Account Manager: Users

When inviting new users, the invitation email will come from reminders@filevine.com. To avoid delivery issues, mark this email as a trusted sender for your organization.

To invite a new user to one or multiple products:

1. Click + Invite. In the Users tab, click + Invite in the upper right corner.
   
2. Fill out user details and product access. In the Invite User flyout, enter the user’s email address, first name, and last name. Select the “Product Access” field and choose which product(s) you want the user to access.

3. If applicable, choose whether to enable SAML. If your account is configured with SAML, the SAML User option will be selected by default. SAML-enabled users will be required to sign in through your identity provider and will not be able to bypass SAML with a Filevine-specific username and password. Before inviting an SSO-enabled user, make sure to assign the Filevine application to the user in your SAML provider.
   
4. Accept terms and invite. Read and accept the terms and conditions for adding a new user, and then click Invite.

Once added, the new user can view and accept the email invite and sign in. The next step after is setting up their roles and permissions. To set up a new user in Filevine, see Add a User.

Heads Up!

Any users added at the account level will be billed as licensed users for the remainder of your current term.

The products each user has access to are listed in the Products column of the table. Users can be granted access to:

• Filevine
• Client Portal
• Depo CoPilot
• Depositions
• Payments
• Vinesign

To grant product access, click Edit next to a user’s Products section and then select the products you’d like to grant from the dropdown. Click Update.

Note

• To grant access to Depositions by Filevine, you must select both Depositions and Copilot from the dropdown.
• The Account Manager tool does not yet support Lead Docket access. To manage access to Lead Docket, see How to Add a Lead Docket User.

To revoke access, click Edit next to a user’s Products section and click the x next to the product. Click Update.

Users with the Account Admin permission have a shield icon in the Admin column of the table.

To grant Account Admin access, click Grant Admin Access in the Edit User flyout. When the access is granted, a shield icon appears in the Admin column for that user.

To revoke access, click Revoke Admin Access in the flyout. The shield icon no longer displays for that user. 

Multi-factor authentication (MFA) is a critical security measure that can prevent more than 99% of account-related attacks. All users must set up email and at least one other method to verify their identity upon login.

If a user loses access to an MFA method, they can click Try another method on the login screen and attempt to verify another way. This option can be useful if, for instance, the user changed their phone number and cannot retrieve their SMS code.

If successful, they should proceed immediately to the Account Manager to update their MFA method(s).

If unsuccessful, an Account Admin can reset MFA for the user. Click Reset MFA in the Edit User flyout, and then click Disable to confirm. The user will be required to configure MFA again upon their next login.

Heads Up!

Phishing schemes are becoming increasingly sophisticated. Use caution and make certain to verify the user’s identity before resetting MFA.

Users become locked out of Filevine after four incorrect password attempts. Initially, this lockout lasts for a few minutes, but each subsequent incorrect attempt results in progressively longer lockout intervals.

If a user is locked out and urgently needs to access Filevine, Account Admins can clear the lockout. The user will then be required to set a new password on their next successful login.

In the User Status column, users who are currently locked out have a status of Locked. To unlock the user, click Unlock User in the Edit User flyout. Click Unlock User again to confirm.

Heads Up!

Once unlocked, the user may become locked out again if they continue to enter an incorrect password. To avoid this issue, consider setting a temporary password for the user after unlocking them. They can use this password to sign in once, and then create a new password—bypassing the risk of further lockouts. To learn more, read the Set Password section of this article.

Account Admins can reset a user's password on their behalf by selecting Set Password in the Edit User flyout. In the Set New Password modal, there are two options available.

Temporary Password

To set a temporary password for the user, select Temporary Password, and then click Change Password.

The user will receive a “Welcome to Filevine” email, similar to the welcome email for new users. The email contains a randomly-generated password for one-time use. Once the user signs in with the temporary password, they will be required to create a new password to use going forward.

Tip

This option is useful if you want to periodically require a user to reset their password for security.

Permanent Password

To set a permanent password for the user, select Permanent Password. In the “New Password” field, enter the desired new password for the user. Make sure the password meets the requirements displayed below the field. Click Change Password.

Unlike temporary passwords, the user will not receive an email containing the new password. Make sure to provide the updated password to the user through a secure channel of communication. The user can then use this password indefinitely, or reset it again if desired.

Tip

This option is useful if a user is not receiving password reset emails, or if they are otherwise having trouble resetting their password on their own. If you are attempting to revoke a user’s access by changing their password, try disabling the user instead.

Disabling a user prevents them from logging in again without affecting any of their assignments in the Filevine application. If the user is currently signed in, their session will end after one hour. After that, they are signed out and will be unable to sign back in.

To disable, find the User Account section in the flyout and click Disable User. Click Disable User again to confirm.

You can also perform most of these actions for multiple users at once. Select the users you would like to perform an action for, and then click Action to open the bulk actions dropdown. Each action in the dropdown also includes an indication of how many users the action will apply to.

For example, if you select three users, and one is already an Account Admin, then the Grant Admin Access action will only affect the remaining two users.

To grant a partner or Filevine team member direct access to your Filevine tenant:

1. Click + Invite. In the Support & Partners tab, click + Invite in the upper right corner.
   
2. Fill out user details and product access. In the flyout, enter the user’s email address. Select the “Product Access” field and choose which product(s) you want the user to access.
3. Determine access expiration. To set a time limit for the individual’s access, select Expires After Date under the Access Expiration header, and then choose the desired expiration date. If an expiration date is set, you will not have to return to revoke the individual’s access later.
4. Click Invite. 

Once added, the individual will be able to access your tenant using their Filevine credentials.

Tenant Admins have the same permissions as Account Admins. Support/partner users with the Tenant Admin permission will have a shield icon in the Tenant Admin column of the table.

To grant Tenant Admin access, select the user to open their flyout. Click Grant Admin Access. When the access is granted, a shield icon appears in the Admin column for that user.

To revoke access, follow the same steps and select Revoke Admin Access. The shield icon no longer displays for that user.

The products each support/partner user has access to are listed in the Products column of the table. Users can be granted access to the same products as regular users.

To grant a user access to a given product, click Edit next to the Products section and then select the products you’d like to grant from the dropdown. Click Update.

To revoke access, click Edit next to the Products section and click the x next to the product. Click Update.

To edit the time limit for the support/partner user’s access, click Edit next to the Access Expiration section.

To allow indefinite access, select No Expiration and then click Update. To set a time limit after which their access will expire, select Expires After Date, choose the desired expiration date, and then click Update.

Revoking a support/partner user’s access prevents them from logging in to your tenant again. If they are currently signed in, their session will end after one hour. After that, they are signed out and will be unable to sign back in.

To disable, find the User Access section in the flyout and click Revoke Access. Click Revoke again to confirm.