How to set up the integration between Clio and DecisionVault?
Setting up the integration involves the following steps:
- Set up Custom Fields in Clio
- Authenticate Clio with DecisionVault
- Map the Custom Fields to DecisionVault Fields
- Sync a Matter and Contacts to Clio
1. Set up Custom Fields in Clio
There are several standard DecisionVault fields that can sync to Clio by default:
| DecisionVault Field | Clio Field |
|---|---|
| Contact - First Name | Contact - First Name |
| Contact - Middle Name | Contact - Middle Name |
| Contact - Last Name | Contact - Last Name |
| Contact - Date of Birth | Contact - Date of Birth |
| All contact detail fields (addresses, phone, email). | All contact detail fields (addresses, phone, email). |
To sync additional information over (such as the Date of Birth, Gender, etc.) you'll have to create custom fields in Clio to receive this info from DecisionVault. You can do this in Clio under Settings > Custom Fields here.
The correct settings for these fields are:
Contact - Also Known As:
- Contact Custom Field
- Type: Text (One-Line)
Contact - Preferred Name:
- Contact Custom Field
- Type: Text (One-Line)
Contact - Gender (Binary):
- Contact Custom Field
- Type: Picklist
- Options: Male, Female
Note: In the DecisionVault questionnaires you have the option to include "Non-listed, specify ____" as a gender option. When it's time to sync to other tools the app will ask the attorney user to put in a binary choice, because several of the integrations require it.
Contact - Date of Birth:
- Contact Custom Field
- Type: Date
Contact - Date of Death:
- Contact Custom Field
- Type: Date
Contact - Social Security Number:
- Contact Custom Field
- Type: Text (One-Line)
Contact - Status (living or deceased):
- Contact Custom Field
- Type: Picklist
- Options: Living, Deceased, Incapacitated
Contact - United States Citizen:
- Contact Custom Field
- Type: Picklist
- Options: Unknown, United States Citizen, Not United States Citizen
Contact - United States Resident:
- Contact Custom Field
- Type: Text (One-Line)
- this will show up as "Yes" or " " (blank)
2. Authenticate Clio with DecisionVault
To authenticate Clio with DecisionVault go to the Integrations page - and look for the "Authenticate with Clio" button. Follow the prompts to login to Clio and to give DecisionVault access.
Note: This only stores an 'access token' in DecisionVault to access Clio on your behalf. We don't have access to your login details, and you can always remove DecisionVault's access in Clio under App Integrations > My Integrations.
3. Map the Custom Fields to DecisionVault Fields
After authenticating with Clio you will get redirected automatically to the Custom Fields mapping setup page:
This lists the DecisionVault field on the left, and the available custom fields that were found in your Clio account (that haven't been mapped yet) on the right hand side -- available to map them.
You are now also able to Map Matter fields in the questionnaire with Clio custom fields. Below you can see how the custom fields are reflected in Clio.
4. Sync a Matter and Contacts to Clio
After you map the custom fields, when you open up a matter detail screen on the attorney side of DecisionVault you can click 'Integrations" on the right hand side and then Clio.
For a matter that has not yet been synced with Clio - DecisionVault will first give you the option to link the matter to an existing one in Clio, by searching in your matters. Or you have the option to just let DecisionVault create a new matter in Clio.
If you want to link an existing matter, type in the matter name in the search box and then click "Link to this matter"
After this - you get to the sync screen where you can link the existing matter and contact in Clio. You can also choose if you want to rename the DV matter to match the name from Clio. After linking the matter and contact click "Link Matter and Contacts".
After linking the matter and client contact, you will be able to select which other contacts you want to sync over to Clio. You are able to update existing contacts or create new ones. After selecting the contacts click "Start Sync".
After the sync is complete, you can review the sync'd contacts and matter in Clio by clicking the provided link.
