A potential client's call opens in Filevine as a project
GreetKeeper answers and sends a signed webhook. A Zap on a paid Zapier plan catches it, and Filevine's own actions build the contact and project.
Caller
“A delivery truck backed into my car in a grocery store lot on Friday. My neck has been stiff since. Do I have a case, and who do I talk to?”
What happened next
- Took the caller's name, number, email and the date of the accident
- Asked your intake questions about injuries, treatment so far and whether another firm is involved
- Sent the call to Filevine, where the Zap found or created the contact and opened an intake project
How GreetKeeper connects to Filevine
Three states, and we publish the one that is true rather than the one that reads best.
| Tool | How it connects | What that means |
|---|---|---|
| Filevine | Through Zapier |
What Filevine is, and the Zapier actions it lists
Filevine is case management software for law firms, used heavily by personal injury and litigation practices. Each case lives as a project, with its contacts, deadlines, documents and notes attached to it.
Filevine's Zapier listing gives you five write actions that suit a phone call: Create Contact, Create Project, Find or Create Contact, Find or Create Project and Update Project. We checked that list on Zapier on 24 September 2026.
Those two find-or-create actions are the ones your intake team will thank you for. They look for a match before they write anything new.
What your intake team finds in Filevine the next morning
The caller hangs up and GreetKeeper posts one webhook for the call. Your Zap takes it from there.
Find or Create Contact checks for the caller's name and number and adds them only if Filevine has never seen them. A repeat caller about an open case lands on the person you already know.
Find or Create Project then opens an intake project, or picks up the one already open for that person. You map the reason for calling, the call summary and each intake answer into the project's fields, so nobody retypes a voicemail.
A link to the full transcript rides along in the project too. When your paralegal calls back on Monday, they've read what the caller said about the truck, the lot and the stiff neck.
Wiring GreetKeeper into Filevine
You'll spend most of the time on step one, because the questions decide what the project holds.
Write the intake questions a case needs
Date and place of the incident, injuries, any treatment, the other party, and whether they've signed with another firm. GreetKeeper asks them in order and posts the answers as question and answer pairs.
Catch the webhook in Zapier
The Zap needs a paid Zapier plan (Professional or above). Pick Webhooks by Zapier, choose Catch Hook, then paste its address into GreetKeeper's webhook setting.
Add Find or Create Contact, then Find or Create Project
Match the contact on the caller's number. Point the project step at your intake project type and map each answer to the field your team already reads.
Switch on the AI disclosure and test it
Utah requires regulated occupations, law among them, to say at the start of a call that the caller is talking to AI. Turn on GreetKeeper's disclosure setting, ring your own line and open the project that appears.
Habits that keep Filevine intake clean
Use Update Project for a second call about the same case. The new summary joins the old project instead of starting another one.
Give GreetKeeper your practice areas and office hours. It answers those on the call and routes any legal question to a lawyer for the callback.
Set a transfer for callers who say a deadline is close. GreetKeeper puts them through to the attorney on call and tries a second number you nominate if nobody picks up.
Questions about Filevine and GreetKeeper
Does a caller who phones twice end up with two Filevine projects?
Not when the Zap uses Find or Create Project. It checks for an open project for that person first and reuses it. Update Project can then add the new call summary to it.
Which Filevine records can one call create?
Two, in the usual setup: a contact and a project. Filevine's Zapier listing also offers Update Project, so a follow-up call can write into a case that already exists.
What does our firm need in Zapier?
A paid Zapier plan, Professional or above. The Zap starts with Webhooks by Zapier and its Catch Hook trigger, and Filevine's own Zapier actions write the records.
Is the call recorded as well?
Recording is a setting you turn on or off, and it comes paired with a disclosure the caller hears. Every call still arrives as a transcript and a short summary either way.
Give it a case call to take
Read it your intake script and hear it ask. 14 days free, every feature on, no card.