GITNUXSOFTWARE ADVICE
Legal Professional ServicesTop 10 Best Criminal Defense Case Management Software of 2026
Ranked roundup of top criminal defense case management software for law firms, comparing Clio, SmartAdvocate, and Filevine by features and tradeoffs.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Clio is the strongest fit for mid-size criminal defense teams that want one place for active case records plus automation and integrations, whereas SmartAdvocate works best when you need highly case-tied evidence, motions, and deadline workflows with custom fields.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Clio
Clio Workflows automates task creation and field updates from trigger events tied to matter activity.
Built for fits when mid-size defense teams need case records plus automation and integrations across active matters..
SmartAdvocate
Editor pickMatter-level evidence labeling and inventory records that stay referenced from motion and hearing preparation steps.
Built for fits when defense teams want case-tied evidence, motion, and deadline workflows..
Filevine
Editor pickWorkflow Builder lets teams create custom case stages and field-driven steps without replacing the core matter record.
Built for fits when defense teams need configurable workflows, evidence organization, and automation across many concurrent matters..
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Comparison Table
Clio
SMBCloud-based legal practice management software serving firms of various sizes.
Clio Workflows automates task creation and field updates from trigger events tied to matter activity.
Clio turns a criminal matter into linked objects for people, matters, tasks, communications, and documents, which reduces context switching during daily work. Matter pages connect chronology through notes and task timelines, and the system supports court date reminders and deadline tracking to keep obligations visible. Evidence and document handling support tagging, folder structures, and exportable matter content for sharing with co-counsel and investigators.
A tradeoff is that criminal-specific workflows like jurisdictional docket integration and specialized impeachment tracking require configuration and disciplined data entry to stay accurate. Clio fits teams that want consistent intake, calendaring, and record organization across multiple attorneys without building custom software.
- +Matter pages keep notes, tasks, and documents in one navigable timeline
- +Document organization supports tagging and structured storage for evidence sets
- +Automations reduce repetitive task creation across common defense workflows
- +Integrations and API support connect external tools to case operations
- –Jurisdiction-specific docket rules need careful setup to avoid scheduling drift
- –Complex evidence labeling standards take consistent staff discipline
- –Advanced impeachment workflow depth depends on how fields and tasks are mapped
- –Some specialized portals for e-filing workflows may require partner tools
Solo to small defense firms
Centralize intake, tasks, and evidence tracking
Fewer missed deadlines
Criminal defense practice managers
Standardize task and document routines
More predictable case throughput
Show 2 more scenarios
Attorney teams with investigators
Coordinate evidence intake and review
Faster evidence assembly
Shared case access supports structured document storage and review cycles for evidence packets.
Firms using external legal tools
Integrate with communications and systems
Reduced manual re-entry
API and integrations connect external applications to keep case updates synchronized.
Best for: Fits when mid-size defense teams need case records plus automation and integrations across active matters.
More related reading
SmartAdvocate
enterpriseComprehensive legal case management system with customizable fields for criminal defense.
Matter-level evidence labeling and inventory records that stay referenced from motion and hearing preparation steps.
For criminal defense teams, SmartAdvocate’s core value comes from keeping case notes, tasks, and evidence items attached to the same matter timeline. Motion tracking and calendaring connect filings to deadlines so work does not stall between court events. Evidence inventory and labeling-oriented organization reduce ambiguity when items need to be referenced in filings or hearings.
A tradeoff appears in how teams must align their practice conventions to the tool’s workflow fields to avoid inconsistent matter records. SmartAdvocate fits best for practices that already run repeatable motions and discovery checklists and want those steps represented as tasks tied to specific cases. It is less ideal for organizations that need deep jurisdiction-specific docket logic beyond standard calendaring patterns.
- +Evidence inventory stays tied to each matter record
- +Motion tracking reduces missed deadlines across active cases
- +Calendaring organizes hearing dates with case-linked tasks
- +Configurable automation supports attorney communication workflows
- –Jurisdiction-specific docket complexity may require custom workflow discipline
- –Deep chain-of-custody detail depends on how items are modeled
- –Some practices may need process mapping before rollout
- –Extensibility requires setup work for internal standards
Solo defense attorneys
Track motions and evidence on one docket
Fewer missed filing steps
Public defender units
Standardize task lists across caseload
More repeatable case handling
Show 2 more scenarios
Criminal defense teams
Coordinate discovery review reminders
Earlier review completion
Maintain discovery-related items and turn them into case tasks that feed into upcoming hearings.
