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InfoTrack Searches Integration

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Overview

The InfoTrack Integration allows firms using the system to order property searches and identity verification checks directly through InfoTrack and automatically record the associated information within the system.

When a search is ordered through InfoTrack, the results are returned to the system and recorded against the relevant matter. The system automatically creates Cost Recovery entries for searches, allowing firms to recover these expenses from clients if required.

Search documents are automatically stored within the matter, ensuring a clear audit trail and centralised document management.

Verification of Identity (VOI) checks can also be initiated through the integration from the client record.

The InfoTrack integration must be enabled by Efimis Support before it can be used.

Enabling the InfoTrack Integration

Before your firm can use the InfoTrack integration, it must first be activated by the Efimis Support Team.

To enable the integration:

  1. Contact the Efimis Support Team.
  2. Provide your InfoTrack account credentials.
  3. Support will configure and enable the integration for your firm.

Once enabled, additional InfoTrack options will become available within the system.

These options will not appear until the integration has been successfully activated.

InfoTrack Buttons and Where They Appear

After the integration has been enabled, new InfoTrack options will become available within the system.

Client Record

From the Client record, you will see:

  • InfoTrack Searches
  • VOI (Verification of Identity)

These options allow users to initiate searches or identity checks directly from the client profile.

Matter Record

From the Matter record, you will see:

  • InfoTrack Searches

This allows searches to be ordered specifically for that matter.

Ordering InfoTrack Searches

To order a search for a matter:

  1. Open the Matter record.
  2. Select InfoTrack Searches.
  3. You will be redirected to the InfoTrack website.
  4. Order the required searches through InfoTrack.
  5. Complete the order process within InfoTrack.

Once the order has been completed, the search information will be returned to the system automatically.

Searches are ordered and processed directly through the InfoTrack platform.

How Searches Are Recorded

When a search is completed through InfoTrack, the system automatically records the search on the matter.

The following actions occur automatically:

  • A Cost Recovery entry is created on the matter.
  • If the search includes VAT and non-VAT elements, the system creates two separate entries.
  • The search document is automatically added to the Documents tab of the matter.
This ensures that both the financial transaction and supporting documentation are stored against the matter.

Using VOI (Verification of Identity)

Verification of Identity checks can be initiated directly from the Client record.

To start a VOI check:

  1. Open the Client record

  2. Select VOI.

  3. You will be redirected to the InfoTrack platform.

  4. Complete the identity verification process.

The client must have both an email address and phone number recorded in their client details to initiate a VOI check.

VOI Cost Recovery Behaviour

VOI checks behave differently from standard searches when it comes to cost recovery. 

Initiating a VOI check does not automatically create a Cost Recovery entry.

If your firm wishes to charge the VOI cost to the client:

  • A manual Cost Recovery or disbursement entry must be created on the relevant matter.

Viewing InfoTrack Searches from the Client Record

All InfoTrack activity for a client can be viewed directly from the Client record.

Selecting InfoTrack Searches from the client will display a list of all search activity associated with that client.

This includes searches performed across multiple matters and any client-level activity such as VOI.

How Client-Level Searches Are Displayed

The client-level InfoTrack screen provides a summary of search activity.

Searches are grouped in the following way:

Matter-Level Searches

Each line represents a matter where InfoTrack searches have been performed.

The system displays:

  • The matter reference
  • The number of searches completed for that matter

Multiple Matters

If searches have been completed on multiple matters for the same client, each matter will appear on its own separate line, with the relevant number of searches recorded.

Client-Level Searches

Searches performed directly at the client level, such as VOI checks, will also appear in the list.

These entries are shown separately from matter-level searches.

This view provides a consolidated history of all InfoTrack activity related to the client.

Search Documents

When InfoTrack returns search results:

  • The search document is automatically attached to the matter.
  • The document is stored within the Documents tab.
  • Users can open or download the document directly from the matter record.

This ensures that all search documentation is securely stored alongside the relevant matter information.

Cost Recovery and Billing

InfoTrack search costs can be billed to clients through the normal invoicing process.

Key behaviour includes:

  • Searches create Cost Recovery entries automatically.
  • Searches with VAT and non-VAT elements create two entries.
  • These entries can be included in client invoices.
VOI checks do not automatically generate Cost Recovery entries and must be recorded manually if the firm wishes to recharge the client.

Best Practices

To ensure the InfoTrack integration is used effectively:

  • Ensure the integration is properly configured by Efimis Support
  • Confirm client contact details are complete before initiating VOI
  • Regularly review Cost Recovery entries for searches
  • Store and review search documents from the Documents tab
  • Manually record VOI costs if they need to be billed to the client