This article will discuss what to do when a new employee joins your organization and how to add a new user to Filevine. The steps for setting up a new user in Filevine are creating an email, setting up a profile and account, and choosing the new user’s permissions and roles.
Filevine users exist independently of Orgs and are tied to one email address as well as to their tasks, notes, and other histories in your Org. Filevine licenses are based on the number of “seats” in the Org, rather than on the number of users created. Because of this, when adding a new employee to Filevine, you should add an entirely separate additional user, rather than changing the email address and/or username of an existing user.
If you would like to give your new employee an email address that already exists in Filevine, you will need to change the email address of the older Filevine user, and then re-invite the email address to Filevine, connected with the new employee. This will ensure that the history of the old Filevine user—any notes they’ve made, for example—remains clear and trackable.
Create an Email
- Create an email. The first step to adding a new employee to Filevine is creating a new email for your employee. This email should already be in place before it is adding to Filevine. If an email that does not yet exist, Filevine may view the request to make a user for a non-existant email as spam and blacklist the address.
- Click Setup > Orgs > Members. Once the email exists, you can then invite a new staff member. To do this, click the hamburger menu in the top left corner, and then click “Setup” in the dropdown. Click “Orgs” in the lefthand menu, and then click on the “Members” tab.
- Invite a new team member. In the Members tab, click the “+ Invite Staff” button in the top right. In the “Invite Team Member” window, enter the email of the new user, and then click invite.
Once a user has been invited to Filevine, they will receive an email with login information.
Set Up Profile and Account
Once the new user has received an email with login information, they need to set up their account in Filevine. The new user will receive a “Welcome to Filevine” email with a button to sign up for Filevine and a temporary password.
- Sign in to Filevine. In the email, click the “Sign in to Filevine” button. This will take you to Filevine’s login page. Enter the email address and temporary password from the email.
- Navigate to Setup. In Filevine, click the hamburger menu in the top left corner and select “Setup” from the dropdown menu. You will use the section in the lefthand menu to navigate between My Profile” and “Account Settings.”
- Choose profile picture and name. In the “My Profile” section, choose a profile picture and check your first and last name to make sure they are correct. In this section, you can also connect your calendar and choose calendar settings.
- Change username. Click the “Account Settings” section in the lefthand menu. In this section, you can change your username. It is best practice to use your first and last name as your username; this makes it easier for others to find and task you in Filevine.
- Change password. Underneath the username in “Account Settings,” you will see a “change password” button. Click this button, input your temporary password, and then choose a new password.
- Enable two-factor authentication. In the Account Settings section, click the “Enable Two-factor Authentication” button. To set up, read our 2-factor Authentication article.
Set Up Permissions for Existing Projects
Once a new user has been invited to Filevine and has set up their profile and account settings, the new user should be added to existing projects. There are three ways that this can be done automatically in Filevine.
All Existing Projects
This method of selecting permissions is useful if this new user should be added to all projects within the Org indiscriminately. This method will add the new user to all projects across the Org, including any projects that contain sensitive data. Please ensure that you have no projects containing sensitive data that the new user should not see before using this method.
- Click Setup > Orgs > Members. Click the hamburger menu in the upper lefthand corner, and choose “Setup” from the dropdown menu. Choose “Orgs” from the lefthand side menu. Then, click the “Members” tab. This will take you to the list of user cards.
- Change permissions. Click on the user card of the new user. In the “Existing Projects Permissions” menu, choose “in the entire org” in the dropdown. Next, select the permissions that should be given to this user across the entire Org.
Permission Cloning Tool
This method of selecting permissions will give your new user permissions based on the permissions of another similar user.
- Click Advanced > Mass Update Permissions > Permission Cloning Tool. Click the hamburger menu in the top left corner, and then choose “Advanced” from the dropdown menu. On the lefthand side, click “Mass Update Permissions.” In the “+ Add an Update” tab, click “Choose a Mass Update Action” and then choose “Permission Cloning Tool” from the dropdown.
- Choose permissions. Under “Add User” select the new user. Choose the permission this employee should have on every project that a team member user ____ is ____ permission. When all fields are filled, select “Queue Update.” The mass update will be sent to the queue tab in the same window, where you can check it’s progress.
Mass Update Permissions
This method of giving user permissions is useful if you’d like to base permissions on a project criterion, like giving the new user permissions on only projects with settlement values below $100,000. Mass update permissions cannot be undone, so be sure to doublecheck that both the criteria you are using for the update and the permission you are choosing are correct before clicking “Queue Update.”
- Run a report. Before beginning this, make sure that you have run and saved a “List of Projects” report with the criteria that you are using to determine permissions.
- Click Advanced > Mass Update Permissions > Mass Update Permission/Roles/Primary. Click the hamburger menu in the top left corner, and then choose “Advanced” from the dropdown menu. On the lefthand side, click “Mass Update Permissions.” In the “+ Add an Update” tab, click “Choose a Mass Update Action” and then choose “Mass Update Permission/Roles/Primary” from the dropdown.
- Choose permissions. Select the new user, choose their permissions, and then select the report with the correct criteria to determine the projects they will be added to. This method also gives you the option to make the new user a primary for the projects they are being added to, or to add project roles for the new user.
- Click “Queue Update.” Doublecheck all of your information. Mass updating permissions cannot be undone, so take extra caution in making sure that the criteria and any information you are using is correct. If you’re sure that all information is correct, click “Queue Update.”
If you use roles for custom task flow or for reporting, you will need to add roles for your new user. The easier way to do this is to add a role in the “Existing Project Permissions” window.
- Click Setup > Orgs > Members. Click the hamburger menu in the top left corner, then select “Setup” from the dropdown menu. In the lefthand menu, click “Orgs.” Then, click the “Members” tab.
- Open the “Existing Project Permissions” window. Click the user card of the new user.
- Choose “where [user] is already a team member” from the dropdown. Under the “Existing Projects” tab, select the “On all existing projects” dropdown, and then choose “where you are already a team member.”
- Select the role for the new user. Scroll down to the bottom of the window, where you will see the option to “Add/Remove Role”. In the “Add Role” window, select the correct role of your new user from the dropdown.
You also have the option to add project roles using the “Mass Update Permission/Roles/Primary” tool discussed in the section above. Adding roles can also be done manually on a project-by-project basis in the Team section.
Set Up Rules for New Projects
The last step to integrating a new user in Filevine is to set the user’s permissions for new projects. You’ve added the permissions for this user for all projects already existing. This step will set rules for any projects created in the future.
- Click Setup > Orgs > Members. Click the hamburger menu in the top left corner, and then click “Setup” in the dropdown. Click “Orgs” in the lefthand menu, and then click on the “Members” tab.
- Open the user menu. Click on the user card and then choose the “New Projects” tab to open the “New Project Permissions (Auto-add)” window.
- Toggle Auto-add. At the top of this tab in the user menu, click “Auto-add [user] to all projects.”
- Choose permissions and roles. Select the appropriate project permissions for this user from the “Auto-add Project Permissions” dropdown. If desired, set the role(s) for this user for all new projects by choosing the roles under “Auto-add Project Role(s).” When the permissions and roles have been chosen, click “Update.”
- Give access to the mailroom (optional). If this new user needs access to the Org’s mailroom, click the “Org Admin” tab in the same window, and toggle on “Grant [user] access to [Org Name’s] Mailroom.