include Party Type/Role mapping

    • Consider adding opt-out field mapping (e.g., "Is Deceased" field)

Collection Section Setup

Before creating your report mappings:

  • Verify your collection section (e.g., "Clients" tab) is activated in your project type

  • Test adding a few sample contacts to ensure the section works as expected

  • Identify which fields you'll use for contact roles/types (e.g., "plaintiff type" for differentiating between named plaintiffs and class members)


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Validation and Testing

Preview Data

  • Preview some projects using the preview tool to verify data maps correctly

Common Setup Notes

  • One mapping required per project type

  • Contact mappings can use both party-based and form-based approaches simultaneously

  • Default values can be used when specific fields aren't available

Best Practices

Project Type Setup

  • Consider using one Filevine project type mapped to multiple Hona project types

  • Use field values to differentiate between Hona project types

  • Example: One "Personal Injury" Filevine type can map to multiple specific Hona types

Contact Configuration

  • Use party-based mapping for variable numbers of contacts

  • Use form-based mapping for fixed contact relationships

  • Always map opt-out fields to prevent inappropriate communications

  • Consider using "Is Deceased" or similar fields for auto-update opt-outs

Field Mapping Tips

  • Start with contact mappings to reduce dropdown options

  • Use consistent naming for better tracking

  • Set appropriate default values for optional fields

  • Configure enum mappings properly (Yes/No, True/False)


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Troubleshooting

Common Issues

  • Unmapped enum values

  • Missing required fields

  • Incorrect field type matches

  • Multiple target mappings

  • If you cannot find a report in the source, it may not have been shared with Hona

  • Reports and Project types can only be used in one mapping

  • If a project is included in multiple mapped reports, it will not be imported into Hona

  • If team fields aren't appearing in report builder, try refreshing the page

  • Team mappings can be added later without disrupting existing contact sync

  • Collection section fields may take a moment to appear in dropdown selections

  • When testing, verify that both contact information and roles/types are pulling correctly

Validation Steps

  • Check for warning messages in the interface

  • Verify field mappings match expected data types

  • Confirm all required fields are mapped

  • Test sync with sample projects before full implementation

  • Temporarily filter the report in Filevine to only include test projects

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