Clio installs Vincent and connects it to your Clio Operate environment. After that, your administrators decide who can use Vincent, where it appears and how it behaves. You make all of these settings in Admin and Modeller.

Before you start

• Your environment must run Clio Operate 7.11 or later. Vincent is not available for legacy on-premises environments.
• You need access to Admin and Modeller.
• Clio must have installed Vincent for your environment. To add Vincent, contact Clio.

What Clio sets up for you

Clio carries out the technical setup, so that your environment can connect to Vincent securely:

• installs the Vincent integration
• connects your environment to Vincent in your region, for example the US, the EU or Australia
• sets up the Vincent AI linked service and the sign-in between Clio Operate and Vincent
• adds the Vincent addresses to your Content Security Policy
• creates your firm's account in Vincent

Your users do not need separate Vincent accounts. Vincent sets up each user automatically, based on their email domain, the first time that they link their account.

Clio updates the Vincent integration by agreement with your firm, usually in a test environment first. Some features need the latest version.

Check the Vincent configuration

1. Navigate to Modeller > Global features.
2. In Search, type vincent.
3. On the Vincent card, select the settings icon.

The Vincent blade displays these settings:

Below the settings, Clio Operate checks the configuration and displays the result, for example "Vincent configuration checks: all passed". If a check fails, select the summary to see the details. The blade has four checks:

• Content Security Policy checks that your environment allows the Vincent addresses.
• Access control checks that at least one user has the AI > Vincent AI - Use permission.
• Identity Client checks the sign-in between Clio Operate and Vincent.
• Portal pages checks that the Vincent pages match the work types that use Vincent.

After you fix a problem, select Revalidate to run the checks again. You might need to clear the cache first. If you cannot resolve a failed check, contact Clio Operate support.

Give people access to Vincent

Membership of the ACL - Vincent Users team controls who can use Vincent. The team gives its members the AI > Vincent AI - Use permission, and asks each member to link their Vincent account.

1. Navigate to Admin > Teams.
2. Under Access Control Lists, find ACL - Vincent Users.
3. Select the team, then select Manage Team Membership.
4. Select Add User, then add each user who needs Vincent.

After you add a user, the Vincent page and buttons appear for them. The first time that they use Vincent, they link their Vincent account. For details, see Using Vincent in Clio Operate.

Each time someone joins ACL - Vincent Users, Clio Operate sends a Vincent User Request notification to the members of the Vincent User Admin team. The notification gives the new user's name and email address. It appears in Clio Operate and arrives by email. Add the people who handle new Vincent user requests to Vincent User Admin.

To remove a user's access, remove them from ACL - Vincent Users. Clio Operate does not send a notification when you remove a user, and it does not close the user's account in Vincent. Tell the members of Vincent User Admin when you remove someone.

Choose where Vincent appears

Turn Vincent on for work types

The Vincent AI Availability setting controls which work types display a Vincent page. When Clio installed Vincent, it turned Vincent on for every matter type that existed at the time. You must turn Vincent on for any work type that you create after that.

1. In the Vincent blade, under Subfeatures, select Vincent AI Availability.
2. In the list of types, select or clear Enabled for each work type. Each change saves straight away.
3. Close the Vincent AI Availability blade to return to the Vincent blade.
4. Under Portal pages, select Synchronise portal pages.

Synchronising adds the Vincent page to the portal of each work type that has Vincent turned on. Synchronising also removes the page from work types that have Vincent turned off. The Vincent page appears second in the navigation menu, after the dashboard.

Add Vincent to work items that open in a blade

Some work items, such as instructions, open in a blade instead of a portal. To give these work items a way to open Vincent, add the Vincent Nav aspect to the work type. The aspect adds a row that opens Vincent for the work item.

1. In Modeller, open the work type.
2. Select Aspects.
3. In the footer section, select the add icon (+), then select Vincent Nav.
4. Complete the settings in the table below.

For details on adding aspects, see Add an aspect to a work type.

The row appears only for users with access to Vincent, and it is unavailable until the work item is saved. The row does not check the Vincent AI Availability setting, so add the aspect only to work types where you want Vincent.

Add Vincent to a launchpad or menu

Users can open Vincent without a matter for general legal research. To make this possible, add the Analyse with Vincent command to a launchpad or menu. Clio does not add the command for you. For details on menus, see Configuring the Global Navigation Bar menus.

When a user opens Vincent from the command, Vincent opens in a blade without a matter. To let Vincent work with files in this situation, set the Default repository in the Vincent blade.

Link a system token for workflows

A workflow that uses Vincent normally runs as the user whose action started it. Some workflows start without a user, for example after a bulk import. Those workflows use the system token on the Vincent linked service instead.

Clio recommends that the system token belongs to a user who has access to all matters.

1. Sign in to Clio Operate as the user whose account will provide the system token.
2. Navigate to Admin > Integrations > Manage Linked Services.
3. Under AI, find Vincent AI, then select Link.
4. Sign in to Vincent in the window that opens.

The Vincent AI card then displays "System token is linked", with the account that the token belongs to. If the token stops working, workflows that start without a user fail. Link the token again to fix the problem.

If no system token is linked, the Vincent blade displays a warning under Linked service: "No system token is linked; system-initiated Vincent workflows may not work."

Set up jurisdictions

In conversations, Vincent sets the jurisdiction from the matter automatically. Workflows use the vincent.jurisdiction interface mapping instead. For details, see the section Map your jurisdictions for Vincent in Using Vincent in workflows.

The jurisdictions that your users can research depend on your firm's Vincent subscription.

Automatic time tracking

Vincent can record the time that users spend in conversations and create draft time entries for them to review. Each user turns this on for themselves in Vincent's settings. You cannot turn it on or off for all users. For details, see the section Record your time automatically in Using Vincent in Clio Operate.

Move configuration between environments

When you export configuration from an environment that has Vincent, Clio Operate displays the warning "Vincent-specific config may be included in this export". Choose one of these approaches:

• If the target environment also has Vincent, select Proceed with export. Make sure that both environments run the same version of the Vincent integration.
• If the target environment does not have Vincent, remove the Vincent configuration from the work type export package before you import it. Use the Strip tool, which the steps below describe.

1. Export the work type as usual.
2. Open the Strip tool from the export warning, or from Strip Vincent from a work type export package in the Vincent blade.
3. Select I confirm the target environment does not have the Vincent plugin installed.
4. Under Drop the export package, drag your export package onto the tool.
5. Under Review what will be stripped, check the list of items that the tool will remove.
6. Select Download cleaned package.
7. Import the cleaned package into the target environment.

For details on exports, see Exporting Clio Operate Configuration.

Troubleshooting

Related articles

• Introduction to Vincent for Clio Operate
• Using Vincent in Clio Operate 
• Using Vincent in workflows  
• Exporting Clio Operate Configuration
• Configuring the Global Navigation Bar menus
• Add an aspect to a work type