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Prolegis & Clio Manage: Bi-Directional Integration FAQ

This FAQ provides a comprehensive guide to the bi-directional integration between Prolegis and Clio Manage. This connection ensures that your real estate or estate matters remain synchronized across both practice management and specialized conveyancing platforms.

 

🏗️ Getting Started & Authorization

How do I enable the integration?

To enable the secure flow of data, link your accounts via the Prolegis settings menu.

Is the integration bi-directional?

Yes. The integration creates a mirrored environment. Contacts, documents, and activities (fees/disbursements) created or edited in either platform will automatically update the other.

📂 Matter & Contact Synchronization

How are new matters handled?

Prolegis drives the creation of new firm records. When you open a new matter in Prolegis, a corresponding Matter is automatically created in Clio, triggering the initial sync of clients and file details.  The Matter number generated in Clio is automatically assigned to the matter in Prolegis.

How do contacts stay up to date?

Prolegis "Clients" are synchronized as "Contacts" in Clio Manage.

  • Bi-Directional Edits: Any contact created or edited in Clio will update Prolegis, and any contact created or edited in Prolegis will update Clio.

  • New Matters: You will be given the opportunity to sync clients with Clio when they are added to a new matter.  If a matter is being created and an existing Prolegis contact is being added that is not a Clio contact, the user will be prompted to sync that client prior to creating the matter.

  • Historical Sync: For clients that existed in Prolegis before the integration, you can manually trigger a sync via https://simplicity.prolegis.ca/practice/clio/client/sync or you can navigate to the flyout and click the Sync with Clio button.

📄 Document Lifecycle Management

How does the document sync work?

Every document action is mirrored in real-time between the two platforms. This includes:

  • Generation & Uploads: Documents created in Prolegis or files uploaded to the Clio document tab appear in both locations.

  • Edits: Saving changes to a document in one platform updates the file in the other.  Versions of the documents are stored in Clio.  For example, if an uploaded PDF is edited in the PDF Filler, version two of the document will be the edited version and version one will be the unedited version in Clio.

  • Deletions: Deleting a document in Prolegis removes it from Clio, and vice versa.

What about documents in older matters?

Documents created prior to the Clio authorization are not moved automatically. You can manually push these to Clio from the Documents layout in Prolegis as needed by clicking "Options" then "Send to Clio". Once the matter is linked, all future document actions will be automatic.

💰 Fees & Disbursements (Activities)

How are financial activities synchronized?

All billable actions are pushed to Clio to ensure your ledger and invoicing are accurate without manual intervention.

  • Fees: Any hourly time entries or flat fees added or edited in Prolegis are pushed to Clio.

  • Disbursements: Any expenses (e.g., title searches, registration fees) added or edited in Prolegis are mirrored in Clio.

  • Bi-Directional Updates: If an activity is edited in Clio, the change is reflected back in the Prolegis matter, maintaining a unified financial record.

Once the account is saved, the user is given the option in Prolegis to either Push or Pull from Clio depending on where the fees / disbursements have been added.

🔄 Handling Pre-Existing Matters

How do I link a matter that was active before the integration?

You have full control over moving historical data into the sync:

  1. Establish the Link:

    1. Open the Matter Info Fly-out (the "i" icon) in Prolegis and select Sync with Clio.

    2. Confirm that the clients associated with the matter have been synced with Clio.  If not, click the "Search Clio Contacts" button to the right of the client name.
    3. Click "Search Clio Matters" to search for an existing Clio matter. 
      1. If nothing is returned but there is an existing Clio matter, use the Manual Clio Matter Search.  ProTip: use the exact Clio number when searching. 
      2. If a result is returned, click "Link with Clio Matter" to sync the two matters
      3. If nothing is returned because there is no Clio matter, click "Create Clio Matter".
    4. Once the matters are linked, if there is a mismatch in the matter number between Clio or Prolegis, click "Clio Syncing" beneath the Matter Number on the Clio Contract Sync page and either click "Update Matter" to update the Prolegis matter number to match the Clio matter number or "Update Clio Matter" to update the Clio matter number.

  1. Future Automation: Once this link is established, all new documents, fees, and disbursements will sync automatically.

  2. Historical Documents: Manually push older documents to Clio from the Prolegis Documents layout.

🛠️ Sync Summary Table

Feature Action Type Sync Behavior
Matters Create New Auto-created in Clio from Prolegis
Contacts Create / Edit Bi-Directional: Updates both platforms
Documents Create / Edit / Delete Bi-Directional: Mirrored in real-time
Fees Add / Edit Bi-Directional: Updates Clio & Prolegis ledgers
Disbursements Add / Edit Bi-Directional: Updates Clio & Prolegis ledgers