SmartAdvocate Integration Guide

Welcome to the SmartAdvocate + Kayse integration guide! 🎉🤝

This article will help you connect your accounts, understand what data moves between them, and know what to do if something looks wrong. Don’t worry — we’ll keep this simple and walk through it step by step. 😊📘

Step 1: Connect Your SmartAdvocate Account 🔗

Before Kayse can sync your cases and clients, we need to connect to SmartAdvocate once.

How to connect 🛠️

1. Go to Settings → Integrations in your Kayse dashboard. ⚙️

2. Find SmartAdvocate in the list and click it to open the detail screen. 📌

3. In the Configuration tab, enter your SmartAdvocate login info. 🔐

4. If your firm gave you a special connection link, add it.

   • If not, leave it blank — that’s totally fine. 🙂

5. Click Test Connection to make sure it works. ✅

6. Click Save Settings to finish. 💾

After this, Kayse will start syncing on its own. 🚀

🔄 Step 2: How Syncing Works (Simple Version)

Kayse checks SmartAdvocate for updates in the background. You don’t need to press any buttons. 👍

Timing ⏰

• Kayse usually syncs every 1–2 hours.
• This is automatic, like a refresh that happens for you. 🔁✨

First-time syncing 🧹

• If your SmartAdvocate has lots of old data, the first sync may take longer.
• That’s normal. Once it finishes, updates will come in faster. 😊

What Kayse Pulls from SmartAdvocate

Kayse brings over the main info your team needs so cases and clients stay up to date. ✅

We sync these items:

Cases 📂

• Case name
• Case type
• Case status
• Case date info
• SmartAdvocate case ID

Clients 👤

• Name
• Email
• Phone number
• Address
• Timezone
• Zip/postal code

Notes (Messages) 📝

• SmartAdvocate “Notes” often include messages.
• Kayse pulls those too. More on that next 👇

Notes and Messages

In SmartAdvocate, messages live inside Notes. Kayse reads these Notes and brings them into Kayse chat. 📩

What Kayse supports ✅

• Incoming text messages
• Outgoing text messages

Why this matters 🌟

• Your team sees the full conversation history.
• Kayse also checks tone/sentiment so you can spot happy or upset clients faster. 😊😟

📤 Step 3: What Kayse Sends Back to SmartAdvocate

When your team uses Kayse, we send important updates back right away. 🚀

Kayse sends:

Messages ✉️📲

• Any SMS, email, or in-app message sent in Kayse
• These show up in SmartAdvocate as Notes on the case

AI call results 🤖📞

• Call log
• Call transcript
• Saved as Notes too

Documents 📎

• Files uploaded through Kayse chats, tasks, or secure links
• We try to save them into SmartAdvocate documents

Handy reminder 💡

SmartAdvocate stores our updates under Notes, not separate SMS/email sections. That’s expected ✅

Step 4: Settings You Can Choose

You can pick what Kayse should pull over.

You can control:

• Which case types Kayse should sync ✅
• How those case types show up inside Kayse 📌

Your changes will show up after the next sync cycle. 🔁

Sync case statuses from SmartAdvocate 🔄

You can enable the "Sync case statuses from SmartAdvocate" toggle in the SmartAdvocate integration detail screen. When turned on, case status updates made in SmartAdvocate are automatically reflected in Kayse on every sync cycle.

• Off by default — existing integrations are not affected until you turn this on. ✅
• Each integration can independently enable or disable this setting. 🎛️

Optional call status update 🎯

If you give us a special SmartAdvocate status ID, Kayse can update a case status after an AI call. Totally optional — only use if your team wants it. 👍

🛟 Troubleshooting (If Something Looks Off)

Here are the most common issues and what they usually mean:

“I connected it but I don’t see data yet.”

• First sync may take a few hours if there’s lots of data. ⏳
• Check that Receive Data is turned ON in settings. ✅

“I don’t see messages where I expected.”

• Messages are stored in Notes in SmartAdvocate. 📝
• Look there first. 👀

“A document was uploaded but I don’t see it.”

• Some files don’t show in SmartAdvocate right away.
• They may still be saved behind the scenes. 📂
• If needed, SmartAdvocate support can confirm it. ✅

❓ FAQ

How often does syncing happen? Every 1–2 hours automatically. 🔁

Can I sync right now manually? Not yet. You can wait for the next cycle or import a list manually. 🙂

Where do Kayse messages show in SmartAdvocate? Inside Notes on the case. 📝

Can I stop some data from syncing? Yes — turn off Receive Data in settings. ✅

Need help? Contact our support team anytime ✨ Happy integrating!