Request GoFileRoom/FirmFlow database updates from Technical Services

Client Number Reindexing

The Client Number Reindexing service from Technical Services is most often used when your firm needs to align or standardize client numbers (or IDs) between multiple systems, programs or from another organization merging into your firm. The service will save you firm valuable time performing these updates manually.
When preparing for the reindexing service your firm should designate a person at your office through which our consultant or Technical Services team can communicate to expedite this service. Failure to prepare and send the needed data will result in delayed processing.
The following are the phases you will go through as part of the reindexing service.
Schedule your reindex date.
Once your firm has submitted the signed agreement, Technical Services will contact you to verify the scope of the project and the date that the reindex needs to occur. The typical turnaround time is two to three weeks from the time we receive your cross-reference list.
  1. Preparing and sending your cross-reference list.
    Your firm will create a list of client IDs that need to be updated. This involves adding a list of existing client IDs and the corresponding new client IDs into an excel spreadsheet. Be sure to format the Excel spreadsheet to use Text cell formatting so that leading zeros are not stripped off your client IDs. If client IDs from AdvanceFlow are also being reindexed there will be a third column with Client Name.
  2. Verifying and approving the data that will be reindexed.
    Upon receiving the Excel spreadsheet with existing and new IDs, a script will be developed to perform the services within GoFileRoom. This script requires time to be developed, tested, approved, and executed. There are limited days scripts can be run on GoFileRoom.
Once approval has been given, Technical Services will run the script on the next available business night. The days of the week a script can be run are Monday through Wednesday after hours. Using this timeframe ensures if there is an issue there is adequate time to resolve it.

Information Field Update for FirmFlow

Technical Services provides services to update information fields within FirmFlow. These services are used by your firm when you would like to populate the data without having to perform manual entry and can save your firm time and effort by directly updating the database. This service can be an alternative if you are making one-time changes to the database for the engagement type, certain workflow headers and workflow information fields.
In some cases, there are engagement types that need to be reassigned to newly created value(s) for a large number of documents. For workflows, your firm may also need to update the workflows within FirmFlow using information from your project management program.
If you don’t own the Firm Flow Update Utility, making mass changes for your documents is much more efficient.
When preparing for the reindexing service your firm should designate a person at your office through which our consultant or Technical Services team can communicate to expedite this service. Failure to properly prepare and send the needed data will result in delayed processing.
The steps below are the phases you will go through as part of the reindexing service.
  1. Schedule your date for field update.
    Once your firm has submitted the signed agreement, Technical Services will contact you to verify the scope of the project and the date that the reindex needs to occur. The typical turnaround time is two to three weeks from the time we receive your cross-reference list.
  2. Prepare and send a list of fields to be updated.
    Your firm will create a list of the fields that need to be updated. This involves adding a list of existing documents or workflows into an excel spreadsheet with the new values. Be sure that the values being used to are already part of your GoFileRoom setup.
  3. Verifying and approving the data to be updated.
    Upon receiving the Excel spreadsheet with new values, a script will be developed to perform the services within GoFileRoom. This script requires time to be developed, tested, approved, and executed. There are limited days scripts can be run on GoFileRoom.
Once approval has been given, Technical Services will run the script on the next available business night. The days of the week a script can be run are Monday through Wednesday after hours. Using this timeframe ensures that if there is an issue there is adequate time to resolve it.

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