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🌐 Law Ruler Integration Guide: 2 of 2 - The API Sync Setup Guide

Max Mokiichuk
Updated

Welcome to the guide for integrating Law Ruler with our platform!
This article will walk you through every step: from connecting your account to syncing cases, sending data back, and troubleshooting — all with clarity and confidence. Let’s go 🚀


Before you begin this step, it is important that you complete the previous step. Is it completed?

💡 Law Ruler Integration Guide 1 of 2: Creating Custom Field Templates by Case Type

 

✅ Step 1: Connect Your Law Ruler Account to Kayse

Before using the integration, your Law Ruler account must be connected.

How to Connect: 

  1. Go to Integration Settings in your dashboard
  2. Select Law Ruler from the available options
  3. Enter the required credentials:
    • Username
    • Password
    • Client ID
    • Client Secret Key (found under “Third Party Integrations” in Law Ruler settings)
  4. Click Test Connection — you’ll get a confirmation if everything works
  5. Hit Save Settings to complete the connection
     

🧩 Step 2: Set Up Webhook in Law Ruler

This webhook allows Law Ruler to push real-time case and client updates to our system. Here is a video walkthrough on setting up your Law Ruler webhook.

This needs to be performed inside of your Law Ruler system in the Setup > Webhooks screen

How to Configure:

  1. In Law Ruler, go to Setup > Webhooks
  2. Click Create New and paste the webhook URL provided by our platform
  3. Select relevant options:
    • Choose Case Types and Statuses to sync
    • Fill out the webhook form: it must contain required fields like Lead ID, Contact ID, First Name, Last Name, Email, etc.
    • You may also see dropdowns or lists of fields — make sure to select and map the ones that are required by our system.

⚠️ All required fields must be provided. If even one field is missing, the request will be rejected.

  1. Save your changes

✅ Once done, Law Ruler will begin sending updates for the selected case types and statuses via webhook.

 

📊 Step 3: How Law Ruler < >Kayse Data Sync Works

Our system both receives and sends data to/from Law Ruler. Here’s how it works:

➕ Receiving Data from Law Ruler

There are two primary channels:

  1. Webhook Updates (Real-Time):
    • Triggered when case status changes in Law Ruler to update data in Kayse
    • Sends real-time updates including:
      • Case name, type, status
      • Client first/last name, email, phone
      • Linked IDs (external identifiers)
  2. Scheduled Note Sync (Hourly):
     
    • Syncs messages/notes related to cases
    • Happens every hour via background service (CRON job)

⚠️ Not all field changes trigger webhook updates.

If users change a description or field without status change, the webhook may not fire.

In such cases, users should click Send via Webhook in Law Ruler manually.

 

⬅️ What Data We Import

Once integrated, our system pulls in:

  • Cases: name, description, case type, status, internal/external IDs
  • Clients: name, email, phone number, address, timezone, etc.
  • Notes: messages and internal communication items tied to the case

Imported data is stored in our system and associated with external source ID (typically the Lead ID from Law Ruler).

This ID allows us to match future webhook updates to the correct cases and clients.

 

➡️ Sending Data to Law Ruler

The following actions in our platform automatically push data to Law Ruler:

📞After each successful AI Call > Kayse sends the following data to Law Ruler

  • Messages (email, SMS, in-app — all appear as notes in Law Ruler of the type Client Communications)
  • Call Records (call summary + call transcripts are sent to the notes section)
  • Uploaded Documents (sent immediately to Law Ruler’s document storage to the /recordings folder)

⚠️ All outbound items are stored as notes, not in Communication tabs (SMS/Email).

This applies to messages, calls, documents.

Some document types (e.g. PNG, JPG) are fully supported. CSV and Cyrillic-named files may fail silently — these use cases are under review. If you find this happening, please contact Law Ruler support and advise them of the problematic file names that might not be accepted such as WAV. As a workaround, 

💡Kayse renames MP3 files as WAV so they are accepted by Law Ruler, but there could be other disallowed file extensions.

🤖 Additional Data Sent After AI Call Campaigns

When an AI-driven call (Voice AI Campaign) is completed, our system automatically sends a structured data package to Law Ruler, linked to the corresponding Lead ID.

