Key Terms
Key Terms
Business = Business/Law Firm who invested in Hona
Hona (Business) Org = Hona Account owned by the Business
Business User = An individual account within a Hona Business Org
Just like there are many employees at 1 Business, there are many Users in 1 Hona Org. Which Hona features and settings are accessible to each User is determined by their User Role.
Client = Client of the Business
End-user of Hona Client and its features
Lead = potential Client of the Business
Hona Client = Hona Client Portal interface where Clients can interact with Hona features
Business Users build Hona Client features in their Hona Business Org
Important to know in general:
"Project" is used interchangeably with "case" and "matter"
CMS = Case Management Software (often used interchangeably with CRM)
Messages = 2-way messages sent through Hona's 2-Way Messaging feature (typically sent via text)
Notifications = messages sent to the Client to notify them of Hona features you have configured (Project Type case updates, Forms, E-Signature requests, Review requests, etc). These are sent based on the Client's Notification Preferences.
Before Getting Started:
Before Getting Started:
This article explores how data is pulled by Hona from your MyCase account, so you must understand what an Integration is and how Syncing works. If needed, please read Getting Started: What is an Integration? and Integrations: What is Syncing?
Overview
This article explains how Hona pulls and syncs data from your MyCase account into your Hona Business Org. You’ll learn how Hona references specific MyCase objects, contact types, staff, and titles to create and organize Projects, Clients, Leads, Team Members, and Team Roles within Hona. Understanding how each of these elements sync ensures your Projects, Contacts, and internal team structures in Hona accurately reflect your MyCase setup.
Click to skip to:
Syncing Cases (object → Project/Lead)
Syncing Contacts (contact type → Client/Lead)
Syncing Team Members (staff → Team Member)
Syncing Team Roles (title → Team Role)
Syncing Cases
What object does Hona pull from MyCase?
The "object" refers to either a Case or a Lead, and Hona references these "objects" while syncing with MyCase to create new Projects/Leads in your Hona Org. Case objects are created as Projects in Hona, while Lead objects are created as Leads in Hona.
Only Cases are stored in MyCase. This means for a Project to exist in Hona, there must be a correlating case in MyCase. Lead objects do not exist in MyCase, but are available in a separate software called MyCase Leads (Which can also be integrated with Hona).
If you store your "Leads" in MyCase (because you do not have MyCase Leads) and are planning on using Hona Engage to interact with both your Cases and Leads, just be aware that you will need to filter them by an additional field in Hona to have them separate as Case vs Lead, since they are technically the same object when Hona pulls them in from the MyCase integration.
If you have MyCase and MyCase Leads, and connect both integrations to your Hona Org, your contacts will filter automatically by Case vs Lead when they generate in Hona because they are different objects.
Where and what does Hona pull from MyCase to create a Project in Hona?
Hona pulls information from the Case (object) in MyCase to create a Project in Hona. The fields which Hona pulls information from are all found in the Items & info tab of a case in MyCase, and Hona will reference the fields under Case Information and Custom Fields for nearly all of its functioning purpose. Which fields are used to create Projects specifically is determined by your Project Type Mapping.
Syncing Contacts
What contact type does Hona pull from MyCase?
The "contact type" is either a Client or Lead contact. Client contact types become Client contacts in Hona, while Lead contact types become Lead contacts in Hona.
All contacts stored inside of MyCase are Client contacts. Lead contacts do not exist in MyCase, but are available in a separate software called MyCase Leads (Which can also be integrated with Hona).
If you store your "Lead" contacts in MyCase (because you do not have MyCase Leads) and are planning on using Hona Engage to communicate with both your Clients and Leads, be aware that you will need to filter them by an additional field in Hona to have them separate as Client vs Lead, since they are technically the same type of contact (attached to the same type of object) when Hona pulls them from the MyCase integration.
If you have MyCase and MyCase Leads, and connect both integrations to your Hona Org, your contacts will filter automatically by Client vs Lead when they generate in Hona.
Where and what does Hona pull from MyCase to create a Contact in Hona?
By default, Hona will pull the main Client contact on a case. You can find who this is under the Contacts & staff tab on a case in MyCase. To create a Client contact in Hona, the following fields are pulled from the main Client contact:
First + Last Name
Group
Email
Phone
If multiple phone numbers are listed, Hona will pull from the Cell field. If no number is available in that field, it will pull the first available phone number listed.
Date of Birth
What if I have Multiple Contacts on a Case configured?
What if I have Multiple Contacts on a Case configured?
If you configure your Hona Org to pull in multiple contacts on one case, Hona will create contacts by referring to the Group. Because this is a field you already configure when you create contacts in MyCase, most of your Clients should already be configured as Client. This means when you set up multiple contacts in Hona, you only need to create this one Client role for Hona to pull in all additional contacts listed in the group Client. You can also create additional roles if you want to pull in additional contacts and have them filter automatically in Hona, such as Co-Counsel or Judge.
Below is a visual example. If you created a Client role in your Hona Org mapped to the Client group in MyCase, both contacts listed in the Group Client would be created in Hona and attached to the same Project. However, the contact listed as Co-Counsel would not, unless you created that role in your Hona Org as well or mapped that value to the existing Client role.
Syncing Team Members
Where does Hona pull from MyCase to create Team Members in Hona?
By default, Hona will create all Team Members automatically in your Hona Org. It does this by referencing the Staff section of the Contacts & staff tab of a case in MyCase. When the case is pulled into Hona and a correlating Project is generated, Hona will also automatically generate the Team Member profiles in for all staff assigned to that case. Hona will also automatically correlate those Team Members with the Projects in Hona they are associated with. The fields which Hona pulls from your staff to create Team Members are:
First + Last Name
Title
Email
Phone
Syncing Team Roles
Where does Hona pull from MyCase to create Team Roles in Hona?
Team Role creation in Hona is not automated, as the creation of Roles will display Team Member information to your Clients/Leads in their Hona portal. We want you to have full control over what is displayed to your Clients, which is why Team Roles are configured individually and manually by you.
The field which Hona references to create Team Roles is in the Title of a staff member. This field is already pulled in automatically when Team Members are created, so all you will need to do to create this Role in Hona is map its correlating Title value from MyCase.
Below is an example of 5 different Team Roles which could be created in Hona based off of the Titles of the staff members assigned to this case: Attorney, Staff, Partner, Paralegal, and Associate Attorney. Only the Roles you create and map to these values will appear in Hona.
Why This Matters
Accurate syncing between MyCase and Hona is essential for maintaining clean, organized data across both systems. By understanding how Hona pulls information from MyCase, you can ensure Clients, Leads, and Team Members appear correctly in your Hona Org, enabling seamless communication and visibility for both your staff and Clients. For any questions or concerns, please chat with our support team or reach out to us directly at [email protected].