Add or Remove Members

Each Filevine user must have their own unique email. Filevine users are tracked by their specific user history, so a separate new user should always be added to Filevine, instead of changing the email address of an existing user or using a shared email.

When creating a work email for a new employee, make sure the email is active before sending an invite from Filevine. If you send an invite to a non-existent email, the address may be blacklisted.

If you would instead like to give your new employee an email address that already exists in Filevine, the email address will first need to be changed where it currently exists. This action ensures that the history of the old Filevine user—any notes they’ve made, for example—remains clear and trackable.

The email address can be changed in the Account Manager tool by the current user. If the current user is no longer available, an Account Admin can manually reset their password and MFA, and then sign in as that user to update their email.

Once the email has been changed, you can then re-invite the email address to Filevine as a new user.

Account Admins can use the Account Manager tool to view and manage all users who have access to sign in to your Filevine product(s). To add a new user to your Filevine account, Account Admins can follow the Invite User steps in the Account Manager: Users article.

Once the user has been added and invited in the Account Manager tool, an Org Admin can set up the new user at the Org level by following these steps:

1. Click + Add Member. In the upper right corner of the Members subsection, click + Add Member.
   
2. Search for and select the desired user. In the “Add a Member” section, enter the user’s email address and select them from the dropdown.
3. Set up the user’s initial access. In the “Initial Access” section, deselect any permission the user should not have.
4. Click Invite. 

After adding the new user to your Filevine Org, find and select the user in the Members table. In their member flyout, follow the steps to set their Org Access level and team assignments:

1. Choose their Org Access level. Expand the “Org Access” dropdown and select the desired Org permission level.
2. Edit their teams. Next to the “Teams” header, click Edit.
3. Select the desired teams. In the Org Teams flyout, make sure the “Change Action” field is set to Replace existing teams. Then, find and select the desired team(s) to which you’d like to add the user.
4. Update teams. At the bottom of the Org Teams flyout, click Update Teams.
5. Close the member flyout. Click the x to close the member flyout. The user will now have the selected Org permissions, and will have access to the projects assigned to those team(s).

Navigate to the Teams subsection of the Member Access tool, and set up the user’s roles and permissions within each team they’re assigned to.

If the user needs access to certain Advanced tools in Filevine, navigate to the Advanced Access tab to grant access to those tools.

So long as the user does not need to be removed immediately, best practice is to keep the user in the Org until you have transferred the user’s cases and tasks. (Filevine licensing normally allows for up to 30 days of temporarily-added additional users.)

In the meantime, use the Account Manager tool to disable the user. This action prevents the user from logging in again—without affecting their existing assignments in Filevine. If you disable a user who is currently signed in, they will be automatically signed out after one hour. After that, they will be unable to sign back in.

If desired, you can change their access to Guest across all their teams as an additional precaution. This action will limit what they can see and do within Filevine until an hour has passed and they are signed out of the system.

Once you have added a user to take over their tasks and projects, proceed to the next step.

If you need to remove a user immediately, an Account Admin can manually reset their password and MFA in addition to the steps above. If possible, change the password to their company email as well. Regardless, keep the user in the Org until tasks and cases are transferred.

A user’s tasks and projects should be transferred to other users before they are removed.

To transfer a user’s projects, use the Mass Update Permissions/Roles/Primary tool in Mass Update Permissions. Additionally, if the departing user belonged to any Org-level teams, make sure to add the new user to the departing user’s teams using the Member Access tool.

To transfer all of a user’s tasks to another user, use the Task Utility Advanced tool.

If the employee’s tasks are not being transferred to a single other user, you will need to reassign tasks manually. In the Tasks page, apply the following filters, and reassign each of the resulting tasks to the desired users:

• Assigned to: (departing user)
• Task Status: Incomplete
• Due Date: (clear out all dates)

When a user is removed from an Org, any reports they created are affected. If they created the reports that a Fusion depends on, the Fusion may need to be rebuilt from scratch in the future. If they shared reports with an entire Org, all existing and new users will always see those reports in their reports lists, unless they each archive each report.

To avoid these issues, review the user’s reports before removing the user.

For any reports you want to keep, like reports used in Fusions or otherwise valuable reports:

1. Share the report with another team member—preferably someone at your firm who isn’t likely to leave in the near future.
2. That team member should use Save As in Report Builder to save their own copy, which they will own.
3. Unshare the reports from the account of the user who is being removed.

With this method, if a fusion ever needs to be edited, it won't have to be completely rebuilt.

For any reports shared with the entire Org that you do not need in the future, unshare the report.

Once all tasks, cases, and reports have been transferred and reassigned, follow these steps to remove the user.

1. Select the user. In the Members subsection of the Member Access tool, find and select the desired user. This action will open their Member Flyout.
2. Remove the user. In the flyout, click Remove from Org.
   
3. Confirm. In the popup, confirm the action by typing “REMOVE” and clicking Remove. This action cannot be undone, and the user’s tasks, projects, and data will not be able to be transferred, so take this moment to ensure that you have completed all steps prior to this one. If you have accidentally removed the user preemptively, you can re-add them to transfer their tasks, but the team status on each project will be lost.
   

Remove Multiple Users

Follow these steps to remove multiple users at the same time. Make sure all prior steps have been completed for all users before removing them.

In the Members subsection of the Member Access tool, select the checkbox next to all members you would like to remove. Click the trashcan icon.

In the flyout, review the list. You can remove a single member from the selected list—which will keep them in the Org—by clicking the x to the right of that user’s name. Click Remove Members. This action removes the members from all of the Org’s projects.