Depositions by Filevine Widget (BETA)

Firms with Depositions by Filevine can now access key features directly within Filevine projects, like scheduling hosted depositions, setting goals with Depo CoPilot, and importing transcripts for summary and notation. These features are contained in a new Depos by Filevine widget.

• Widget Setup
• Schedule Hosted Depositions
• Depo CoPilot
• Transcript Toolkit
• Additional Case Information

Widget Setup

A user with access to the Customs Editor can add the Depos by Filevine widget to the desired project templates. The widget can be added to any custom collection section. Ideally, the section should be 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 and follow the steps below.

1. Add Field/Widget. Find the “Custom Fields/Widgets” header and click the plus button. If no fields or widget have been added to the project section yet, click + Add Field/Widget.
   
2. Click the Widget button. At the top of the modal, you will see a Field and a Widget button. Click Widget.
3. Select the Depos by Filevine widget type. Expand the “Widget Type” dropdown and select Depos by Filevine.
4. Name the widget. Enter the name you’d like to display above the widget in the project section. For example, you might name the widget “Depo Scheduling” or “Depo Tools,” depending on which features your team will primarily use. The field/widget selector will fill in automatically. For additional options, select Advanced Properties.
5. Create. In the modal, click Create to add the widget to the project section.

Schedule Hosted Depositions

After uploading the notice and exhibits (if applicable), navigate to the project section containing the Depos by Filevine widget. To find the widget, add a new collection item or edit an existing one. In the widget, click Schedule Hosted Deposition, and then fill out the following details.

1. Select the desired location. For “Location,” choose whether the deposition will be Remote (hosted virtually via Zoom) or In-person.
   • For in-person depositions, select a contact containing the desired address in their contact card. If applicable, select Provide Instructions for Location and enter any relevant details for reporters and vendors, like entry codes, floor numbers, etc.
2. Select the date, time, and duration of the proceeding. For “Date & Time,” choose the date, time, time zone, and estimated duration.
3. Add participants. For “Participants,” add the expected attendees as contacts and select their role in the proceeding. Make sure each participant has a valid email address in their contact card. They will receive an invitation email with conference call details, along with reminder emails prior to the deposition.
4. Attach the notice of proceedings and exhibits. For “Related Documents,” select the applicable documents from the project’s Docs section. If these documents are not in the project yet or have not been finalized, you can return to add them later. The proceeding notice must be on file before the deposition begins.
5. (Optional) Request interpreter services. If an Interpreter is required, select Yes under “Interpreter Options” and choose which language(s) will need to be interpreted.
6. Enter additional notes as desired. Enter any additional notes about the proceeding. These notes are visible to the reporters and vendors assisting you, as well as any users with access to the project.
7. Choose where to send the bill. For “Billing Information,” choose the contact who should receive the bill for the hosted deposition.
8. Schedule. 

If prompted for additional case details, read the Additional Case Information section below.

Once you have scheduled a hosted deposition, the widget displays the event details. Continue reading to learn how to attend, edit, or cancel the deposition in Filevine. You can also view and manage the proceeding as usual in Depositions by Filevine. To create goals or view insights in Depo CoPilot, read the Depo CoPilot section below.

Depo CoPilot

Navigate to the project section containing the Depos by Filevine widget. To find the widget, add a new collection item or edit an existing one. If you have not scheduled a hosted deposition, you will see the option to Enable Depo Copilot. To begin setting up goals for the deposition, click this button.

Enter a name for the deposition and click Confirm. (This action creates a placeholder non-hosted deposition in Depositions by Filevine.)

If prompted for additional case details, read the Additional Case Information section below. After a few moments, you’ll see the following options.

• Open in Depo Copilot: open the deposition in Depo CoPilot and create goals. During the deposition, open this page to view goal analysis and related insights.
  • For non-hosted depositions, you can add and save the virtual meeting link (if applicable) and start recording when the deposition begins.
  • For hosted depositions, Depo CoPilot automatically joins the associated Zoom link and begins recording.
• Open Goal Library: open the Goal Library in Depo CoPilot to view and manage the reusable goals at your organization.

Transcript Toolkit

Navigate to the project section containing the Depos by Filevine widget. To find the widget, add a new collection item or edit an existing one.

If you have not scheduled a hosted deposition, you will see the option to Enable Transcript Toolkit. To import a transcript from a past deposition, click this button.

Select the applicable file from the project’s Docs section, and then enter a name for the deposition. Click Confirm.

If prompted for additional case details, read the Additional Case Information section below. After a few moments, you’ll see the following options.

• Open Transcript with Summary: open the transcript and AI-generated summary in the transcript toolkit.
• Open Notes: open the transcript in the transcript toolkit with the Notes panel selected.
• Open Issues: open the transcript in the transcript toolkit with the Issues panel selected.
• Open Designations: open the transcript in the transcript toolkit with the Designations panel selected.

Additional Case Information

For the first deposition in each Filevine project, you’ll be prompted to fill out the following case details before you can finish scheduling, use Depo CoPilot, or access the transcript toolkit.

1. Select the plaintiff and defendant. Add the plaintiff and defendant as contacts in their respective fields.
2. Enter the relevant case or claim numbers. Enter the case/index number, claim number, or File#/Matter ID, as applicable.
3. Select the state and county/district. If this case is federal, select Yes under “Federal Case,” and then choose the state and district (if applicable). Otherwise, select No and choose the state and county.
4. Confirm. 

You can return to update these details later by clicking Additional Case Information at the bottom of the widget.