Schedule Hosted Depositions in Filevine (BETA)

Users can now schedule hosted depositions directly within a Filevine project via Depositions by Filevine.

Hosted depositions include a qualified reporter, automated email invites and reminders, and real-time transcription by AI. Once the deposition is over, you can review a rough draft transcript synced with recorded audio and video. You can also order a certified transcript if desired.

• Depositions by Filevine Flyout
• Schedule Deposition
• View Transcript and Summary

Depositions by Filevine Flyout

Before you can schedule a hosted deposition in Filevine, a user with access to the Customs Editor must enable the Depositions by Filevine flyout in the desired project section. Ideally, the flyout should be enabled for a custom section related to depositions or witnesses.

Go to the main menu and select Advanced > Customs Editor. Choose the Org (if applicable), then choose the project type. Find and select the desired section. Under “Protected Section,” toggle on Show Depos by Filevine Flyout.

Heads Up!

The flyout can only be enabled for one section per project type.

Schedule Deposition

Hosted proceedings can be scheduled Monday through Friday from 8 am to 6 pm in the time zone of the event, with the exception of most US federal holidays. These proceedings can be as short as 15 minutes or up to 8 hours. To request a hosted proceeding outside of these hours, email our team at depositions@filevine.com.

In a project, find and select the section where the flyout was enabled. The flyout for Depositions by Filevine will appear. (For collection sections, the flyout will not appear until you select an existing item or start adding a new one.)

In the flyout, click Host with Filevine, and then follow the steps below:

1. Choose where to send the bill. In the “Billing” section, enter the email address that should receive the bill.
   
2. 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.
   
3. Add attendees. In the “Attendees” section, enter the Full name and Role of every individual who will attend the proceeding. You can also 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.
   
4. Add case information. In the “Case Information” section, select the state and county of the case.
   
5. Enter additional notes. In the “Additional Information” section, indicate whether you want to record video from the deposition. 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 Create Deposition.

View in Depositions by Filevine

Once you have scheduled a deposition, you will see a message stating: “This deposition was successfully scheduled with Depositions by Filevine.” To view deposition details, and upload proceeding notices and exhibits, click Manage appointment.

All information related to the scheduled deposition is collected inside a Depositions by Filevine case. This case is linked with the originating Filevine project. Once the proceeding is complete, transcript and summary files will be available in Depositions by Filevine as well as the linked project.

Heads Up!

If your firm has not been onboarded with Depositions by Filevine, you will see a message stating: “This event is not scheduled yet.” After a member of our team reaches out to discuss, the scheduled deposition will be confirmed and assigned to a reporter.

View Transcript and Summary

After hosted proceedings, you can access a rough draft transcript to gather and share noteworthy moments. Use the deposition summary to rapidly identify key themes and takeaways. If desired, you can also order a certified version of the transcript.

Once available, each of these artifacts can be accessed in the proceeding’s folder in Depositions by Filevine. To view the summary, open the rough draft or certified transcript and select Summary from the righthand panel menu.

Additionally, a copy of each artifact will appear in the linked Filevine project as .pdf or .docx files. The summary includes both narrative and page:line formats. To find these files, navigate to the project’s Docs section and open the Depositions folder. (If no Depositions folder exists, it will be auto-generated when the transcript and summary files sync over.)

In the Depositions folder, each proceeding’s folder has the naming convention: Deposition of {Witness Name} on {Event Date}. Select the desired proceeding’s folder to view its synced artifacts.

Heads Up!

Artifacts from Depositions by Filevine do not sync in real time. Any updates after the initial sync will not be reflected in Filevine.