 

1️⃣ API Call

A backend request is made to the Law Ruler endpoint: [Law Ruler Endpoint]/api-legalrcampaign.aspx

Query Parameters include:

  • LeadID — ID from the call
  • Key — API token for authentication
  • OverriddenLead — set to true
  • Tags — set to "Kayse"
  • Status — based on post-call result
    (e.g. “Qualified – Intake Completed”, “Sent e-Sign”, “Review Needed”)
  • Custom Fields — all keys starting with _custom are transformed to query parameters prefixed with Custom
    For example:
    FirstName = John
    LastName = Johnson
    Custom1234: Yes
    Custom1235: 1/1/2000
    Custom1236: No

    Call Summary: We spoke to John about his Zantac case and discussed what is going on with the case. John answered all questions and the call ended on a positive note.

    Call Transcript: 
    Agent 
    00:01 Hi, you've reached Jennifer, an AI assistant with Krause & Kinsman Law Firm. Am I speaking with Michael?

    Michael
    00:09 Yes.

    Agent
    00:13 Great, Michael! I have some important news for you. There is now a settlement available in the Zantac case, which is excellent news and could result in you receiving compensation. Before we proceed with the details, I need to verify your birth year. Could you please confirm your year of birth?

    Michael
    00:30 What are the documents I need to submit?

    Agent
    00:36 I’d be happy to explain the documents required, but first, I need to verify your birth year to ensure I’m speaking with the right person. Could you please confirm your year of birth?

    #END EXAMPLE

    🔹 All values are converted to strings (booleans, integers, etc.)

2️⃣ Notes Sent to Law Ruler

📝 Two notes are added to Law Ruler under the “Client Communication” category:

🟪 Call Analysis Summary

Includes:

  • Call Summary and Call Transcription (if available)
  • Campaign Opted Out status (if true)
  • Voice Calls Opted Out status (if true)
  • Wrong Number status (if true)
  • Disconnection Reason (for failed calls)
  • All custom analysis data with _custom prefix

🟪 Full Call Transcript (for successful calls only)

The full transcript is formatted as:

[AGENT]: Hello, this is Kayse…

[CLIENT]: Yes, I'm listening…

…

3️⃣ Call Recording Upload to Law Ruler

An audio recording is uploaded to Law Ruler in the /recordings folder and associated with the correct lead.

File Name format:

  • Kayse VoiceAI Recording – [CampaignName] ([Timestamp]).mp3
  • If no campaign: Kayse VoiceAI Recording ([Timestamp]).mp3

Metadata includes:

  • Lead ID
  • Recording URL
  • File Form Name: “Recording”

⏱️ Timestamps and Lead Binding

All data — including API call, notes, and recording — is linked to the specific Lead ID and includes exact timestamps for proper chronological ordering in Law Ruler.

 

📂 Step 4: Importing Cases from Law Ruler (Manual)

You can also manually import case and client data:

  1. Export from Law Ruler:
    • Go to the export tool in Law Ruler and download client+case data
  2. In our platform:
    • Navigate to Cases > Import
    • Paste or upload:
      • ⚠️ Lead ID (used as External Source ID)
      • ⚠️ Contact ID (this is REQUIRED or can cause data concerns if it is not there if you have multiple cases with the same name)
      • ⚠️ Case Type, Status, and any additional case metadata such as custom fields.

Our system will use this to match and track future webhook updates.

 

🛡️ Step 5: Troubleshooting Tips

Webhook not triggering after update?

  • ✅ Confirm that case status was changed — that’s what triggers the webhook
  • ✅ Or click Send via Webhook manually in Law Ruler

Message not visible in Law Ruler’s Communication tab?

  • 🔹 Messages appear in the Notes section — not under SMS/Email tabs

File uploaded but not visible?

  • 🔹 Some formats (CSV, special encodings) may not be supported
  • 🔹 Try using PNG/JPEG — test before deploying to production
     

 

🌐 FAQ

Q: How often is data synced from Law Ruler?

A: Webhook data (status-triggered) is real-time. Notes/messages are synced hourly.

Q: Can I trigger an update manually?

A: Yes — either change the case status or click Send via Webhook in Law Ruler.

Q: Where do messages from our platform appear in Law Ruler?

A: Under the Notes tab only.

Q: Can I modify webhook settings later (e.g. case types)?

A: Yes — you can adjust case types/statuses at any time from Law Ruler without breaking the connection.

 

Need help? Contact our support team anytime ✨

Happy integrating!

Keywords: LawRuler, Law Ruler

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