Integrate Xakia and Brightflag to ensure consistency of data, easily open matters in Brightflag and pull your costs-to-date directly into your Xakia platform for holistic reporting.
Once your Brightflag integration has been set up, your integration will work as follows:
- Create and save a new matter with at least one external resource
- Xakia will automatically create a new matter in Brightflag, populate it with data from the Xakia matter and link it to the Xakia matter
- The slideout will display 'Open in Brightflag', which you can click on to take you directly to the matter in Brightflag
The information that passes from Xakia to Brightflag is as follows:
| Xakia | Brightflag | Comments |
| Matter Name | Description | Standard field in BF |
| Primary Key (GUID in matter URL) | CustomerMatterId | Standard field in BF |
| Matter Number | MatterRef | Standard field in BF |
| Date Received | OpenDate | Standard field in BF |
| Closed Date | CloseDate | Standard field in BF |
| Status | Open | Standard field in BF |
| First External Resource Currency | Currency | Standard field in BF |
| Matter Manager | Internal Matter Lead Users | Standard field in BF |
| Team Members | Internal Matter Users | Standard field in BF |
| Division | Department | Standard field in BF |
| Category | Category | Standard field in BF |
| First Entity Identifier | Entity | Standard field in BF |
| Sum of all cost estimates on all External Resources | Budget | Standard field in BF |
| Fee Type on External Resources (or 'Mixed' if fee types are different) | Fee Type | Custom field in BF |
| Group | Group | Custom field in BF |
| SubDivision | SubDivision | Custom field in BF |
| SubCategory | SubCategory | Custom field in BF |
| Purchase Order No. | Purchase Order |
Only applies to BF clients that have the Purchase Order feature enabled. A Purchase Order is created in BF for each unique Purchase Order No. field entered in Xakia. |
Expenses
Expense data is pulled from Brightflag back into Xakia so that expense information can be included in Xakia reports and dashboards.
Expenses are read from Brightflag by Xakia roughly every 5 minutes. The expenses are shown in the Expenses list on the External Resources tab of a matter and in the Expense Log.
Brightflag is considered the source of truth for any expense information. Any activity relating to expenses, such as approval, will still take place in Brightflag. Xakia only displays the expense information.
Currency Matching
The Xakia-Brightflag integration will treat Brightflag as the source of truth for currency information.
If the currency of a Brightflag matter is different to what is specified on an external resource on a matter in Xakia, the currency on the external resource in Xakia is changed to use the currency on the Brightflag matter.
Xakia will also use any exchange rate as specified by Brightflag when doing currency conversions. This ensures that any expense totals observed in Brightflag will match exactly with what is observed in Xakia. If an engagement's currency is changed by the Brightflag integration, an email is sent to the matter manager of the matter to notify them that the currency was modified.
For example, consider a matter that has two external resources on it in Xakia. The first external resource is set to use AUD and the second is set to use USD. The matter is linked to a new matter in Brightflag.
On the Brightflag side, the matter currency is set to CAD. Some invoices are raised on the matter and Xakia pulls these invoices into Xakia. Because the Brightflag matter currency is set to CAD, Xakia will set the currency of both external resources to CAD and then send an email to the matter manager to notify them that the currency has changed. As the currency is now CAD in both Xakia and Brightflag, and the Brightflag exchange rate is used when converting between the invoice currency and the matter currency, the expense totals will be the same in both systems.
For more information about Brightflag, please visit the Brightflag website here.
Troubleshooting
If matters are failing to link to Brightflag, please check that 'External Resources', 'Divisions', 'Categories' and 'Entities' have been configured correctly - please refer to the Brightflag Configuration article for more information.
If the issue persists, please get in touch with the Support team here or email support@xakiatech.com.