This article discusses the integration between TImely and Filevine, including where to view Timely deadlines in a Filevine project, how to edit Timely deadlines, and best practices for using Filevine and Timely together.
You can also watch the Timely Integration training video to learn more.
Video passcode: Rh7u#qT^
Timely Deadlines in Filevine
Timely deadlines that have been exported to Filevine will appear:
- in the Deadlines section (sometimes called “Reminders”)
- on the project calendar
- on your user calendar, if you are subscribed to the project
- as reminders in the Activity feed. Timely deadline reminders are generated just as other deadlines are.
- in email notifications, based on your Org’s notification schedule
If you are using Timely to export to Filevine, the deadlines in Timely will be imported as deadlines in the Deadlines section. These deadlines will not show up as Deadline Chains.
Each deadline will contain all the information for you to review the deadline, statute or rule, trigger, and date selected.
If you find that the deadline was docketed in error or needs to be changed, click on the Modify in Timely link. This link will take you back to the original docketing in Timely, where it can be re-calendared. To avoid confusion, Timely deadlines in Filevine should be edited from Timely rather than from within Filevine.
Deadlines from the Deadline section will appear as all-day events on the project calendar. If you are subscribed to the project, they will also appear on your user calendar.
These deadlines are tied to the Org’s default reminder schedule, which will generate a series of reminders. For example, you might set your Org’s default reminder schedule to send reminders seven days before, one day before, the day of, and the one day after. Reminders will appear in the activity feed.
Reminders are special in that, once they have been marked seen, they will no longer appear in the activity feed unless the feed is specifically filtered for them. Read more about how to filter the Activity Feed.
If you are subscribed to a project, reminders will also appear in your user feed.
View Deadlines in Timely
Timely deadlines that you have exported to Filevine are listed on your Filevine Projects page. To view these deadlines, click on your profile in the top right of Timely, and select Filevine Projects. Learn more about connecting to Filevine.
The Filevine Projects section in Timely displays information about all the deadlines you exported to Filevine, including the matter name, trigger, jurisdiction, and more. Sort the deadlines by clicking on the arrow icons next to the respective columns. To search for particular information, click on the three-lined triangle and enter the search criteria.
Use the arrow on the right to edit or delete deadlines associated with the trigger.
Edit or Re-Calendar Deadlines
Timely deadlines that have been exported to a Filevine project can be edited or “re-calendared.”
To edit a deadline, locate the deadline you exported in Timely by clicking on Filevine Projects in your profile dropdown menu and then selecting it (or click on the down arrow at the far right, then click Edit). Alternatively, you can locate the deadline that anyone in your organization exported in Filevine and click the Modify in Timely link.
You will be taken back to Timely when the deadlines were originally docketed or exported. On this page, click on the Matter Details in the top left corner to adjust the trigger date, and select or unselect additional deadlines.
When all your changes are complete, export the deadlines again to Filevine. Go to the Filevine project deadlines, click refresh, and you will see that all of the deadlines will be adjusted and updated.
Note: Any manual changes made to a deadline in Filevine will be overwritten when re-calendared in Timely. To avoid confusion and overwriting, any changes to the due date, additions, or deletions should be done through Timely, rather than from within the Filevine project.
Timely deadlines will all create their own reminders and notifications. To ensure a smooth integration between Timely and Filevine, you may want to adjust your reminder schedule or your notifications.
Timely deadlines will default to the Org reminder schedule. Since you may end up with many deadlines, each with its own schedules of multiple reminders, it is best practice to minimize the number of reminders in your Org’s default reminder schedule. It is suggested that the Org’s default reminder schedule contain only a few important reminders. For example, each deadline might have a reminder of 30 days before, 14 days before, 10 days before, 7 days before, 3 days before, 1 day before, the day of, and 1 day after.
Filevine’s reminder schedules are marked default at the Org level, so making any changes to the default reminder schedule will affect all deadlines and deadline chains using the default schedule for any project in the Org. Use caution when adjusting.
Read Reminder Schedules to learn how to create, edit, and change the default of reminder schedules.
If you are subscribed to a project, you will also have the ability to receive notifications for every deadline reminder through email, text, or Slack. You can do this by going to Filevine’s notifications settings and checking the box next to “Deadline reminders for projects I follow” under the daily digest options.
If you check this box, you will receive a digest email the evening before any day when there is a reminder for a deadline in the project. For example, if an October 17th deadline had a reminder scheduled for the day before, October 16th, you would receive a daily digest email or message on the evening of the 15th with the reminder.