A Filevine Admin will typically act as the Filevine expert for their organization. The Filevine Admin manages the templates and settings of their Filevine Org, and is given the power to make important changes in Filevine’s environment, like access to Advanced tools, Org Admin permissions, and API Portal Admin permissions.
Permissions
Filevine Admins typically have Org Admin access, meaning they will have the ability to change a user’s team status on an organization-wide basis and will have access to the Mailroom by default. An Org Admin also has the authority to designate additional Org Admins.
See Permissions Overview to learn more about permissions.
Advanced Tools
Filevine Admins are also typically granted access to Advanced tools like the Customs Editor and Task Utilities, where they can customize project templates, create automatic tasks and deadline chains, and more. Each of these tools must be enabled by a Filevine Employee.
Learn more about Advanced tools below:
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Auto-Tags |
Set tags to automatically apply to projects that meet designated criteria in a report. |
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Select an Org User and clear their feed. |
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Create, edit, and archive/delete project templates. Includes settings for custom sections, vitals, phases, and folders. |
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Create, remove, or modify Deadline Chains at the Org level. |
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Create document templates and connect them to the project template for automated document creation. |
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Fax Usage |
Monitor details and specific metrics on fax usage. |
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Set and maintain judicial calendars, which can be used for Deadline Chains. |
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Org Phone Numbers |
View and assign phone numbers for texting and fax to projects. |
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Select a project list report and generate DocGen files for every project in the report. |
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Add a note or task, change the project phase, edit a field, or add an item to a collection section in every project in a report. |
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Change permissions, roles, and primary designation for users. |
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Merge Contacts |
Eliminate duplicates by selecting and merging repetitive contacts. |
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Add, remove, or modify reminders for deadlines. |
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Create or modify ReportFusion reports. |
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Bulk-reassign tasks from one user to another. |
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Create, modify, and remove taskflows. |
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Restore documents, collection items, and Deadline Chains that were removed from a project. |
Responsibilities
Initial Preparation & Implementation
The Filevine Admin is responsible for the configuration and user access of their Filevine Org.
On-going Maintenance
As the Filevine expert in their organization, the Filevine Admin will be responsible for on-going maintenance of their instance of Filevine, including making adjustments, creating additional processes or functionality, and training their team on new tools.
Best Practices
- Be Available. A Filevine Admin’s proactive engagement during every step of the onboarding process is important to their organization’s success with Filevine. (For this reason, Lawyers are typically poor candidates for Filevine Admin.)
- Mentor. The Filevine Admin’s ongoing involvement and assistance are essential for getting and keeping their organization’s users engaged. New and refresher trainings will yield the best results with the Filevine Admin’s active participation and leadership.
- Utilize the Filevine's resources. The Filevine Help Center offers an array of best practices, instructions, and tutorials. In addition, Filevine offers Live Help—accessed via the Help Center chat button—and Filevine University courses.
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