Invite project contacts to the Client Portal automatically, triggered by either project creation or phase changes.
Auto invites are set up in the Client Portal Manager (CPM). You can select different auto invite triggers and project contact criteria for each project type.
Invitations Section
From Filevine, navigate to the CPM by clicking main menu > Advanced > Client Portal Manager.
Click the Invitations section. Here, you’ll see two tabs: Auto Invites and Bulk Invites. To invite multiple contacts to the Client Portal at once, use Bulk Invites.
In the Auto Invites tab, you’ll see a list of all project types. An auto invite can be set up for each project type.
Auto Invite Setup
To set up an auto invite for a project type, click Edit next to that project type in the list.
Tip
Auto invites are set at the project type level, rather than at the timeline level. If you are using split timelines, read the Setup for Split Timelines section below for tips specific to split timelines.
In the flyout, toggle Auto Invites on.
Trigger: Project Creation or Phase Change
The project contact can be auto invited based on either project creation or phase change. Typically, you should choose Project Creation only if the contact information (and for split timelines, the custom field selector) are already filled at the time of creation.
| Choose Project Creation if… |
Contact details have already been filled out at the time of project creation. Your projects are created from an external system, like Lead Docket, with some information filled out. |
|---|---|
| Choose Phase Change if… |
You are using split timelines (unless you are using an external system, like Lead Docket). Read more. Contact details are entered after project creation. You’d like the option to use multiple trigger phases to trigger the auto invites at different times for different case types or types of project contacts. You’d like to invite the project contact at a later time in the case. |
If you select Phase Change, then you’ll need to select the phase or phases that will serve as the trigger. If multiple phases are selected, the auto invite will trigger when a project first moves into any of the selected phases. Moving the case into other trigger phases will not trigger another invite, unless the first invite attempt was unsuccessful.
Note
If an invite is revoked from a project contact within the project, an auto invite will never be resent.
Setup for Split Timelines
If you are utilizing split timelines in the Client Portal, the custom field selector used to determine the project’s timeline must be filled out before an invite can be sent. If the custom field selector (this field is often “Case Type” or something similar) is not filled, a Client Portal invite cannot be sent, since the timeline has not yet been chosen.
As such, if you are using split timelines, you should typically select Phase Change as your trigger. This trigger type allows you to auto invite the project contact when the custom field selector has already been selected in the project.
The exception to the Phase Change trigger is if you are using an external system, like Lead Docket, for project creation. In this case, information like contact information and the custom field selector may already be filled out at the time of project creation.
With the Phase Change trigger, you’ll be able to choose multiple phases as triggers, so that you can select a phase as a trigger for each timeline.
Then, when selecting the trigger phases, select at least one phase as trigger for each timeline. If a timeline contains multiple selected phases, the auto invite will trigger on the first phase a case moves into, and will not re-invite already-invited contacts on subsequent trigger phases (unless the first invite was unsuccessful).
For example:
| You have the three split timelines with the following phases, in the order listed: |
|
|---|---|
| You choose Phase Change as a trigger and select the following phases: |
|
| Then, assuming the case go through the phases in order, the following happens: |
If an MVA client does not have contact info yet when the case moves to file set up or the invite errors, they will be invited again when the case goes to Investigation |
Exclusion Criteria
Choose the exclusion criteria for the invites. All criteria are exclusionary—if the project contact has any of the selected criteria, the auto invite will not be sent. If none of the exclusionary criteria are met—because the field data does not meet the criteria or because the fields are not filled—the auto invite will be sent.
By default, three criteria are listed here:
- Deceased: if “deceased” is selected on the project contact’s card, the auto invite will not be sent
- Contacts younger/older than: if these criteria are filled out, and the project contact falls outside of the requirements (i.e., they are younger than the “Contacts younger than” or older than the “Contacts older than”), they will not be invited; these criteria are based on the project contact’s “date of birth” field
You can also add custom exclusion criteria. Use any dropdown or yes/no fields in the contact card. For example, you might choose to exclude project contacts who have a yes/no “Can Text?” field marked as “no.”
Language
If Spanish is selected in Communication > Language Support in the CPM, you’ll see a Language selection section. Otherwise, skip this step.
If the Field-based language detection option is turned on, the invite’s language will be determined by the value in a selected contact field.
If you’d like to determine the language based on a contact field, toggle this option on and then select the field from the dropdown. If “English” is entered/chosen for the selected field, the invite is sent in English. If “Spanish” is entered, the invite is sent in Spanish. If both or neither are entered, the invite is sent in the language selected above.
If this option is not toggled on, or if the field value is unclear, the invite will be sent in the chosen Default Language, which you can select below the Field-based language detection.
Contact Method
All of your Org’s configured contact methods and labels are listed. The invite will be sent to the first method on this list that has been filled out on the contact card. If the project contact does not have any of the selected contact methods entered on their contact card, the auto invite will not be sent.
Drag and drop a contact method to reorder the contact methods by preference.
If you do not want a contact method to be used at all, click the minus icon to remove it from the list.
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