Filevine and Intake Gateway: every call into Filevine through Zapier

From your phone line to Filevine

Done once, in Zapier and in your dashboard.

In Zapier, make a Zap whose trigger is “Webhooks by Zapier”, event “Catch Hook”, and copy the address Zapier gives you. Webhooks by Zapier needs a paid Zapier plan.
In your Intake Gateway dashboard, open Settings and find “Webhook (Zapier or your own system)”. Paste the address into “Webhook address” and press “Turn on the webhook”.
Press “Send a test”: one made-up call, marked as a test, goes to Zapier, so you can see every field before a real call arrives. In Zapier, test the trigger to pick it up.
Add a filter step that continues only when type is call.completed, so a test never becomes a lead.
Add an action step with the “Filevine” app and the event “Create Contact”, or “Create Project”, connect your Filevine account when Zapier asks, map the fields below, then turn the Zap on.

The Filevine app on Zapier (read Oct 7, 2026).

Webhook (Zapier or your own system)

After every call except one marked as spam, we send the caller’s details, the intake and the summary to an address you choose, as JSON, signed so you can check it came from us. Paste a Zapier “Catch Hook” address to send calls on to MyCase, Filevine, Lawmatics, a spreadsheet or anything else Zapier connects to. How to set it up, and what we send

The webhook section of Settings, before you turn it on.

Which fields to map in Filevine

Each call arrives as JSON with these fields, among the others the agent recorded.

Our field	Map it to
`intake.caller_name`	the lead's or contact's name
`call.caller_phone`	its phone number
`intake.caller_email`	its email, when the caller gave one
`intake.intake_type`	the case type or a note
`intake.urgency`	a note or a priority field
`summary`	the description or a note
`call.url`	a note, so the call is one click away

What we send, and checking it

Can each call go to Zapier or our own system?

Yes. In Settings, under "Webhook", paste an address that starts with https:// and save. From then on, after every call except one marked as spam (even a suspected one), we send one POST request there with the call's details as JSON. "Send a test" sends one made-up call, marked as a test, so you can see the fields before a real call arrives.

With Zapier: make a Zap whose trigger is "Webhooks by Zapier", event "Catch Hook", copy the address Zapier gives you into Settings, send a test, then add the step that creates the lead or contact in your system (MyCase, Filevine, Lawmatics, PracticePanther, Google Sheets and so on) and map the fields. Webhooks by Zapier needs a paid Zapier plan.

What we send: "id" (the same on every retry of one call, so you can drop a repeat), "type" ("call.completed"; "form.submitted" for a message from your own website form, its "call" being the form, with no length; or "test"), "created_at", "call" (its id, start time, length in seconds, status, the caller's number and the link to the call in your dashboard), "intake" (each field the agent recorded, such as caller_name, caller_email, intake_type, urgency and the practice-area answers, flat, by its own name) and "summary". No recording and no transcript.

Checking it came from us: each request has an Intake-Gateway-Signature header like t=<the time in seconds>,v1=<the signature>. Compute HMAC-SHA256 of the t value, a full stop and the raw request body, keyed with the signing secret shown in Settings; it must equal the v1 value, and t should be within five minutes of now. Zapier users can skip this; your own system should do it.

If your address does not answer with a 2xx status within 10 seconds, or answers 408, 429 or 5xx, we try again after 5 minutes, 30 minutes, 2, 6, 12 and 24 hours (seven tries over about two days), so a request can arrive twice: use the id to keep one.
Any other answer (a wrong address, 404, 410, a redirect) stops the tries for that call. Settings shows the last delivery and what came back.
We never send to an address inside a private network, and never follow a redirect.

Your call emails and Clio keep working exactly as before; the webhook is an extra copy. "Turn off the webhook" stops it, and "Start a new secret" replaces the secret at once if it was ever shared by mistake.

This answer on the help page

We don't use Clio. Does it work with MyCase, Filevine, Litify or another system?

Clio is the only case-management system we connect to directly. Everything else still works without it: the agent answers, runs the intake, books or requests a consultation or promises a callback, and emails you after every call except one we're confident is spam.

For any other system, turn on the webhook in Settings: after every call except one marked as spam we send the caller's details and the intake to an address you choose, and a Zapier "Catch Hook" address can pass them on to most case-management systems and spreadsheets (the help answer on Zapier and your own system has the steps). The email carries the same details, so you can also copy them in by hand; some systems can create a lead from an email forwarded to an address they give you.

Without Clio, the agent does not check callers against your existing clients and matters, and each email tells you to run your own conflict check before you contact the caller.

This answer on the help page

Filevine and Zapier are trademarks of their owners; Intake Gateway is not affiliated with or endorsed by either.

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