Filevine automations: what to automate first in a PI firm

Start with a recurring administrative step whose trigger and completion test are clear. Use Filevine’s native task tools where they fit, then identify any remaining handoff into email or another system.

Choose five practical candidates

Recurring job	Starting point	Human check
Create an intake task sequence	Assess native Taskflow phase or button trigger.	Confirm matter and owner.
Schedule a records-request check	Agree a next date and task owner.	Check arrivals before contacting the provider.
Check a partial records delivery	Keep date range and record type visible.	Staff verify completeness; attorney assesses content.
Prepare a missing-document email	Assess the inbox handoff separately.	Review the recipient and wording.
Escalate an unanswered request	Set the firm’s own escalation condition.	Attorney decides the next step.

What Taskflow actually triggers

Filevine documents taskflows that begin when a project changes phase or someone presses an action button. Tasks can follow the initial trigger or depend on completion of another task. Those are useful controls for a repeatable sequence; they do not establish that an arbitrary new email or uploaded file will start or stop it.

Write the completion test first

For a records check, completion means the requested types and service dates have been accounted for, or a person has recorded what is still missing. Sending a reminder alone does not complete the underlying request. For intake, define the checks the team needs before advancing the matter.

Keep the first test small

Try one matter type and one owner. Test a normal request, a duplicate, a partial response and a client reply that changes the next step. Confirm who sees failures and how the team pauses the sequence. Review any newer Filevine automation product separately against the vendor’s current documentation.

When work leaves Filevine

If staff still copy the same details into Outlook, an outside workflow may help prepare that handoff for review. Filevine is an example tool Runnrr scopes around; supported actions are checked before setup. Runnrr is not presented as a Filevine automation builder or a native integration.

Sources

Vendor documentation checked on 21 October 2026. Feature availability varies by account, plan and region.

This is administrative workflow guidance, not legal advice.

Questions before you start?

Should a firm replace Taskflow with an outside automation?

First test whether Taskflow covers the required trigger and task sequence. Consider a separate workflow only for a specific remaining handoff.

Is this a guide to LOIS Workflows?

No. The verified native behavior described here is Taskflow. Review LOIS or other Filevine products with current vendor documentation and your administrator before selecting them.

Keep the next step clear.

Medical records request tracker template for PI firms Medical records follow-up log for law firms (free)Track medical records requests in Filevine Clio medical records tracking, with or without the PI Add-On Client document reminders with MyCase and Gmail or Outlook Workflows for personal injury firms Connection requirements

Spend less time chasing client documents.

Runnrr sets up the recurring steps in your existing tools. Start with one workflow and agree the checks with your team.

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