Filevine | ElevenLabs Documentation

Your receptionist can find a caller in Filevine or add them as a new contact, and open an intake project for a new inquiry. Filevine’s API needs a token that expires after a short time, which Reception’s connectors can’t renew, so Reception connects through Zapier.

Zapier’s Filevine app works with Filevine contacts and projects. It has no action for Lead Docket, so it can’t add leads to your Lead Docket intake.

Set up

Connect Zapier

If you haven’t yet, connect Zapier in Reception.ai.

Add the Filevine actions

In your Zapier MCP server at mcp.zapier.com, add the actions below and connect your Filevine account when Zapier asks. For each field, either set a fixed value or let the AI fill it in, as listed.

Assign the tools

In Reception.ai, open the Zapier integration’s Tools tab, select Refresh tools, and assign each action to the Client (receptionist).

Test it

Test your receptionist as a new caller looking for a lawyer. The contact and an intake project appear in Filevine.

Actions

Find or add the caller

Field	Value
Zapier action	Find or Create Contact
Set in Zapier	Field: the contact field to search by, for example phone. Contact Types: the type for callers.
Let the AI fill in	The search value, first name, last name, Phone Numbers, and Email Addresses.
Assign to	Client

Open an intake project

Field	Value
Zapier action	Create Project
Set in Zapier	Project Type: the project type you use for intake.
Let the AI fill in	Contact (from the previous action), the project name, and the incident date if the caller has one.
Assign to	Client

If your firm runs a conflict check before opening a project, leave Create Project out and let your team open projects from the call summary.

Add a rule telling your receptionist to take down the caller’s details and never give legal advice.

Limitations

Zapier’s Filevine app has no action for notes or tasks, so your receptionist can’t log the call or assign a follow-up in Filevine. Your team gets the details from Reception’s post-call summaries.
Zapier’s Filevine app can’t check availability, so your receptionist can’t offer open times. For real-time booking, use Reception’s own booking with Google Calendar, Calendly, or Cal.com.
Each action your receptionist runs uses tasks from your Zapier plan. Zapier currently counts two tasks per successful call; failed calls aren’t counted. When the plan runs out, the actions stop until it resets.

Troubleshooting

Problem	What to check
A Filevine action doesn’t appear in Reception.ai	Select Refresh tools on the Zapier integration after adding actions in Zapier.
An action shows Changed and isn’t used	You edited it in Zapier. Select Update in the Tools tab.
Returning callers are added twice	Filevine matches values as stored. Store phone numbers in one format, or set Field to email.
Projects aren’t linked to the caller	Your receptionist needs the contact from Find or Create Contact. Run it first.
Leads don’t reach Lead Docket	Zapier’s Filevine app writes to Filevine projects. Check the project list in Filevine.