Attorney communications coordinators
Route and record attorney communications
Cleaner case documentation history
Log incoming communications and link follow-up tasks to the correct matter workflow.
Best for: Fits when defense teams want case-tied evidence, motion, and deadline workflows.
Filevine
enterpriseCase management platform built for litigation-heavy practices including criminal defense.
Workflow Builder lets teams create custom case stages and field-driven steps without replacing the core matter record.
Filevine supports criminal defense workflows through structured matters that can be configured with custom fields, forms, and workflow steps used for intake, attorney assignment, and ongoing case activity. Calendaring and deadline tracking help coordinate hearing schedules and internal milestones, while collaboration tools keep case notes and document-linked activity tied to the matter record. Evidence handling is centered on organizing case materials with labels and consistent metadata so teams can search and reuse items during motion practice and trial preparation.
A key tradeoff is that deeper workflow customization increases configuration and governance work, especially when many practice groups share templates and reporting definitions. Filevine fits best for mid-size defense practices that need a standardized intake-to-hearings process across many attorneys and staff, and that want automation to reduce manual status updates between tools.
- +Configurable matter workflows with structured fields for repeatable defense operations
- +Role-based assignment and task routing tied to matter activity
- +Document-linked evidence organization with searchable metadata
- +API and automation support for system-to-system syncing
- –Workflow configuration requires governance to avoid template drift
- –Advanced reporting depends on correct field usage across matters
- –Some automations require careful mapping to existing processes
- –Complex deployments can lengthen onboarding for new team members
Criminal defense operations
Standardize intake to hearing workflow
Fewer status inconsistencies
Trial teams and investigators
Centralize evidence artifacts for reuse
Faster document retrieval
Show 2 more scenarios
Practice group administrators
Control routing and reporting definitions
Clearer ownership by role
Role-based tasks and configured workflows support consistent internal accountability and tracking.
Integrations and IT
Sync case data across tools
Reduced manual data entry
API-driven automation supports pushing and pulling case artifacts to aligned external systems.
Best for: Fits when defense teams need configurable workflows, evidence organization, and automation across many concurrent matters.
TrialWorks
SMBCase management software designed for litigation practices including criminal defense.
Evidence inventory ledger with item-level recordkeeping tied directly to case files and later exhibit generation workflows.
TrialWorks is a criminal defense case management system focused on attorney workflow instead of generic task tracking. It centralizes case files, parties, evidence records, and court activity so users can keep chronology, filings, and document artifacts in one place.
The tool supports calendaring and deadline handling, plus structured evidence management for labeling and inventory use. TrialWorks also includes automation and integrations to reduce manual copying between emails, documents, and case logs.
- +Evidence inventory ledger ties items to case records
- +Calendaring supports deadlines and hearing tracking in one view
- +Automation reduces repeated data entry across case activities
- +Document-centric case notes keep chronology searchable
- –Some jurisdiction-specific docket workflows need extra configuration
- –Reporting templates are limited for specialized practice metrics
- –Advanced automation requires careful setup to avoid duplication
- –Bulk import support is weaker for highly normalized data
Best for: Fits when defense teams need document-led case organization with structured evidence and reliable calendaring across active dockets.
MyCase
SMBWeb-based legal practice management platform with criminal defense workflow support.
A client-facing portal tied to matter activity keeps document sharing and status updates inside the case record.
MyCase manages criminal defense case workflows with centralized matter pages that track tasks, deadlines, documents, and client communication in one place. The system supports core routines like calendaring, motion tracking, and organized case notes so chronology stays searchable during hearings and filings.
MyCase also provides client-facing access for secure document sharing and status visibility, reducing manual back-and-forth. Automation is delivered through repeatable workflows and notifications that connect task creation to upcoming court events and internal reviews.
