Learn how to connect your Smokeball data to Perfect Portal and visualise your firm's performance with their dashboards and insights.
Connecting Perfect Portal to Smokeball
Note: The following steps need to be done by each user in the firm who is accessing Perfect Portal and Smokeball.
- Log into your Perfect Portal dashboard and enter the My Accounts section.
Select Link Smokeball Account from the left menu.
Follow the prompts on the page to authenticate Smokeball with your login details. Once connected successfully, the page should show a confirmation of the Smokeball email that is connected to Perfect Portal.
Setting up Mappings in Perfect Portal
There are a few places in Perfect Portal that map back to Smokeball. We recommend checking these mappings and adjusting them if necessary.
Fee Scale Mapping
Legal Fees and Additional Fees map back to Smokeball under the Time & Fees section, while Disbursements map back to Smokeball under the Cost Recoveries section.
To check the configuration:
In Perfect Portal, select Settings from the left menu. Then, select Setup & Manage.
Hover over the Fee Scale you wish to update and select View.
- Click on the Legal Fees section under the Fee Scale Overview. The fees that are mapped to Smokeball will have a Smokeball icon next to them.
Select Update Settings on the top-right-hand corner of the screen. Ensure the box Will all legal fees be mapped to Smokeball? is ticked in order to sync legal fees from Perfect Portal into the Time & Fees section of Smokeball.
- Repeat the steps above to check that mapping is enabled for Disbursements and Additional Fees.
Key Stage Mapping
Perfect Portal Key Stages can also be mapped to Smokeball Matter Stages. To check or edit the stages that are mapped:
- Select Key Stages from the top bar in Perfect Portal's Setup & Manage page.
Hover over a stage and select View.
On the right-hand panel, scroll down to Smokeball Mapping and select the relevant Matter Stage from the Smokeball Matter Type to map this stage to.
How the Smokeball integration with Perfect Portal works
Aside from syncing over fees, cost recoveries and stages, Smokeball data appears in the following ways while using Perfect Portal:
When creating a quote, Smokeball contacts will appear in the drop-down menu of existing contacts.
If client details have been updated in Smokeball, click on Resync to update them in Perfect Portal.
Referrers from Smokeball will appear under the Referrer drop-down menu when creating a quote in Perfect Portal.
- Creating a new contact or referrer in Perfect Portal will create a new contact or referrer in Smokeball.
When converting a lead, you can opt to send it to Smokeball, where a matter will be created with the relevant Person Responsible. Conversion notes will be added as memos to the new Smokeball matter.
Once the lead is converted, you can open the corresponding matter in Smokeball.
- Updates in the Smokeball matter (e.g. changing the Buyer details) will sync back to the Perfect Portal record.
- Perfect Portal also syncs with InfoTrack eCOS, and these changes can be seen in the InfoTrack tab of the Smokeball matter.
- Documents in Perfect Portal (e.g. Quote PDFs) are synced to the Documents List in the Smokeball matter.
Emails sent from Perfect Portal do not sync to Smokeball, however a memo will be created in Smokeball documenting this action.
- Completion Details noted down in Perfect Portal will sync to the Completion Details layout in Smokeball.