The Challenge
A trial law firm with several practice areas, from personal injury to criminal defense, had outgrown a split set of tools. New leads and referrals lived in Lead Docket. Once a case was signed, the work moved to Filevine. Phones, web forms, documents, and settlement accounting each sat somewhere else again.
That split made the firm’s most basic questions hard to answer. Which referral sources produce signed cases? Where do files stall between intake and settlement? Leadership wanted one system that could follow a client from the first call to the final disbursement.
The firm needed a partner that could:
- Move intake history from Lead Docket and case history from Filevine into one platform, without losing the link between them.
- Clean up the data on the way in, including duplicate people and inconsistent values across the two systems.
- Configure Litify for each stage of the firm’s work, from intake and referrals to litigation and settlement.
- Connect phones, web forms, and documents so staff work in one place.
- Prepare the firm’s own admins to run the system after go-live.
The Approach
BRIO began with discovery sessions and focus groups across the firm, mapping how intake, case work, and settlements actually moved. The team turned those notes into a feature tracker that tied every request to a scope decision. That kept the first release focused on what the firm needed on day one, with a clear list of later improvements, such as deeper marketing attribution, for future phases.
The data work ran on its own track from the start. BRIO extracted both systems, built a mapping workbook for every object and field, and ran the loads through an automated pipeline. That way each test load could be repeated, checked, and improved before go-live.
The Solution
Two Systems, One Record: Intake history from Lead Docket and case history from Filevine were mapped, deduplicated, and loaded into Litify, so a matter can be traced back to the intake and referral it came from. Case files moved into Docrio, organized into folders on each matter.
Intake and Referrals: Custom intake screens, a guided questionnaire, and open, refer-out, and turn-down actions match how the intake team works. Web inquiries arrive through an intake API that creates the party and intake automatically. Referrals are handled through the Litify Referral Network, with a separate record for referrals that happen outside it.
Matters and Litigation: Custom matter screens and automated team assignments put the right people on each case as soon as it opens. Custom objects track discovery, depositions, motions, pleadings, service, and mediations, so litigation details live on the matter instead of in side spreadsheets.
Financials on the Matter: Fees, expenses, and liens from the legacy systems were migrated onto each matter, and a settlement statement template produces disbursement sheets from the case record.
Connected Tools: BRIO worked with the firm’s phone provider on its Litify integration and built the firm’s document templates, so staff can call, document, and settle a case without leaving Litify.
Ready to Run It: Before go-live, BRIO led walkthroughs with the firm’s power users, worked through a go-live readiness workbook, and trained the firm’s administrators so they could take on day-to-day changes themselves.
Technical foundation
- Litify on Salesforce, with Docrio document management
- Azure Data Factory pipeline for repeatable Lead Docket and Filevine extracts and loads
- Field-level mapping workbook with value translations and duplicate matching
- Screen flows, automated team assignment, and custom objects for litigation tracking
- Intake API, Litify Referral Network, and VoIP integrations
The Impact
The firm now runs intake, case work, and settlements on one platform:
- Intakes, referrals, matters, and documents from two legacy systems live together in Litify.
- Every matter keeps its link to the intake and referral source it came from, setting up the firm’s next step in marketing attribution.
- Standard litigation records and automated team assignments replace side spreadsheets and manual handoffs.
- The firm’s own admins manage the system day to day, with BRIO available for larger changes.
Moving off two systems at once is harder than moving off one, because the data has to agree with itself before it can move. Treating migration as its own workstream from the first week is what made a single go-live possible.
