Mailroom

The Mailroom houses emails, text messages, and faxes that have been sent to Org-level email addresses and SMS numbers. Items in the Mailroom can be sorted into projects.

Org Email and SMS Numbers

Though projects have their own email addresses and can have SMS numbers, the Org-level email address and SMS number are useful for several reasons. They can be used for general inquiries and as a more efficient way to direct texting conversations. 

Org Email

Filevine automatically generates an email address for each Org and for each project created in Filevine. Messages sent to the project email will appear in the project’s Activity feed, and messages sent to the Org email address will appear in the Mailroom. 

The Org email address can be used for general inquiries, incoming emails from third parties, or as a way to forward attachments into Filevine from an office scanner. The Org email address can be edited by clicking on the pencil icon to the right. Be careful when editing the address, as it will prevent you from receiving any emails sent to the old address. 

Learn more about emails in Filevine.

Org SMS Number

The Org-level SMS number can be used to send and receive texts both from an Org’s mailroom and from individual projects. You can use the Org-level number to send texts from the Mailroom. Learn more about texting.

The Mailroom

Access the Mailroom from the Main Menu, in Filevine’s top left corner. To have access to the Mailroom, you must be an Org Admin or have been granted Mailroom access by an Org Admin user.

On the left, the Mailroom lists the Org’s information, including the automatically-generated Org email address and its SMS number, if it has one. The email address and the numbers can be edited, or removed and replaced, by clicking on the pencil icon to the right of them. 

The Mailroom lists any incoming emails, texts, and faxes. These communications can then be sorted into their projects, where they will appear in the project’s Activity feed.

Comment and Tag Items

You can add comments to mailroom items the same way you would with Activity feed items. Just as in the Activity feed, comments on any text-type items will be sent as text messages to that number. 

Note: In the Activity feed, you can use shortcuts on email and fax items to make them into task items. This is not possible in the Mailroom. To task an item, first move the email or fax into the project. 

You can also add tags to the items in the Mailroom by clicking on the item to open it and then clicking Add Tags. 

When an item is moved from the Mailroom into a project, the item’s comments and tags are moved as well. 

Move To

Move an email, text, or fax to a project by clicking on the “Move to project” textbox to the right of the item. Enter the name of the project filter, and select the desired project from the dropdown. 

Click on the project, and the item will be moved to the activity feed of that project. Once items have been moved to a project, they cannot be moved back to the mailroom. To move an item from one project to another project, read about the “Move To” option in the Activity Feed article.

Delete

You can also delete an item from the mailroom by clicking on the trashcan icon to the right of it. You will be asked if you would like to permanently delete this note. Once an item is deleted, it can no longer be accessed. If you are sure you wish to permanently delete it, click “Delete.”