- +Central matter pages keep tasks, deadlines, and documents in one working view
- +Client portal reduces email churn for document handoffs and status updates
- +Workflow-driven notifications align task follow-ups with upcoming court activity
- +Searchable case notes help reconstruct case chronology during active litigation
- –Motion tracking fields can feel generic for specialized motion types
- –Brady and Giglio workflows require disciplined labeling to stay audit-ready
- –Evidence organization is usable but may not fully match an evidence ledger model
- –Deep automation depends on configured task templates and consistent user behavior
Best for: Fits when criminal defense teams need organized matter tracking plus a client portal for controlled document exchange.
PracticePanther
SMBLegal practice management software with customizable workflows for criminal defense firms.
Automated client and matter communications tied to case records, with reusable templates and task triggers.
PracticePanther focuses on criminal defense case management with workflows for intake, calendaring, and client communication in one record. It supports motion tracking and evidence organization so attorneys can maintain a case chronology alongside deadlines.
PracticePanther also provides automation hooks for recurring tasks and templates used across case notes and correspondence. Built for multi-attorney firms, it centralizes case contacts, tasks, and documents to reduce handoffs between staff and counsel.
- +Criminal-defense oriented task and case organization reduces navigation
- +Motion tracking keeps filings and statuses in one workflow
- +Calendaring supports deadline visibility across active cases
- +Client communication history stays attached to the matter record
- –Evidence handling needs consistent labeling and folder discipline
- –Some court-specific docketing workflows require manual setup
- –Document intake can be slow for large evidence batches
- –Advanced workflow automation depends on configuration choices
Best for: Fits when a defense firm needs an opinionated case workflow with motion tracking and shared calendaring.
Actionstep
SMBLegal practice management software with customizable matter types for criminal defense.
Workflow Builder configuration lets firms define custom statuses, forms, and routing rules per practice area without separate custom software.
Actionstep is a case management system focused on configurable workflows for law firms, not just document storage. It supports end-to-end matter administration with tasks, time, billing records, and audit-focused history tied to case activity.
For criminal defense teams, it can centralize discovery and evidence materials into organized work queues that attorneys and support staff can action. Its differentiation comes from its configuration and automation surface, where forms, statuses, and routing rules can be tailored to the firm’s operating model.
- +Workflow configuration supports firm-specific stages and role routing
- +Discovery and evidence document organization reduces scattered storage
- +Task and chronology tracking ties case notes to ongoing work
- +Audit-style history helps explain changes tied to case activity
- –Some criminal-defense workflows require non-default configuration
- –Automation rules can be complex to maintain across many matters
- –Evidence labeling and exhibit handling depend on disciplined input
- –Deep court-facing steps may rely on external integrations
Best for: Fits when a defense practice needs configurable case workflows with strong internal task tracking.
Smokeball
SMBCloud practice management system with automatic time tracking and document automation.
Smokeball’s Matter Timeline automation links attorney actions to follow-on tasks for each case without needing custom workflow builders.
Smokeball is criminal defense case management software built around attorney workflow, with automation for tasks that repeat across cases. Its core setup centers on matter timelines, document organization, and calendaring so deadlines and activity stay connected to each case.
The system also supports litigation-focused document handling, including templates for common filings and correspondence workflows. Automation and search across past matters help reduce time spent reformatting and re-entering recurring case information.
- +Built-in automation that turns common attorney actions into follow-on tasks
- +Strong case timeline view that keeps events and next steps in view
- +Matter templates for recurring filings and correspondence reduce manual rework
- +Search and recall across past matters speeds drafting and issue spotting
- –Automation setup can require careful mapping to office-specific workflows
- –Evidence organization relies on labeling discipline to avoid messy inventories
- –Reporting depth is limited for custom governance and audit queries
- –Third-party integration options are narrower than systems built for broader stacks
Best for: Fits when criminal defense teams want attorney-focused automation and timeline-driven case organization without heavy customization.
CosmoLex
SMBCloud legal practice management with built-in trust accounting.
Matter-specific case timeline and change history that tie filings, notes, and evidence activity into a single reviewable chronology.
