This article discusses how to send emails to projects in Filevine, and how to set up auto-CC.
While you cannot compose or send emails directly within Filevine, you can use your preferred email provider to send or CC emails to Filevine. Emails can be sent either to a project individually or to the Org's mailroom.
If you’ve received an email from an address that you would like to delete and block, read the Mark as Spam article.
Tip
To correspond directly with a client in Filevine, learn more about the Client Portal.
Project Email
The project email can be found in the Details tab of the Vitals flyout.
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. Learn more about activity items.
The activity item will also include an .eml file of the email. Click the .eml file in the item to download. The file will open as an email, where you will be able to reply, forward, etc. just as you would normally for an email.
Note
Once sent, emails may take up to 45 minutes to appear in the project.
Auto-CC
Clicking on a contact’s email opens your default email app, and the project email populates automatically in the CC field. This is 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. Read below to learn more about Default Email Setup.
Images and Attachments
Email attachments will appear with the email activity item. However, images embedded in the email itself will not show up in the activity item. Embedded images will appear as the [image: file name] in the email.
Mailroom Email
Each Filevine Org also has a general email address. Messages sent to that address appear in the Org’s mailroom.
In Filevine, go to the main menu and select Mailroom. In the lefthand side menu, select the desired Org (if applicable), and you will see the Org’s email address at the top of the menu. 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.
Change Email Addresses
Project Admins can change the prefix (the string of text before the @ symbol) of the project email address, and Org Admins can do the same for the mailroom email address. To avoid spam, make sure to choose email addresses that are difficult to guess.
Heads Up!
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.
Change a Project Email
The default project email will be the project name plus the Filevine-generated project number.
In the project, click Vitals, and select the Details tab. Click the pencil icon next to the project email.
Enter the desired email prefix, and then click the checkmark button to save.
Change the Mailroom Email
The default mailroom email will be the Org name plus the Filevine-generated Org identifier. Changing the Mailroom email address is a global change, and cannot be undone.
In the mailroom, select the email address. In the modal, click the pencil icon next to the email address and enter the desired email prefix. When you’re finished, click the checkmark button to save.
Default Email Setup
In Filevine, email-based links and buttons work by dynamically generating mailto: links, which use your device’s default email service. To use mailto: links effectively, make sure 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.
Outlook: Set up Outlook as your default email app. You may be interested in using Filevine’s Outlook Add-in to manage your emails in Filevine.
Gmail: For Google Chrome, open Chrome Settings. Go to Privacy and security > Site settings > Protocol handlers. Allow sites to ask to handle protocols. Open Gmail, then find and select the Protocol Handler icon. Allow Gmail to open all email links. If you're not using Google Chrome, you may want to research how to update the protocol handler settings for the web browser you're currently using.
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.
If you choose to set up more robust email links in Filevine, such as a Send Email Button, keep in mind that the content of the email draft is limited by the capabilities of the mailto: scheme itself. Rich text formatting and HTML are not valid and in some cases, your email signature will be replaced with the body of the email draft. Longer email templates will often go over your web browser's character limit for mailto: links. In these cases, try shortening your email template.
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