The Conflict Check built-in section is used to search for potential conflicts of interest. In the Conflict Check section, Filevine users can quickly check whether they’ve had past dealings with clients or other parties involved in new projects.
Filevine’s Conflict Checker section allows you to search all contacts, both those related to projects and Org Contacts.
To use the Conflict Checker section, navigate to the desired project and then select Conflict Checker or Conflicts from the righthand menu. (The section name may also be customized based on the project template you are using.) If the Conflict Checker section is not included in your project, it can be added by an Admin user in the Customs Editor.
If any conflict checks have been performed in the past, you will see a list of saved conflict checks. To perform a conflict check, click Perform a new check.
In the New Conflict Check flyout, you can search for a contact by name, including:
- First Name
- Last Name
- Middle Name
This search includes all contacts in the Org’s Address Book, including contacts not associated with any project. If a contact is associated with more than one project, the search will return a result for each of the associated projects.
The search is fuzzy, so it may include similar results or other spellings of the name. You can control exact or fuzzy results by using Filevine’s search syntax. Below are some examples of common search syntax uses.
|a general search that will fuzzy match on First and Last name
|Sara L Jones, Robert Jones, Sarah P O’Neill, Sarah A O’Neill
|an exact match on the First and Last Name, but allowing for a middle initial
|`+Sarah +O'Neill (ensure the plus symbols are around each name)
|Sarah C. O'Neill, Sarah O'Neill, Sarah A. O'Neill
|a fuzzy match on First Name with a specific Last Name (like variations of "Jonathan Smith")
|Jon A Smith, John Smith, Jon L Smith, Jonathan R Smith
|a fuzzy match on Last Name with a specific First Name
|John R Smith, John T Smoth, John Ralf Smigh
Note: Whenever you are using search syntax, be sure to include the backtick character (`) before the search.
The conflict check search is limited to 250 results. If your search returns over 250 results, you can narrow it further by changing your search term or by using Filevine’s search syntax.
For example, if you search “Alice Smith,” you will return results including either “Alice” or “Smith.” Using search syntax, you can narrow your results to only include contacts with both “Alice” and “Smith” by typing “`Alice+Smith.”
Search results have a collapsed view and an expanded view. By default, the search results are in the collapsed view. This view includes the following information:
- contact name
- project roles
- project name (clicking the project name will navigate to the project)
- project number
- option to dismiss (Read more in the next section.)
To switch to the expanded view, click Collapsed at the top of the results list. The expanded view additionally includes a “Details” section with the project phase and all project vitals.
Review and Select
Review the results list for potential conflicts. If a search result is not a conflict, you can click Dismiss on that result to remove it from the list. (Click Reset Dismissed to undo all dismissals and start over.)
Select a Status
Once you have reviewed the list and dismissed results individually, you can select the status for the check: undecided, conflict, or no conflict. The “undecided” status will allow you to save the check and choose one of the other statuses later. The “conflict” and “no conflict” statuses will save the check and will be listed in the conflict check list.
Note: Clicking on one of these three statuses “saves” the check. The results list can no longer be altered, the information will no longer be updated, and the check cannot be edited.
When a status is selected, all information included in the results will no longer be updated. If you view the list again, or download the PDF of result details, information like vitals, project roles, and phase will be listed as it was at the time that the conflict check was saved.
If you select the “undecided” status, all information is saved and uneditable, as described above. However, you will still have the option to change the status to either “conflict” or “no conflict.”
Saved Conflict Checks
The Conflict Checker section displays a list of saved conflict checks. The list includes:
- download: clicking this icon will download a PDF to the project’s Docs section, including all search result details
- conflict status: the conflict status (if the conflict is “undecided,” the status will be blank)
- Search: the search term used for the check
- Conducted by: the user who performed the search
- Date: the date and time the search was saved
- Notes: any notes that have been added in the check’s notes tab
Saved conflict checks cannot be deleted. The only editable field in a saved conflict check is the notes box in the check’s Notes tab. If the check is in the “undecided” status, you will also have the option to select the “conflict” or “no conflict” status.
Click on a conflict check in the list to open the flyout. Here, you can view the search result information in the Results tab.
Click the Notes tab to read or add to the check’s notes. This textbox can be used to track any useful information you would like to add, like why results are creating a conflict. This box can be edited by other users.
Click the download icon in the list or in the flyout to download the information in a PDF document. The PDF document is downloaded to your device and can also be found in project’s Docs section with the name “ConflictCheck-”search term”.pdf.
Once the document has been created, it will automatically be updated anytime a change is made to the conflict check (i.e. any time the “notes” field is edited, or the status is changed from “undecided”). The updated document will be added as a new version of the document.
Older versions of a document can be viewed in the Versions tab of the document flyout.
Note: To avoid unnecessary copies, the document is only created in the project’s Docs section once. Clicking the download icon again will download another version of the document to your device, but will not create another document in the Docs section.
Old Conflict Checks
Conflict checks made before the Conflict Checker section update will be included in the saved conflict checks list. However, these checks will not include any of the details, as the details were not being saved at the time the conflict check was run.
For details on this check, run a new conflict check with the same search parameters.