How to set up the integration between Lawmatics and DecisionVault?

Topics covered:

1. What's supported by the integration?
2. How to set it up?
3. How to trigger an automation in Lawmatics upon submit of the questionnaire in DecisionVault?

What's supported now?

The integration supports:

1. Linking of the DecisionVault matter to the Lawmatics matter and jump to the right matter in the other tool.
2. Sync the main client (first client on the matter, or the representative on probate/administration questionnaires), map custom fields and add related contacts.
3. Trigger automations in Lawmatics when the questionnaire gets started and submitted in DecisionVault.
4. Upload client documents, a Matter Export, and a Financial Sheet to the linked Lawmatics matter when you sync.

The Lawmatics integration settings explained

Everything the integration uses lives on one page: Settings > Integrations > Lawmatics. The page has five panels:

• Lawmatics Integration: the connection status, with a Disconnect button if you need to unlink your account.
• Lawmatics Integration - Setup: the Pipeline, Stage, and Practice Area used when DecisionVault creates a new matter in Lawmatics. On the first sync you can instead link the DV matter to an existing Lawmatics matter, without changing its pipeline, stage, or practice area.
• Lawmatics Integration - Documents: which documents upload to Lawmatics when you sync. See the section below for the details.
• Map Event Fields: pairs DecisionVault event fields with Lawmatics fields, for example Matter - Questionnaire Started with DV Questionnaire Started, Matter - Identifier with DV Matter Identifier, and Matter - Questionnaire Submitted with DV Questionnaire Submitted. These are the fields your Lawmatics automations can react to.
• Map Matter Fields: maps questionnaire answers to Lawmatics custom fields, one questionnaire at a time. Pick the questionnaire, pick the Lawmatics field, and choose the DecisionVault field it maps to. The mappings you already made are listed below the pickers, per questionnaire.

Each panel has its own Edit button. Make your changes and click Save on that panel before moving on.

How to set up the integration

1. Authenticate Lawmatics with DecisionVault

To authenticate Lawmatics with DecisionVault go to the integrations page - and look for the 'Authenticate with Lawmatics' button. Follow the prompts to login to Lawmatics and to give DecisionVault access.

2. Set up defaults for the Lawmatics sync

After you authenticate you will get redirected to the Lawmatics Integration Setup page. From here you can select the "Pipeline & Stage" and "Practice Area", and map DecisionVault event and matter fields.

These defaults are only used if you let DecisionVault create a matter in Lawmatics. In most processes of firms who use Lawmatics there will be a matter in Lawmatics before your client starts on the DecisionVault questionnaire - in which case you can link the DecisionVault one to the existing Lawmatics one and these defaults are ignored.

3. Choose which documents upload to Lawmatics

The sync can also upload documents from DecisionVault to the linked Lawmatics matter. Go to Settings > Integrations > Lawmatics and scroll down to the Lawmatics Integration - Documents section:

You can choose three types of uploads. Each one is set to Skip by default:

• Client documents: the files uploaded to the matter in DecisionVault. Each client document uploads once.
• Matter Export: each sync uploads a new copy and removes the previous one when possible.
• Financial Sheet: each sync uploads a new copy and removes the previous one when possible.

Set a dropdown to Upload on every sync to include that type of document, then click Save. The documents then upload to the linked Lawmatics matter each time you run a sync.

4. Map event and matter fields

You are now able to sync matter level fields from DecisionVault into custom fields in Lawmatics.

1. Select the DV Questionnaire: Begin by identifying the specific DV questionnaire that contains the field you want to map.
2. Choose the Lawmatics Custom Field: Select the appropriate custom field within Lawmatics where you want the DV questionnaire data to be populated.
3. Map the DV Field: Finally, pinpoint the specific field within your chosen DV questionnaire (or design sheet) that corresponds to the data you want to transfer to the Lawmatics custom field.

This is how the custom fields updates will be reflected in the activity timeline in Lawmatics:

5. Sync a Matter and Contacts with Lawmatics

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 click Lawmatics.

For a matter that has not yet been synced with Lawmatics - DecisionVault will first give you the option to link the matter to an existing one in Lawmatics, by searching in your matters. Or you have the option to just let DecisionVault create a new matter in Lawmatics.

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 matter and existing contacts in Lawmatics. After linking the contacts click "Link Matter and Contacts".

After linking the matter and contact, you will be able to select which contacts you want to sync over to Lawmatics. You are able to update existing contacts or create new contacts in Lawmatics. After selecting the contacts click "Start Sync".

After the sync is complete you will be able to review the synced contacts and matter in Lawmatics by clicking the link.

How to trigger an automation in Lawmatics upon submit of the questionnaire in DecisionVault?

To trigger an automation in Lawmatics when the questionnaire gets submitted in DecisionVault you need 3 things:

1) Create the 'DV Questionnaire Submitted' custom field in Lawmatics and map it in DecisionVault

Create the following matter-level custom field in Lawmatics:

Matter Custom Field

• Name: DV Questionnaire Submitted
• Type: True or False
• Display as: Checkbox
• Visibility: Default

2) Set up an automation in Lawmatics that triggers when that custom field changes on a matter

If you wanted to move a matter to the next stage in Lawmatics upon submit of the questionnaire in DecisionVault you can create the following automation:

3) Change the standard link to include the Lawmatics matter identifier

Currently you're sending clients the "standard link" that gets clients to create an account and start on the correct questionnaire - which will look like this:

https://app.decisionvault.com/open/mylawfirm/myworksheet

You want to make sure that the Lawmatics email template you're using for this is a "matter based" one - so you have access to the merge field for "matter id". Then you change the standard link to merge the matter id into it like this:

Include Lawmatics MatterID in Template:

https://app.decisionvault.com/open/mylawfirm/myworksheet/lm/|matter-id|

Example result after merge:

https://app.decisionvault.com/open/mylawfirm/myworksheet/lm/112233

The client won't notice the difference, they're just clicking a link from your email template - but now DecisionVault can capture the identifier and will trigger the automation in Lawmatics via the custom field upon submit of the questionnaire.

Then when the client submits the questionnaire in DecisionVault you see the field update in Lawmatics, followed by the automation (it can take a minute or 2 for the automation to trigger after the field is updated).

This doesn't sync over any other information - for that you still need to click through to the Lawmatics sync in DecisionVault.

Frequently Asked Questions

When are the Pipeline & Stage and Practice Area defaults used?

Only when you let DecisionVault create a new matter in Lawmatics. If you link the DecisionVault matter to an existing Lawmatics matter, which is the usual flow, these defaults are ignored.

Why can I not map a field?

The DecisionVault field and the Lawmatics custom field must be the same type to be mapped, for example a date field to a date field.

How quickly does the Lawmatics automation run after my client submits?

The DV Questionnaire Submitted field updates first, and the automation follows. It can take a minute or two after the field is updated.

Does the automation link also sync the client's answers?

No. The matter identifier in the standard link only lets DecisionVault update the DV Questionnaire Submitted field so your automation can fire. To bring over contacts and mapped fields, run the Lawmatics sync from the matter in DecisionVault.

Do documents upload to Lawmatics during the sync?

Only if you turn it on. Go to Settings > Integrations > Lawmatics and set Client documents, Matter Export, or Financial Sheet to Upload on every sync. All three are set to Skip by default.