This article discusses how to send emails to projects in Filevine, and how to set up auto-CC.
Filevine automatically generates an email address for each project and Org created in Filevine. Emails can be sent either to a project individually or to the Org's mailroom. Incoming mail to these addresses will be received in Filevine; however, you will not be able to send emails from Filevine. Sending information like documents can be done by using the "share link" feature in the Docs section.
If you’ve received an email from an address that you would like to delete and block, read the article “Mark as Spam."
The project email can be found in the vitals. If you do not see the email address when you scroll over these vitals, select the “More Vitals” button to view all.
Emails sent or forwarded to this project email will appear in the project’s activity feed as email items, where users can comment and assign them as tasks. Emails may take up to forty-five minutes to appear in the project’s activity feed, so don’t worry if you don’t see it right away. Learn more about activity feed items.
The project email can also be set to automatically be CC-ed whenever you click on an email. Read below to learn more about auto-CC.
Images and Attachments
Email attachments will appear with the email activity feed item. However, images embedded in the email itself will not show up in the activity feed item. Embedded images will appear as the [image: file name] in the email.
Each Filevine Org also has a general email address. Messages sent to that address appear in the Org’s mailroom.
Click on the envelope icon in the top left corner to enter the mailroom. Choose your Org from the list if prompted, and you will see the email address at the top of the left side menu and the received emails listed. From the mailroom, you can move emails to a specific project by typing and entering the name of the project in the “Move to project…” text box. These email items will then appear in that project’s Activity feed.
Emails can also be deleted by clicking on the trash can icon next to them. Emails cannot be undeleted, so use caution.
Changing Email Address
Project Admins can change the prefix of the project email address, and Org Admins can do the same for the mailroom email address. The default project email will be the project name plus the Filevine-generated project number or, in the instance of the mailroom, the Org name plus the Org identifier. Admins can edit the email address by clicking on the pencil icon below the project or Org email address.
Be aware that if you change the email address, any emails that are auto-forwarding into the old project or mailroom address will no longer be received. Choose email addresses that are difficult to guess in order to avoid spam.
Clicking on a contact’s email will open your default email app, and the project email will be automatically added to the CC field, granting you a convenient way to make sure your correspondence appears in Filevine in the activity feed.
The email auto-cc feature uses your device’s default mail app, which means that you may need to set up or change your device’s default app and your browser’s protocol handler. You may need to reach out to your internal IT/Admin to configure these settings correctly.
Gmail: If you use Gmail as your primary email application, set up Gmail as your default email app.
Outlook: Set up Outlook as your default email app. If you are using Outlook as your primary email application, you may be interested in using Filevine’s Outlook Add-in to manage your emails in Filevine.
For desktop email applications, you can also set up or change the default email through your computer’s “Mail” app. Follow the instructions for either Mac or Windows to add, change, or remove mail applications.