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Filevine Reports Data Mapping Guide
Filevine Reports Data Mapping Guide
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Written by Abby Peery
Updated this week

Prerequisites

  • Access to Filevine with permissions to create and share reports

  • Access to Hona with integration configuration permissions

  • Prepared Filevine report(s) following the required field specifications

  • List of project types that need to be mapped

Initial Setup

Creating Filevine Reports

  1. Create one report per Filevine project type you want to sync

  2. Share the report with the Hona integrated user in Filevine

    1. Search for “integration” in the share dialog

    2. Select all available integration users

  3. The reports should be available immediately in Hona. However if they aren’t, you may need to wait an hour after creating the report for it to appear.

If you need further help in setting up the reports in Filevine, please visit this detailed page.

Understanding Sync Types

Hona uses two types of syncing:

  1. Nightly (Automated) Sync

    • Pulls data from Filevine reports

    • Runs automatically on schedule

    • Requires report-based mapping

  2. Manual Sync

    • Allows immediate data updates

    • Pulls directly from Filevine's data sources

    • Requires source-based mapping

    • Does not allow for Teams (these will sync later on the nightly sync)

Setting Up Mappings

Nightly Sync Configuration

  1. Navigate to Company Settings > Integrations > Map Fields

  2. Select "Add New Sync"

  3. Choose the appropriate Filevine report as the source

  4. Configure the following sections:

Project Mapping

  • External ID: Map to the Filevine Project ID field (typically automatically included in reports as “Id”)

  • 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)

Team Mapping (Optional)

  • Map team member fields based on roles

  • Usually uses email fields like "Team All Role Attorney Emails"

  • Set a default value for the role as the filevine report does not provide a way to identify the role.

  • Add one team mapping for each role that you want to use.

  • Only one team member will be imported per mapped role (or none if the value is empty in the report)

  • Useful for routing client communications to appropriate team members

  • Can be configured later after initial setup if team structure isn't finalized

  • Particularly valuable for managing responses to mass communications (e.g., e-signature requests)

Manual Sync Configuration

  1. Navigate to Company Settings > Integrations > Map Fields

  2. Select "Add New Sync"

  3. Select the appropriate project type

  4. Configure mappings similar to nightly sync, but select from source fields rather than report fields

  5. Remember: Manual sync pulls directly from Filevine data sources

Validation and Testing

Preview Data

  • Use the dropdown preview feature to verify field mappings

  • Check sample values for each mapped field

  • Verify enum mappings (Yes/No, True/False values)

Common Setup Notes

  • One mapping required per project type

  • Both manual and nightly sync recommended for most implementations

  • 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)

Report Setup

  • Name your reports with "HONA" prefix for easy identification

  • Start with a test project to verify mappings before implementing broadly

  • Consider filtering your Filevine report to only include test projects initially

  • Verify data flow with sample contacts before enabling full sync

Troubleshooting

Common Issues

  • Fields that show up as Yes/No in a Filevine report are true/false in the individual project sync, so the enums must be mapped differently

  • 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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