Install & Setup Guide

System requirements

• Operating system: Windows 10 or Windows 11 (64-bit). macOS support is on the roadmap.
• License: an active CaseLine license. Request one at caseline.sflitconsulting.com.
• Communications source (at least one):
  • 3CX V20 — for phone calls. RingCentral and Vonage are on the roadmap.
  • Zoom — any plan, including Basic. For client meetings and Zoom Phone (where available).
  You can connect one or both. CaseLine works the same way against either source.
• Case-management system (at least one): Filevine, Lead Docket, Centerbase, MerusCase, LeadSquared, or Freshservice.
• Internet connection: outbound HTTPS to your communications source, your CRM, and caseline.sflitconsulting.com.
• Disk: approximately 200 MB for the app plus working room for transcripts (a few MB per call).

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Step 1 · Install CaseLine

1. Open the download link in your onboarding email and save caseline-setup.exe to your computer.
2. Double-click the installer. Windows may show a “Windows protected your PC” SmartScreen dialog while our code-signing certificate is propagating — click More info, then Run anyway.

   

3. Accept the license agreement and click Next through the installer. CaseLine installs to your user profile (no admin rights required).

   

4. When the installer finishes, leave Run CaseLine checked and click Finish. The app launches and opens the License tab.

   

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Step 2 · Activate your license

1. In CaseLine, click Settings at the top right, then choose the About tab. Look for the License Activation card.

   

2. Paste your License Key from the onboarding email.
3. Enter your Email and Display name. These identify you across devices and become the author shown on call summaries posted to your CRM.
4. Click Activate. CaseLine talks to our license server and registers this computer as one of your devices (you can pair up to 5 total — see Step 6).

   

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Step 3 · Connect 3CX

Skip this step if your firm doesn’t use 3CX — jump to Step 4 and then Step 5 to set up Zoom instead.

For 3CX customers, you’ll need a 3CX administrator (or your IT team) to create a Service Principal for CaseLine and assign it the right roles. CaseLine supports 3CX V20.

3.1 · Create a Service Principal in 3CX

1. Sign in to your 3CX V20 Web Client as an administrator. From the left rail, go to Admin → Integrations → API.

   

2. Click Add to create a new Service Principal. Name it CaseLine so it’s easy to identify later.

   

3. Under Department, choose the department that contains the users CaseLine should see. Pick the top-level department if you want CaseLine to work for everyone.
4. Assign the System Owner role (or, if your policy requires more granular roles, the Recording Read, User Read, and Call Control roles together).

   

5. Click Save. 3CX shows you the Client ID and Client Secret. Copy both — the secret is only shown once.

   

3.2 · Turn on call recording for each user

CaseLine summarizes recordings; without recordings turned on, it can’t produce summaries for that user’s calls. Each user (or your 3CX admin) needs to enable Record all calls on their extension.

1. In the 3CX Web Client, go to Admin → Users, click the user’s extension, and open the Options tab.
2. Tick Record all calls. Save.

   

3. Repeat for every user who will use CaseLine.

3.3 · Enter your 3CX credentials in CaseLine

1. In CaseLine, open Settings → Communications.

   

2. Fill in:
   • PBX URL — e.g. https://yourfirm.3cx.cloud
   • Client ID — from Step 3.1
   • Client Secret — from Step 3.1
3. Click Save, then Test Connection. A green check means CaseLine can reach your PBX with those credentials.
4. Click Verify Identity. A small 3CX login window opens. Sign in with your own 3CX user account (not the Service Principal). CaseLine binds this install to your extension — required before any AI processing happens.

   

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Step 4 · Connect your CRM

Open Settings → Integrations. Each integration has its own card. Connect at least one — you can connect as many as you use. CaseLine will check all connected CRMs for caller matches on every call.

Filevine

1. Sign in to Filevine in your web browser.
2. Click your name in the top-right, choose My Profile, then open the Personal Access Tokens tab.

   

3. Click Generate, give the token a name like CaseLine on my laptop, and copy the resulting string. It’s shown once.
4. In CaseLine, on the Filevine card, paste the PAT and click Save, then Test Connection.

   

Lead Docket

1. Sign in to Lead Docket as an administrator.
2. Open Admin → API Access and copy your firm’s API Key.

   

3. In CaseLine, on the Lead Docket card, paste:
   • API Key — from above
   • Tenant subdomain — e.g. yourfirm from yourfirm.leaddocket.com

   

4. Click Save, then Test Connection.

Centerbase

Centerbase uses per-user credentials. Each user signs in with their normal Centerbase username and password through CaseLine, and CaseLine manages the session token from there.

1. In CaseLine, on the Centerbase card, enter your firm’s Centerbase URL (e.g. https://yourfirm.centerbase.com).
2. Enter your Username and Password (the same ones you use to sign in to Centerbase in your browser).

   

3. Click Save, then Test Connection.

MerusCase

MerusCase uses per-user OAuth. CaseLine opens your browser, you sign in to MerusCase once, and the resulting token is stored on your computer.

1. In CaseLine, on the MerusCase card, click Authorize with MerusCase.

   

2. Your default browser opens to MerusCase’s consent page. Sign in if prompted, then click Allow.

   

3. The browser redirects back to CaseLine automatically. The MerusCase card switches to Connected as <your name>.

LeadSquared

1. Sign in to LeadSquared in your web browser.
2. Click your name in the top-right, choose My Account, then open the API and Webhooks tab.

