Schedule Proceedings

In Depositions by Filevine, click + New in the top right corner, and then select Schedule hosted proceeding. In the Schedule Hosted Proceeding modal:

1. Select the proceeding type. In the “Proceeding type” section, choose whether the proceeding is a Deposition or Examination Under Oath (EUO). Once scheduled, the proceeding type cannot be changed.
   • For depositions, expand the “Case” dropdown and choose which case the deposition is part of. If it’s a new case, select New case and fill out the required information. If you’re currently viewing a case, that case will automatically populate in this field.
   • For EUOs, enter the Claim Number and TC/File Number.
2. Choose where to send the bill. In the “Where should we send the bill” section, choose whether the bill should go to your office or to a specific person. Then, confirm which email address should receive the bill.
3. Select the date, time, timezone, and duration of the proceeding. In the “Date and time” section, choose the date and time, timezone, and estimated duration. The proceeding must be at least 24 hours in the future.
   • For EUOs, you also have the option to choose an alternative date and time.
4. Add attendees. Enter the Full name and Role of every individual who will attend the proceeding. Add the email address for each attendee to send them an invitation email with the conference call details. If an Interpreter is required, select Interpreter needed and choose which language(s) will need to be interpreted.

5. Enter additional notes as desired. You can enter any additional notes about the proceeding. These notes are only visible to other members of your firm and the reporters assisting you.
6. Click Schedule. 

Once you’ve scheduled the proceeding, you can upload the proceeding notice and exhibits, and create goals in Depo CoPilot if applicable.

Note

The witness will automatically show up in the name of the proceeding. Example: Deposition of John Smith.

In Depositions by Filevine, click + New in the top right corner, and then select Create non-hosted proceeding. In the Create Non-Hosted Proceeding modal:

1. Select the proceeding type. In the “Proceeding type” section, choose whether the proceeding is a Deposition or Examination Under Oath. Expand the “Case” dropdown and choose which case the proceeding is part of. If it’s a new case, select New case and fill out the required information.
2. Optional: select the date, time, timezone, and duration of the proceeding. In the “Date and time” section, choose the date and time, timezone, and estimated duration. If these details are pending, click the x in the respective field to clear the current value and leave them blank.
   
3. Add attendees. Enter the Full name and Role of the individuals you expect to attend the proceeding. You can also enter the email address for each attendee if desired, but attendees will not receive email notifications related to a non-hosted proceeding.
4. Click Create. 

Next, you can upload the proceeding notice and exhibits, and create goals in Depo CoPilot if applicable.

Tip

Depo CoPilot users: after a non-hosted proceeding, you can order a certified transcript using the audio recorded by Depo CoPilot. Simply download Depo CoPilot’s recorded audio, and then import the recording to Depositions by Filevine for transcription.

Non-hosted proceedings can be converted into hosted proceedings, if desired. This option allows you to start making preparations as early as you’d like, even if the proceedings cannot be scheduled yet.

For example, let’s say that there is an upcoming proceeding you intend to host with Filevine. The date, time, and attendees are still pending—but you want to gather your materials and create Depo CoPilot goals in the meantime.

In this scenario, you’ll simply create a non-hosted proceeding first, and then convert it to a hosted proceeding when you’re ready to schedule. That way, you can prepare at your own pace, and your exhibits, goals, and related details will remain intact after conversion.

Heads Up!

This conversion is one-way and cannot be reversed. If plans change and the proceeding will be hosted elsewhere, refer to the section above to cancel or reschedule a hosted proceeding.

In Depositions by Filevine, select the case, and then select the folder for the non-hosted proceeding. In the Actions panel on the right, click Convert to hosted deposition.

In the modal, fill out the required fields to schedule the hosted proceeding. These fields will be pre-populated with the information entered for the non-hosted proceeding, but make sure to review for accuracy. When you’re finished, click Schedule.

You can schedule a single proceeding to depose multiple witnesses back-to-back using the same Zoom and Depositions by Filevine link. You’ll need to know the number of witnesses and the total estimated duration before scheduling.

When you schedule the proceeding, add each witness as an attendee and assign each of them the Witness role. Add a note that the proceeding includes multiple witnesses to help our team prepare for the event.

Make sure to add all desired witnesses at this stage—no additional witnesses can be added after the proceeding starts.

After the proceeding is complete, each witness will receive their own synced transcript, rough draft, invoice, and certificate (if applicable). If a witness does not appear, they will receive a separate Certificate of Non-Appearance.

In the Cases section, select the case where the proceeding is scheduled. Find the folder for the proceeding, select the ellipsis icon ⋯, and then select Edit proceeding.

In the Update Proceeding modal, select the new date and time for the proceeding. The proceeding must be at least one full business day in the future. Confirm the remaining details for the proceeding, and click Edit when finished.

In the Cases section, select the case where the proceeding is scheduled, and then select the folder for the proceeding. In the Actions panel on the right, click Cancel proceeding, and then click Cancel proceeding again to confirm.

Because non-hosted proceedings are strictly for your organization’s internal records, they cannot be canceled. If desired, you can delete a non-hosted proceeding. This action will also delete any exhibits, notices, and imported transcripts/recordings associated with the proceeding.

To delete a non-hosted proceeding, navigate to the desired case and proceeding. In the Actions panel on the right, click Delete proceeding, and then click Delete to confirm.