CosmoLex manages criminal defense matters with case files that centralize client, attorney, calendaring, and document work in one system. The core workflow includes motion tracking, evidence organization, and task-driven deadlines that connect filings to case activity.
CosmoLex also supports role-based access to case records and provides audit-style history on key case changes. For teams that need courtroom-ready documentation, it focuses on producing consistent matter packets and maintaining structured case notes over time.
- +Case-centric workflow ties motions, tasks, and filings to matter records
- +Evidence and document organization supports consistent retrieval during hearings
- +Role-based access helps limit who can view sensitive case content
- +Audit-style change history supports investigation of key record updates
- –Discovery management depth may be lighter than systems built for large-team review
- –E-filing integration and jurisdictional docket hooks are limited compared with specialist products
- –Automation requires more manual setup than deadline-first competitors
- –Reporting for custom defense metrics can feel rigid without exports
Best for: Fits when defense practices need one case workspace with strong documentation discipline and controlled access.
LeanLaw
SMBLegal practice management software integrating with QuickBooks for small firms.
Evidence labeling and exhibit packaging workflows that generate matter-ready exhibit sets from the case record.
LeanLaw is a criminal defense case management system aimed at tracking case work end to end with courtroom-facing timelines and evidence workflows. The product centers on matters, tasks, and document handling so attorneys can keep case notes, discovery items, and exhibits connected to a single case record.
Built-in calendaring supports hearing and deadline management, while audit-oriented logging supports review of key changes. LeanLaw also offers workflow automation and an API surface for integrating communications and intake data into existing practice tools.
- +Case-centered workflow keeps notes, tasks, and documents linked
- +Calendaring supports hearing and deadline tracking with reminders
- +Evidence tracking workflow reduces ad hoc exhibit handling
- +API options support integration with external practice systems
- –Discovery management workflows can feel structured for specific practices
- –API documentation coverage for edge cases appears limited
- –Granular governance controls for custom roles can require discipline
- –Reporting depth for courtroom analytics is not as flexible as specialists
Best for: Fits when criminal defense teams need case-centered workflows and calendaring with integration options.
Conclusion
After evaluating 10 legal professional services, Clio stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right criminal defense case management software
This buyer's guide covers criminal defense case management software tools including Clio, SmartAdvocate, Filevine, TrialWorks, MyCase, PracticePanther, Actionstep, Smokeball, CosmoLex, and LeanLaw.
It explains what each tool type looks like in day-to-day use, which feature tradeoffs matter, and how to match workflow fit to court, evidence, and communication demands.
Criminal defense case management software for evidence, motions, and courtroom timelines in one case record
Criminal defense case management software centralizes case records, evidence and exhibits, motion tracking, and calendaring so tasks, filings, and documents stay linked to the same matter history. These tools reduce missed deadlines by driving reminders from case activity and keep case chronology searchable through structured timelines and matter notes.
Many defense firms use this category to manage discovery intake, organize evidence labeling and inventories, and prepare court-ready matter packets. Clio shows what an end-to-end workspace can look like when matters, documents, and automations tie together under a structured matter timeline, while TrialWorks illustrates a more document-led approach anchored on evidence inventory and exhibit generation workflows.
Evaluation points for defense workflows that move from intake to cross-exam
Criminal defense case management breaks down when the tool cannot keep evidence, motions, and deadlines tied to the same structured case context. The most effective tools support configuration and automation that reflect defense operations rather than generic task lists.
The criteria below focus on how case records are built, how evidence inventories stay connected to filings, and how automation and integrations reduce manual copying across emails, documents, and case logs.
Matter-triggered workflow automation for task creation and field updates
Clio uses Clio Workflows to automate task creation and field updates from trigger events tied to matter activity. Filevine also supports workflow automation plus a builder model for stages and field-driven steps, which helps reduce repetitive handling across many concurrent cases.
Evidence labeling and inventory records referenced from motions and hearings
SmartAdvocate keeps matter-level evidence labeling and inventory records referenced from motion and hearing preparation steps. TrialWorks provides an evidence inventory ledger with item-level recordkeeping tied directly to case files and later exhibit generation workflows, which supports consistent exhibit packaging.