   

3. Copy your Access Key and Secret Key.
4. In CaseLine, on the LeadSquared card, paste both keys. CaseLine detects your region automatically from the keys.

   

5. Click Save, then Test Connection.

Freshservice

1. Sign in to Freshservice in your web browser.
2. Click your avatar in the top-right and open Profile Settings. Your API Key is shown in the right column.

   

3. In CaseLine, on the Freshservice card, paste your Freshservice domain (e.g. yourfirm.freshservice.com) and your API Key.

   

4. Click Save, then Test Connection.

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Step 5 · Connect Zoom

Skip this step if your firm doesn’t use Zoom. Otherwise, connecting Zoom lets CaseLine screen-pop matter info as attendees join and post AI summaries of meeting recordings to your CRM after the meeting ends — the same workflow you get for phone calls.

1. In CaseLine, open Settings → Zoom and click Connect Zoom.

   

2. Your default browser opens to Zoom’s consent screen. Sign in if prompted, review the requested scopes, and click Allow.

   

3. The browser redirects back to CaseLine automatically. The Zoom tab now shows Connected as <your name>.

   

Cloud vs. local recording

On paid Zoom plans (Pro and above), CaseLine receives a webhook when your cloud recording finishes processing and pulls the audio automatically. On Zoom Basic, cloud recording isn’t available, so CaseLine watches your local Zoom recordings folder (default Documents\Zoom) and picks up files saved by the Zoom Desktop App.

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Step 6 · Pair additional devices

Your CaseLine license covers up to 5 devices. Pair your laptop, your home machine, or a second office PC and each one will receive the same call summaries — with smart coordination so only one device does the AI processing per call.

1. On your already-paired device, open Settings → Options. The Connected Devices card lists your installs.

   

2. Click Pair Device. A QR code appears with a short countdown.

   

3. Install CaseLine on the new device (Steps 1–2). On its License tab, click Scan QR to pair and scan the code from your first device. The new device activates without re-entering the license key.
4. Back on your first device, the Connected Devices list refreshes to show the new device. You can Revoke any device from here at any time.

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How CaseLine processes calls

Phone calls

When a call rings on your extension, CaseLine matches the caller’s number against your connected CRMs and pops a card showing the matching contact, matter, or lead. You don’t need to click anything — the pop is informational.

After the call ends, CaseLine waits a few moments for 3CX to finish writing the recording, then downloads it, transcribes it with Deepgram, and summarizes it with Claude. The result lands in your call history with sentiment, action items, and a full transcript.

Posting to your CRM

When the AI summary is ready, click the call card and choose which matter to post against. If only one CRM matched, CaseLine offers a one-click Post Call. With multiple matches, pick the right one from the dropdown.

Zoom meetings

For Zoom meetings, CaseLine pops a live card as participants join, showing their matching CRM records. When the recording is ready (cloud or local), CaseLine pulls the audio, transcribes and summarizes it, and offers a grouped attendee picker so you can post the summary to the right matter for each attendee.

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Privacy & recording consent

CaseLine processes call audio and transcripts on your computer and through South Florida IT Consulting’s relay infrastructure on Microsoft Azure. Audio is never persisted on SFLITC’s servers — it lives in memory just long enough to produce a transcript and then it’s gone. Transcripts and AI summaries are stored only on your local computer. The full breakdown is in the Privacy Policy.

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Troubleshooting

Screen-pop doesn’t fire

1. Confirm CaseLine is running — look for the icon in your system tray.
2. Verify the phone system connection: Settings → Communications → Test Connection.
3. Make sure the caller’s number matches a record in at least one connected CRM.
4. If you recently switched extensions, click Verify Identity again on the Communications tab.

“Verified identity required” on post

This means your install isn’t bound to a 3CX user yet. Go to Settings → Communications and click Verify Identity.

Internal calls don’t produce AI summaries

Most often this means Record all calls is off on the user’s 3CX extension — see Step 3.2. External calls work because the trunk side records by default; internal-to-internal calls don’t.

Zoom recording doesn’t appear in CaseLine

• If you’re on a paid Zoom plan, confirm cloud recording is enabled in your Zoom account settings, then wait 2–5 minutes for Zoom to finish processing.
• If you’re on Zoom Basic, confirm the local Zoom folder path in Settings → Zoom matches where the Zoom Desktop App is saving recordings.
• Re-authorize Zoom if your access token has been revoked: Settings → Zoom → Disconnect → Connect Zoom.

An integration shows a yellow banner

The circuit breaker tripped after repeated authentication failures — usually expired or revoked credentials. Open the affected integration in Settings → Integrations and click Test Connection. If it succeeds, the banner clears on the next call.

Updates fail or get stuck

Quit CaseLine completely (right-click the tray icon → Exit), then re-launch. The updater runs at startup; if a new version is available it will install on its own.

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Updates

CaseLine checks for updates on every launch and installs them silently in the background. You’ll see a small notification once the new version is ready; quit and re-open to apply it.

Major updates (new integrations, breaking changes) are announced ahead of time over email. Release notes for every published version live in the app under Settings → About → Release notes.

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Support

Direct support is available during US Eastern business hours (Monday–Friday, 9am–5pm ET). Higher-tier support plans offer extended hours and priority response.

Email: info@sflitconsulting.com
Phone: 561-515-3360

When you contact support, include your CaseLine version (Settings → About) and a short description of what you were doing. Screenshots are very helpful.

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