> ## Documentation Index > Fetch the complete documentation index at: https://visaflo.ca/knowledge-base/llms.txt > Use this file to discover all available pages before exploring further. # Integration Capabilities > Understand what external systems can do with VisaFlo, how data moves, and where the workspace API boundary ends. ## The Integration Model VisaFlo's workspace API is an **inbound operational API**. Your CRM, form, document system, internal tool, or automation platform calls VisaFlo when an event occurs. VisaFlo creates or finds the matching workspace records, then creates the work around them. ```text theme={null} External system event | v Your integration service | | X-API-Key v VisaFlo workspace API | +--> lead, client, or case +--> document upload +--> task, note, or workflow tasks ``` The API key determines the target workspace. Do not send a company ID or try to select a tenant from the request body. ## What You Can Build ### CRM and Sales Handoff Connect HubSpot, Salesforce, Pipedrive, Close, or an internal CRM to VisaFlo when a lead reaches a qualified stage. | Trigger in the CRM | Action in VisaFlo | Result | | --------------------------- | --------------------------- | --------------------------------------------------------------------- | | New qualified prospect | Search then create a lead | A lead enters the workspace's `new` pipeline state with source `api`. | | Prospect becomes a client | Search then create a client | A client record is available for case work. | | Matter is opened | Create a case | The integration receives a VisaFlo case ID for future automation. | | Sales handoff needs context | Create a note or task | The legal team sees the source-system context and follow-up work. | Use the source system's stable event ID and the returned VisaFlo ID together. This gives your integration a reliable retry and reconciliation key. ### Intake Forms and Booking Flows Connect Typeform, Jotform, Tally, a custom website, a scheduling tool, or an inbound webhook receiver. | Incoming data | Recommended VisaFlo flow | | ------------------- | --------------------------------------------------------------------- | | Web form submission | `lead/search` by email, then `lead/create` only when no match exists. | | Consultation booked | Create a task linked to the matching lead or client. | | Intake is approved | Create or locate the client, create a case, then start a workflow. | | Follow-up summary | Write a note onto the lead, client, or case. | The API does not automatically convert a lead to a client. Keep that decision in your intake workflow, then create the client or case when your firm is ready. ### Document Intake Connect a client upload portal, document collection tool, cloud-storage workflow, or inbound email processor. 1. Find the case using `caseId`, `caseNumber`, or the client's email. 2. Verify the returned case before sending a file. 3. Upload one file to `/case/:caseId/file/upload`. 4. VisaFlo stores the file in the case's `api` folder and returns a file registry ID. 5. Add a task or note when staff review is required. This pattern is well suited to automations such as “a client uploaded a passport” or “a signed document arrived in our document system.” The API accepts one file per request and supports files up to 50 MB. ### Workflow and Case Operations Connect internal operations tools, form processors, or workflow automation platforms such as Zapier, Make, n8n, Workato, or a custom worker. | Need | API capability | | ----------------------------------- | -------------------------------------------------------------------- | | Start a standardized checklist | List workflow templates, then create tasks from a selected workflow. | | Create one-off operational work | Create a task on a case, client, or lead. | | Keep an external team aligned | Add notes with a title and content. | | Update a case milestone | Patch the case status. | | Generate or observe form automation | Start form generation and poll autofill status. | Tasks inherit assignees from the linked VisaFlo record. The API does not accept arbitrary staff assignment in a task request. ### Reporting and Reconciliation Use the search and read endpoints to verify that a source record maps to the correct VisaFlo case, client, or lead before performing an action. This supports operational dashboards and reconciliation jobs, but it is not a bulk analytics export API. ## Direction of Data Flow | Direction | Available today | How it works | | ------------------------------------- | --------------- | -------------------------------------------------------------------------------------------------------------------------- | | External system to VisaFlo | Yes | Your integration calls the workspace API with `X-API-Key`. | | VisaFlo record lookup | Yes | Search and read endpoints return tenant-scoped, slim records. | | VisaFlo to external system by webhook | No | The workspace API does not currently provide outbound webhook subscriptions. Poll status or use your own workflow trigger. | | Browser-direct integration | No | Keep API keys server-side; call VisaFlo through your server or automation worker. | ## Current API Boundary The public workspace API currently supports creates and lookups for leads, clients, and cases; case status updates; case file upload and file download; form generation/status; tasks; notes; and workflow task creation. It does **not** currently provide generic lead/client update or delete endpoints, generic case deletion, arbitrary task assignee overrides, outbound webhooks, or a full workspace data export. Design your integration around the available actions and keep a system of record for fields VisaFlo does not expose for writeback. ## Choosing an Integration Pattern | Pattern | Best for | Implementation | | --------------------------- | ----------------------------------------------------------- | ------------------------------------------------------------------------------------------- | | Server-side webhook handler | Form submissions, CRM lifecycle events, document processors | Receive event, search for a match, call VisaFlo, persist returned IDs. | | Scheduled worker | Reconciliation and form-status checks | Run on an interval, use bounded retries and store checkpoints. | | iPaaS HTTP step | Lower-volume operations in Zapier, Make, or n8n | Store the key as a platform secret and call the exact endpoint with JSON or multipart data. | | Internal operations service | High-volume or regulated workflows | Add idempotency, audit logging, encryption, retry queues, and human review. | The safest first integration is: search by email, create a lead only when no match exists, save the returned VisaFlo ID, and create a follow-up task. It proves the complete integration path without creating a case or moving documents.