Configurable case stages and routing rules without replacing the core matter record
Filevine’s Workflow Builder lets teams create custom case stages and field-driven steps without replacing the core matter record. Actionstep’s Workflow Builder configuration lets firms define custom statuses, forms, and routing rules per practice area, which supports internal task routing when matters follow different defense playbooks.
Attorney-facing timelines that keep chronology searchable during hearings and filings
MyCase keeps searchable case notes and a centralized matter view so chronology can be reconstructed during active litigation. CosmoLex centers matter-specific case timeline and change history so filings, notes, and evidence activity remain reviewable as a single chronology for courtroom-ready work.
Evidence-driven exhibit packaging and matter-ready set generation
LeanLaw includes evidence labeling and exhibit packaging workflows that generate matter-ready exhibit sets from the case record. TrialWorks focuses on later exhibit generation workflows tied to the evidence inventory ledger, which reduces ad hoc exhibit handling near court dates.
Integration and extensibility surface for syncing intake and communications
Clio includes integrations and API support for connecting external tools to case operations, which helps keep case operations aligned with the broader practice stack. LeanLaw also offers workflow automation and an API surface for integrating communications and intake data into existing practice tools.
Match case structure to automation depth, evidence modeling, and governance capacity
Choosing the right tool requires aligning the tool’s workflow configuration model with how defense work is actually staffed and routed. The goal is to avoid rebuilding defense practice stages in spreadsheets and then re-entering outcomes into the case system.
The steps below force decisions around customization philosophy, evidence ledger rigor, court-date setup workload, and integration expectations so the selected tool fits active matters instead of only demos.
Pick a workflow philosophy: stage builder versus matter automation templates
Teams that need custom case stages and field-driven steps should compare Filevine Workflow Builder with Actionstep Workflow Builder configuration. Firms that prefer automation driven by case activity triggers should compare Clio Workflows and Smokeball Matter Timeline automation so tasks follow attorney actions without building new stage logic.
Decide whether evidence must behave like an inventory ledger or like labeled records
If evidence has to be managed as item-level ledger entries that feed exhibit generation, TrialWorks and SmartAdvocate fit the modeled workflow. If evidence is managed as connected labeled records that must stay tied to motion and hearing preparation steps, SmartAdvocate offers that matter-level labeling and inventory linkage.
Validate court-date and docket rules setup tolerance for the firm’s jurisdiction mix
Tools that tie calendaring to jurisdiction-specific docket workflows can require careful setup to avoid scheduling drift, and Clio and TrialWorks both mention this setup sensitivity. If the firm’s jurisdiction mix is broad, plan for governance time in the rollout before relying on automated deadline handling.
Assess evidence packaging and exhibit generation readiness for near-court timelines
For firms that need matter-ready exhibit sets generated from case records, LeanLaw and TrialWorks support evidence labeling and exhibit packaging workflows. For firms that rely more on internal organization and retrieval during hearings, MyCase and CosmoLex emphasize searchable matter chronology and change history tied to case activity.
Confirm integration scope for communications and external practice systems using the tool’s API
If communications and intake must sync into case operations, evaluate Clio’s API and integration support alongside LeanLaw’s API surface for integrating communications and intake data. For teams that want configurable automation around attorney communication workflows, SmartAdvocate’s configurable automation helps connect those workflows without building an external middleware layer.
Which defense teams get the most operational value from this category
Different defense practices need different levels of workflow configuration and evidence modeling rigor. The strongest matches are driven by how evidence is stored, how tasks are routed, and whether client-facing sharing is required.
The segments below map directly to the stated best-for fit for each tool.
Mid-size criminal defense teams running many active matters with automation and integrations
Clio fits when case records need end-to-end support with automation and integration surfaces across active matters. This match targets teams that want matter activity triggers to drive task creation and field updates while keeping a structured audit trail.
Defense teams that treat evidence as a managed inventory tied to motions and hearings
SmartAdvocate fits when evidence labeling and inventory records must stay referenced from motion and hearing preparation steps. The workflow emphasis suits practices that need evidence inventories connected to downstream case preparation rather than only document storage.
