SmartAdvocate Integration Guide

This guide shows you how to connect SmartAdvocate to Kayse and turn on the sync options you want.

Safe Setup Order

Follow this order:

1. Connect SmartAdvocate in Kayse
2. Finish the webhook or automated procedure steps in SmartAdvocate
3. Choose the case types you want
4. Turn on the sync options you need

Step 1: Connect SmartAdvocate In Kayse

1. In Kayse, go to Settings -> Integrations.
2. Open SmartAdvocate.
3. Enter:
   • Endpoint URL
   • Username
   • Password
4. Click Connect.

Login Fields

Kayse needs the firm's SmartAdvocate API login details. These are SmartAdvocate credentials, not Kayse credentials.

Field	What to enter	Notes
Endpoint URL	The base URL for the firm's SmartAdvocate environment	Use the host only, with no trailing slash and no API path. For most hosted firms this is https://app.smartadvocate.com; for custom environments, use the firm-specific URL provided by the SmartAdvocate admin. Do not include /CaseSyncAPI, /Users/authenticate, or any other path because Kayse adds those automatically.
Username	The SmartAdvocate username for the account Kayse should use	Use an account that can access SmartAdvocate API sync data, including case types, cases, contacts, notes, statuses, and any records the firm wants to sync. A dedicated integration or service account is recommended.
Password	The password for that SmartAdvocate account	This must be the password that works with SmartAdvocate's API username/password authentication. If the password changes later, reconnect SmartAdvocate in Kayse with the new password so scheduled syncs can continue.

Before connecting, confirm these items with the firm's SmartAdvocate admin:

• The account can sign in through SmartAdvocate's API username/password flow.
• The account has permission to read the case types, cases, contacts, notes, statuses, and fields that should sync to Kayse.
• The account has permission to write back the items the firm wants Kayse to send, such as notes, mapped fields, call records, documents, or status updates.
• The endpoint URL is reachable from outside the firm's network if the firm uses a custom or self-hosted SmartAdvocate environment.
• If the firm uses SSO, MFA, IP restrictions, or a locked-down service account policy, SmartAdvocate support or the firm's admin has provided API-compatible credentials for Kayse.

When you click Connect, Kayse tests the credentials against SmartAdvocate. After a successful connection, Kayse can load the available sub-types so you can choose what should sync.

Step 2: Finish The SmartAdvocate Webhook Setup

After you connect, Kayse shows a webhook URL and a step-by-step checklist in the SmartAdvocate settings screen. Keep that screen open and follow these steps inside SmartAdvocate.

The webhook is set up as an Automated Procedure with Action Type: API Call, using a JSON template.

2a. Create The JSON Template In SmartAdvocate

1. In SmartAdvocate, go to Admin -> Templates -> Email/Note/Appointment -> View Templates.
2. Create a new template, for example named CaseConnectAPICall.
3. In the template body, add JSON content with merge codes. The required field is case_id:

{ "case_id": "{[CA:ID]}" }

If you want Kayse to run status-based workflow actions from this webhook, include status too. Example:

{ "status": "Active", "case_id": "{[CA:ID]}" }

2b. Wire The Template Into An Automated Procedure

1. Open the Automated Procedure that should call Kayse (or create a new one).
2. In Action Details, set Action Type to API Call.
3. In JSON Template, choose the template you created in Step 2a.
4. Set URI to the webhook URL from the Kayse SmartAdvocate settings screen (use the copy button next to the webhook field).
5. Set Content-Type to application/json.
6. Save the procedure.

2c. (Optional) Send Records Into One Kayse List

If you want this webhook to send records to one specific Kayse list, append ?list_id=<LIST_ID> to the webhook URL. You can find the list ID on the Kayse Lists page.

Example:

https://...kayse.ai/.../webhook?list_id=123

Tip: The Kayse settings screen shows the required field (case_id) and a sample JSON with status included for teams that want status-based workflow actions.

Step 3: Choose The Case Types You Want

In the SmartAdvocate settings screen, choose the sub-types you want Kayse to sync.

Only select the case types your team wants to use in Kayse right now.

You can update this later if needed.

Step 4: Turn On The Settings You Need

Incoming Data

• Receive data from SmartAdvocate
  Pull case updates and notes into Kayse.
• Sync case statuses from SmartAdvocate
  Update the Kayse status when the SmartAdvocate status changes.

Outgoing Data

• Send messages to SmartAdvocate
  Save Kayse messages to SmartAdvocate as notes.
• Send mapped fields to SmartAdvocate
  Send mapped field updates from Kayse back to SmartAdvocate.
• Send call records to SmartAdvocate
  Save call details and transcripts to SmartAdvocate.
• Send documents to SmartAdvocate
  Upload files from Kayse to the matching SmartAdvocate case.

Optional Voice AI Status

If your team wants SmartAdvocate case statuses to update after a Voice AI call, add the Voice AI status type ID.

What it is. This is the SmartAdvocate status type ID, not one individual status ID. Kayse uses that status type to load the statuses available in that group and resolve the matching post-call status.

How to use it.

1. Paste the numeric status type ID into Voice AI status type ID in the Kayse SmartAdvocate settings screen.
2. Save.

If you are not sure which status type to use, ask your SmartAdvocate admin or SmartAdvocate support for the status type that contains the statuses Kayse should update.

If you do not want SmartAdvocate to update after Voice AI calls, leave this field blank.

What Syncs

Data Kayse Can Pull From SmartAdvocate

• case updates
• client details tied to the synced case
• notes and messages

Data Kayse Can Send Back To SmartAdvocate

• messages
• mapped field updates
• call records
• documents
• optional case status updates after a Voice AI call when a Voice AI status type is configured

Kayse updates usually appear in Notes in SmartAdvocate.

Troubleshooting

I connected it, but I do not see data yet

• The first sync can take longer if your account has a lot of data
• Check that Receive data from SmartAdvocate is on
• Check that the correct case types are selected

I do not see messages where I expected

Look in Notes in SmartAdvocate.

I do not see a file

Some files may take time to appear. If needed, test with a simple PDF or image file first.

Need Help?

If you need help, contact support@kayse.ai.