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Create Filevine Task Automation Setup

Creates tasks in your Filevine based on triggers from Hona

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Written by Product Team
Updated this week

What This Automation Does

Hona's "Create Filevine Task" automation action allows you to automatically create tasks in your Filevine case management system based on specific triggers in Hona. This automation helps streamline your workflow by ensuring important tasks are created in Filevine without manual intervention, helping your team stay organized and on top of critical case management activities.

Prerequisites

Before you can use this automation, the following conditions must be met:

  1. Filevine Integration: You must have a connected Filevine integration configured in your Hona account

  2. Automation Access: You must have access to Hona's Custom Automations feature

  3. Filevine Project Access: The automation will need valid Filevine Project IDs to create tasks

If these conditions are satisfied, the "Create Filevine Task" action will appear in the automation actions dropdown when creating or editing an automation.

Available Trigger Types

The Create Filevine Task action can be used with any of the available automation triggers in Hona:

  • Message: Triggered by incoming or outgoing messages

  • Form: Triggered when a form is submitted

  • Call: Triggered when a call ends

  • Phase: Triggered when a project enters or leaves a phase

  • Task: Triggered when tasks are completed or created

  • Document: Triggered by document-related events

Setting Up the Create Filevine Task Automation

Step 1: Create a New Automation

  1. Navigate to Automations in the left sidebar

  2. Click the "+" button to create a new automation

  3. Give your automation a descriptive name (e.g., "Create intake task when lead calls")

Step 2: Configure Your Trigger

  1. Select the appropriate trigger category from the dropdown

  2. Configure the specific trigger event and any additional criteria

  3. Click "SAVE" to save your trigger configuration

Note: You must save your trigger before you can configure actions.

Step 3: Add the Create Filevine Task Action

  1. In the Actions section, click "Add Action"

  2. Select "Task" from the category dropdown

  3. Choose "Create Filevine Task" from the available actions

Step 4: Configure Task Details

The Create Filevine Task action includes several fields to configure your task:

Required Fields

  • Filevine Project ID (External Project ID): The unique identifier for the Filevine project where the task should be created

  • Task Subject: A brief description or title for the task

Optional Fields

  • Partner Project ID: An optional partner project identifier

  • Task Details: Additional details or description for the task

  • Due Date: When the task should be completed (can be a specific date)

  • Due Date Offset: Relative due date (e.g., +3d for 3 days from now, +1w for 1 week from now)

  • Assignee User ID (Native): The Filevine user ID to assign the task to

  • Partner Assignee User ID: Partner external key for task assignment

  • Task Type Tag: Categorization tag for the task type

  • Tags: Comma-separated tags for organization (e.g., "intake, follow-up")

Using Dynamic Content with Pipe Text

You can make your task creation dynamic by using Hona's pipe text feature to insert relevant information from the trigger event:

Accessing Pipe Text

  1. Click the "{+}" icon in any field

  2. Navigate through the available data from your trigger

  3. Select the appropriate field to insert dynamic content

Common Pipe Text Examples

  • For Call-based triggers: Use Call → #Transcript to include call details in task description

  • For Form submissions: Use Form → Field Name to include submitted form data

  • For Message triggers: Use Message → Content to include message text

  • For Lead information: Use Lead → Name or Lead → Phone to include lead details

Troubleshooting

Monitoring Automation Performance

  1. Navigate to the Usage Report tab in Automations

  2. Review execution success/failure rates

  3. Click on failed executions to see detailed error messages

  4. Use this information to refine your automation configuration

Example Use Cases

New Lead Follow-up

Trigger: Form Submitted (Contact Form) Action: Create task in intake project to follow up within 24 hours

Call Follow-up Task

Trigger: Call Ended Action: Create task with call transcript for attorney review

Document Review Task

Trigger: Document Uploaded Action: Create task for document review and processing

Summary

The Create Filevine Task automation bridges the gap between Hona's communication tools and your Filevine case management system. By automatically creating tasks based on client interactions, you can ensure nothing falls through the cracks while maintaining organized workflows in Filevine.

For additional help with setup or troubleshooting, contact our support team at [email protected].

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