What this article helps with: Mapping SmartAdvocate fields to Hona so each case lands in the right project type and phase, with the right contacts. Use it for first-time setup and to fix a mapping that is wrong.
Who this is for: Firm admins and Hona onboarding contacts with admin access to Hona.
When not to use this article: If SmartAdvocate is not connected yet, start with SmartAdvocate Integration Setup. If your mapping worked before and data has stopped syncing, see Integrations: What is Syncing?.
How data flows between SmartAdvocate and Hona
What Hona pulls from SmartAdvocate: Cases, case type, case status, plaintiffs, case contacts, case staff, and any user-defined fields (UDFs) you map.
What Hona writes back to SmartAdvocate:
A note on the case for each text message sent or received. This includes texts Lia sends.
Notification history, logged as notes. This covers phase updates, form requests, e-signature requests and review requests.
Documents clients send through Hona, uploaded to the case. This includes files from forms and e-signatures.
Completed form answers, logged as a note on the case.
SmartAdvocate is the source of truth. Update case and contact details in SmartAdvocate, not in Hona. The next sync brings the SmartAdvocate values into Hona.
Prerequisites
Admin access to Hona.
SmartAdvocate connected in Hona. See SmartAdvocate Integration Setup.
Syncing turned on. After you connect, your Hona account manager activates the integration.
Your Hona project types and phases already set up.
A list of the SmartAdvocate case types and case statuses your firm uses.
The default mapping
Hona reads these SmartAdvocate fields by default. Most firms keep the defaults.
SmartAdvocate field | Hona field | How it works |
Case Type | Project type | Matched to the Mapped Project Types on each Hona project type. Capital letters and spaces are ignored. |
Case Status | Phase | Matched to the Trigger Names on each phase. The spelling must match exactly, including capital letters. |
No Auto-Communication, on the main contact | Hona Enabled | Checked means Hona Enabled is No. Unchecked means Yes. |
Case ID | External ID | Links the case to its Hona project. The case number is also saved as the Case Number custom field. |
Case number and main contact name | Project name | For example, 2300111 - Jane Smith. A project type can set its own name format instead. |
Main (primary) plaintiff | Main contact | If no plaintiff is marked primary, Hona uses the first plaintiff on the case. |
Role, on other plaintiffs | Contact role | Matched to the CRM Name of a Hona contact role. |
Contact Type, on case contacts | Contact role | Matched to the CRM Name of a Hona contact role. |
Contact name, phone, email and date of birth | Contact details | Hona uses the phone and email marked primary. If none is marked, it uses the first one listed. |
Date of Death, or a Date of Birth under 18 | Opt out of automatic updates | The contact will not get automatic updates. |
Case Staff | Team members | The staff role becomes the project role. A staff member with the role Primary Attorney is set as primary. Inactive staff are skipped. |
User-defined fields (UDFs) | Custom fields | Only the UDFs you map in Map Fields. |
Setting up the mapping
Step 1: Check the connection
In Hona, go to Company Settings > Integrations.
Find the SmartAdvocate tile and confirm it shows as connected.
If it is not connected, follow SmartAdvocate Integration Setup first.
Step 2: Review the field mapping
On the SmartAdvocate tile, select Map Fields.
Check the three required fields:
Project Type: case.caseType (Case Type)
Phase Name: case.caseStatus (Case Status)
Hona Enabled: contact.preventAutoContact (No Auto-Communication)
Change a field only if your firm tracks it somewhere else, such as a UDF.
Step 3: Map case types to project types
Go to Company Settings > Project Types.
Select the three dots next to a project type, then select Edit.
Under Mapped Project Types, add each SmartAdvocate case type that belongs to this project type.
Save, then repeat for each project type.
You can map several case types to one project type. Each case type can only map to one project type.
Step 4: Map case statuses to phases
Open a project type and select a phase.
In the Trigger(s) section, add each SmartAdvocate case status that belongs to this phase as a Trigger Name.
Repeat for every phase you want Hona to track.
Type each case status exactly as it appears in SmartAdvocate, including capital letters. You can add several case statuses to one phase. A case status can only be used in one phase within a project type.
Step 5: Map contact roles
The main plaintiff becomes the main contact. To bring in other plaintiffs and case contacts, create a matching contact role in Hona.
Go to Company Settings > Contact Roles and select Add.
Set the CRM Name to the plaintiff role or contact type, spelled as it appears in SmartAdvocate. For example, (P)-Representative.
Choose whether this role gets automatic updates, then select Save.
For the full walkthrough, see Setting Up Multiple Contacts in Hona with SmartAdvocate.
Step 6: Test with a few cases
Pick a test case for each case type you mapped. Use cases that are already in Hona, or wait for the nightly sync to bring in new ones.
In Hona, open the project and select Actions > Sync Updates.
Check the project type, phase, main contact, other contacts and team members.
Fix any mismatch, then sync again.
Troubleshooting
Case not showing up in Hona. Check that No Auto-Communication is unchecked on the main contact in SmartAdvocate. Check that the case type is in Mapped Project Types. New cases come in with the nightly sync.
Project has no phase or the wrong phase. Check that the case status is a Trigger Name on the right phase. The spelling and capital letters must match SmartAdvocate exactly.
Project has the wrong project type. Check which Hona project type lists that case type under Mapped Project Types.
A plaintiff or case contact is missing. Check that a Hona contact role has a CRM Name that matches the plaintiff role or contact type. Then select Actions > Sync Updates.
The wrong person is the main contact. In SmartAdvocate, mark the right plaintiff as the main plaintiff. Leave it unchecked on everyone else.
A client is not getting automatic updates. Check No Auto-Communication on the main contact. Also check the contact's Date of Death and Date of Birth. Hona does not send automatic updates to deceased contacts or contacts under 18. See How to Disable Hona Client Notifications.
FAQ
How often does Hona sync with SmartAdvocate?
Hona picks up cases that changed in SmartAdvocate during a nightly sync. To sync one case right away, open the project in Hona and select Actions > Sync Updates.
Do sub-statuses change the Hona phase?
Not by default. Hona sets the phase from Case Status. If your firm tracks progress in another field, contact your Hona account manager.
Can I map a SmartAdvocate UDF?
Yes. UDFs appear in Map Fields. Hona finds them on a recently updated case. If a UDF you need is not listed, contact [email protected].
Which note type do Hona notes use in SmartAdvocate?
Text message notes use a SmartAdvocate note type named Hona Text, if your firm has one. Hona can set other note types for messages, forms, e-signatures and notifications. Ask your Hona account manager.