Overview
The Case Status / Smokeball integration seamlessly connects your case management software with your client experience platform. This integration ensures that your clients remain informed while allowing your staff to work primarily within Smokeball.
Note: Smokeball offers both a desktop and a web application. However, because the web application has limited functionality compared to the desktop version (specifically regarding stage changes), this integration relies heavily on specific API protocols that may behave differently than other integrations you have used.
Key Features
1. Case Import & Syncing
Cases created and updated in Smokeball are automatically imported and synced to Case Status.
Real-Time Status Updates: We utilize webhooks to sync status changes from Smokeball to Case Status almost immediately.
Nightly Sync: A full sync runs every night to ensure all data points remain consistent between the two platforms.
2. Message Syncing
You do not need to leave Smokeball to keep a record of client communication.
Destination: Messages sent by the client or staff within Case Status are synced back to Smokeball in the “Memos” tab.
Format: Messages are threaded, include the sender's name, and provide a direct link back to the case in Case Status.
3. Document Syncing
File sharing is automated between the client's mobile app and your file system.
Destination: Documents sent by the client or staff are synced to the “Documents” tab in Smokeball.
Organization: The first time a document is synced, a dedicated ‘CaseStatus’ folder is created within the Documents tab to keep files organized.
Performance & Sync Speed
Setting expectations for initial setup.
Smokeball imposes stricter API rate limits (limits on how fast data can be requested) than many other case management systems. As a result, sync speeds may be slower compared to platforms like Clio or Filevine.
Initial Sync Estimates
When you first launch the integration, the "Initial Sync" pulls all your historical data. Please plan accordingly based on your firm's size:
Firm Size | Estimated Time |
Small (< 500 cases) | 30–60 minutes |
Medium (500–2,000 cases) | 1–3 hours |
Large (2,000+ cases) | 3–6+ hours (Recommended to run overnight) |
Why is this necessary? Smokeball limits API requests to ensure stability (10 requests/second). To comply with these standards and prevent errors, Case Status deliberately paces the sync process.
Ongoing Syncs: Once the initial sync is complete, day-to-day updates are much faster. Status changes happen in near real-time via webhooks.
Frequently Asked Questions
Why is the initial sync taking a long time?
Smokeball's API limits us to a specific number of requests per second. For a firm with 1,000+ cases, retrieving all client and matter details requires thousands of individual requests. We optimize this process as much as possible, but we must stay within Smokeball's limits to ensure connection stability.
Why do I see a delay in status updates?
Most status changes sync immediately via webhooks. However, if a network interruption occurs, the update will be caught and corrected during the nightly sync.
Do I need to re-authenticate my integration?
New Firms: No configuration is needed.
Existing Firms (joined before Sept 29, 2024): You may need to re-authenticate within your Case Status integration page to enable the new real-time webhook features.
Where can I find client messages?
Look in the Memos tab within the specific matter in Smokeball.
Where can I find client documents?
Look in the Documents tab within the CaseStatus folder in Smokeball.