Report on connected sources

Use External data to inspect an approved connection and build reports from its captured records. You can report on structured fields before document extraction finishes. This guide describes the shared reporting workflow. The Filevine examples use Filevine mirror and coverage. Available sources, record types, and fields depend on your organization’s connection and permissions.

Open the right source

Select the intended connection, then Filevine mirror and coverage. Use the Report selector to choose a view:

View	Use it to
Sync status and API coverage	Check capture progress, source operations, and gaps before interpreting results.
Field coverage by office	Compare mapped field coverage across offices.
Case field coverage	Inspect the recorded values and coverage state for individual cases.
Recovery suggestions	Review candidate values and their supporting evidence.
Recorded user activity	Inspect recorded source events. These counts do not measure working time or productivity.
Custom report	Select fields, filters, grouping, and calculations from one captured record type.
Source records	Inspect captured source records.
Document text and evidence	Read available processed text and evidence.
Processed case records	Inspect available processing results for case records.

If access is unavailable, ask your administrator to review the connection and reader settings. A report link does not grant source access.

Build a custom report

Choose Custom report.
Select a Record type. For Filevine case inventory, use Get Project List.
If the record type uses a custom section, enter its Section identifier (optional). Leave this blank for record types without a section.
Select Load fields.
Use Find a column and Show field to choose the output. Review each field’s Type before filtering or calculating.
Add filters and sorting. For a summary, select Group by on the category fields and a Calculation on the values to summarize.
Select Run report and inspect the result state, rows, and totals.

The field list is discovered from a sample of captured records. A rare or entirely empty field may not appear. This discovery sample does not limit the report itself to those records. List-valued fields are not automatically expanded into separate rows, and custom source reports currently query one record type rather than joining arbitrary source tables. Use Value for a detail column. Count values counts nonempty values; Count distinct values counts different values. For a case count, count distinct Source case ID values. Numeric fields also support Total, Average, Minimum, and Maximum. See connected-source report examples for complete recipes.

Save it as a normal report

After running a custom query or source-record view, select Save to Reports. For case coverage, use Save case coverage to Reports. An unfinished capture requires an explicit Save as a provisional preview choice. Use that for exploration; it does not establish full coverage. The saved report opens in the normal report builder and can be reopened from Saved reports. Use Edit report to adjust its configuration, arrange the columns, and select Save report. Reopen it to verify the saved result. Saved connected-source reports are tied to the capture used to create them. Refresh results reruns the saved configuration against that capture; it does not silently switch to a newer one. When you need a later capture, return to External data, verify the source and capture shown, and save the intended report.

Understand completeness, totals, and preparation

These describe different parts of a report:

Question	Where to look	How to interpret it
What source population is included?	Capture status, API coverage, and source errors	An in-progress capture is incomplete. A finished capture can still have gaps or limited account access.
How many rows match the query?	The result count	An exact total describes the matching rows in that report’s captured population. It does not prove that every source record was captured.
Has Presolve finished preparing the query result?	The preparation message	Large results may need background preparation before rows and totals are available.

Result counts

Message	Meaning and next step
Showing 1–25 of N rows	The page contains 25 rows from an exact matching total of N. The page size is not the report’s population limit.
Calculating total…	The total is still being calculated. Wait for its result.
Total unavailable	Presolve cannot provide an exact total for this result. Inspect the explanation. A capture that is still changing can cause this state.
Retry total	The count failure is retryable. Retry the count without treating the visible page as the full result.

For grouped reports, the total counts groups. In a cases-by-phase report, the footer counts phase rows; the case-count column counts cases.

Sample cases-by-phase report with a provisional capture notice and Total unavailable in the footer. — Sample result from an unfinished capture. The provisional notice and Total unavailable message remain visible even though rows can be inspected. All data is fictional.

Report preparation

Preparing your report means the query has not finished preparing its result. An empty table during preparation does not mean there are no matching records. Use Check progress if needed. If Report preparation needs attention appears, inspect the message and use Retry preparation when available.

Sample matter inventory showing Preparing your report and a Check progress button before results are available. — The report preparation component in a local example. Preparation is shown explicitly instead of an empty result table.

For a full-population report, wait for capture to finish, review failed or unavailable operations, confirm the intended source-account access, and wait for report preparation to complete. Neither an exact count nor a completed preparation step repairs missing source data.

Read coverage and recovery reports

Coverage reports use the administrator’s saved field mapping and an analysis of a defined capture population. They answer whether expected information is recorded in the mapped fields.

Coverage state	Interpretation
Recorded	A value is present. Check for conflicting or invalid values before relying on it.
Missing	An eligible field has no recorded value.
Conflicting	Mapped sources disagree about the value.
Invalid	A value does not meet the field’s validation requirements.
Not applicable	The field does not apply to this case.
Unavailable	Required source data is unavailable for evaluation.
Unmapped	No usable source mapping is configured for the field.

In Field coverage by office, the percentage uses eligible cases with known applicability and available data. Unmapped, unavailable, and not-applicable fields are excluded. Recorded values include conflicting values, so a high recorded percentage is not a measure of accuracy. Review the counts alongside the percentage. Recovery suggestions look for supported candidate values in available evidence. Inspect the proposed value, source quote, method, and View evidence link. Check how many available sources were scanned. No suggestion means none was found in the scanned evidence; it does not prove the information is absent everywhere. Where a supported review action is available, select the intended Presolve case and editable field, preview the change, and verify the source and case match before applying it. This changes the selected Presolve field. It does not write back to Filevine.

Use the same source in Ask Presolve

Ask access must be enabled separately for your approved account. Name the source, the question, and the coverage you expect. For example:

Using the connected Filevine source’s captured project records, list project name, phase, primary owner, and last activity. State which capture and filters you used, and flag incomplete coverage.

For evidence questions, ask for the supporting source passages and inspect the citations. Document evidence depends on available processing results. A chat answer should not be treated as an exhaustive inventory unless its source population and result limits support that conclusion.

Troubleshoot a report

Problem	What to check
A field is absent from the selector	Confirm the record type and section, load fields again after capture progresses, and check whether the field exists in captured records. Discovery can miss rare or empty fields.
An author or owner appears as an ID	The source may not include a resolvable name. Check captured user data and the available name fields. A displayed name does not change the underlying identifier used for grouping.
A report has fewer rows than expected	Review filters, grouping, record type, pinned capture, source access, and capture errors. Do not infer the total from one page.
Coverage reports are missing	Check that mappings were saved and analysis completed. Structured custom queries can be available before coverage analysis.
A save result is unclear	Check Saved reports and reopen the intended report before creating another copy.
Export or scheduled delivery fails	Check that the saved report is runnable and preparation has finished. Preserve the error and report link for support. A working table alone does not confirm a successful export or delivery.

Continue with report recipes or exports and scheduled delivery.

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Matters

Clients and contacts

Personal injury

Case records

Documents and Library

Accounting

Automations

Ask Presolve

Tasks and calendar

Reports

Organization administration

Integrations

Practice workspaces