Teams that need configurable case stages and structured routing across concurrent matters
Filevine fits when defense operations vary by case stage and need configurable checklists, structured fields, and role-based task routing. Actionstep also fits this category when firms want firm-specific stages, forms, and routing rules defined inside the workflow builder.
Firms prioritizing document-led case organization and item-level exhibit generation
TrialWorks fits when defense teams need document-led case organization with an evidence inventory ledger that supports later exhibit generation workflows. It suits practices that want evidence inventory and chronology in the same case record view.
Firms that require client-facing document sharing tied to matter activity and status
MyCase fits when controlled document exchange and status visibility must be handled through a client portal tied to matter activity. PracticePanther also supports client communication history attached to the matter record with reusable templates and task triggers.
Where criminal defense case management deployments fail in practice
Most implementation failures in this software category come from workflow configuration that does not match defense operations, or evidence handling that relies on inconsistent labeling. Another common failure is relying on jurisdictions-specific docket rules without allocating setup and governance time.
The pitfalls below reflect recurring constraints across Clio, SmartAdvocate, Filevine, TrialWorks, MyCase, PracticePanther, Actionstep, Smokeball, CosmoLex, and LeanLaw.
Treating evidence labeling as optional when exhibit packaging depends on it
SmartAdvocate, TrialWorks, and PracticePanther all depend on evidence labeling discipline to keep inventories consistent. Evidence handling must be standardized before automation and exhibit generation workflows are relied on.
Building custom workflows without governance controls for template drift
Filevine workflow configuration requires governance to avoid template drift, especially when multiple staff members change field-driven steps. A rollout plan for who can change stages and fields prevents reporting and automation breakage.
Assuming jurisdiction-specific docket automation works without setup
Clio and TrialWorks both call out that jurisdiction-specific docket rules need careful setup to avoid scheduling drift. The firm should dedicate time to validate docket handling for each jurisdiction before trusting automated reminders.
Overestimating reporting depth for custom defense metrics
TrialWorks notes that reporting templates are limited for specialized practice metrics, and CosmoLex reports rigid custom defense metric reporting without flexible exports. Teams that need advanced analytics should verify field usage consistency and export paths early.
Choosing attorney-focused automation while underestimating evidence and discovery workflow depth
Smokeball emphasizes Matter Timeline automation and timeline organization, while its evidence organization depends on labeling discipline and its reporting depth is limited for custom governance and audit queries. Firms with deep discovery management requirements should compare against tools that model discovery and evidence workflows more explicitly, such as SmartAdvocate or Filevine.
How We Selected and Ranked These Tools
We evaluated Clio, SmartAdvocate, Filevine, TrialWorks, MyCase, PracticePanther, Actionstep, Smokeball, CosmoLex, and LeanLaw using a criteria-based scoring model that assigns the most weight to feature coverage, then assesses ease of use and overall value. Feature coverage carries the heaviest influence, with ease of use and value contributing equally after that. This editorial scoring focuses on what each tool does for criminal defense workflows, including evidence handling, motion and deadline tracking, and the ability to automate or integrate case operations.
Clio set itself apart because Clio Workflows automates task creation and field updates from trigger events tied to matter activity, and that automation strength lifts both feature coverage and day-to-day usability for teams managing active matters. Its evidence and document organization also stays connected to structured matter pages with an audit trail for record changes, which improves operational confidence and ties directly to the feature-and-usability factors in the scoring model.
Frequently Asked Questions About criminal defense case management software
How do criminal defense case management systems structure evidence so it stays tied to filings?
Which tool best supports workflow automation that creates tasks from case activity events?
How does the software handle court calendaring when deadlines depend on jurisdiction-specific rules?
When a firm needs a client portal for document sharing tied to matter status, which systems fit best?
What breaks if a team relies on document storage alone without a case-linked chronology?
Where does flexibility fall short when a firm needs custom case stages and routing rules?
How do integration and API capabilities affect syncing communications, intake, and case artifacts?
Which tool provides strong admin controls and audit trail behavior for case record changes?
What is the tradeoff between evidence-first systems and workflow-first systems for day-to-day defense work?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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