Filevine’s Outlook Add-in integration allows users to complete basic Filevine actions without leaving Outlook.
To use the Outlook Add-in, users must have a Microsoft Exchange Server, which will usually require Office 365. Users must use either Outlook on the web or the newest version of the Outlook app. Reach out to your IT or Email Admin to confirm that you are using Exchange and an Outlook version that runs the Edge browser, and make sure you are running the latest version of Outlook.
Learn more about checking Outlook Add-In authentication.
Setup
The Outlook add-in can be used with either the desktop or web version of Outlook. Once the add-in has been installed, it can also be used in the mobile app. To install the add-in:
- Outlook Desktop: click the Get Add-ins button in the ribbon along the top.
- Outlook for Web: compose a new message, click the ellipsis icon at the bottom of the message, and select Get Add-ins from the dropdown.
In the opened modal, use the search bar in the top right to search for “Filevine.” Find the Filevine add-in and click Add.
Tip
For the most up-to-date steps to install an add-in, read Microsoft’s article: Use add-ins in Outlook.
When the add-in has been added, open it, and you will see it on the righthand side of Outlook. Click Sign In.
You will be asked to choose your location upon your first sign in. You will not need to select your location when signing in going forward.
If you have been instructed to, select FilevineGov. Otherwise, select either the United States login or the Canada login, based on your location.
Sign in using your Filevine email and password.
Mobile App
When you have installed the add-in, you will also be able to use it from the Outlook mobile app. Download the Microsoft Outlook app from your app store.
Once you have installed the app on your mobile device, access the add-in by clicking the ellipsis at the top of an opened or composed email, just as you would on desktop.
In the Outlook app, the add-in’s functionality is only available in received mode, not in compose mode. Additionally, Filevine task shortcuts, like @ and +@, function as usual, but the suggested completion dialogue will not appear.
All other functionality of the Filevine Outlook Add-in is the same in the app as it is on your desktop.
Navigation
Once you’ve installed and signed in to the Outlook add-in, you can open it in Outlook Desktop by clicking the Filevine logo in the top bar next to the Get Add-ins button.
To open the add-in in Outlook for web, find and select the Filevine logo in either the top bar or the reading pane actions menu. (You may need to select the app launcher icon to find it.)
The add-in will open on the right-hand side of your screen. You’ll see a list of recently-viewed projects, along with a project search bar. To include archived projects in the project list and search results, select Include Archived.
If you have multiple Orgs, use the dropdown at the top to select the desired Org. Click the star icon next to the Org dropdown to set the currently-selected Org as the default.
To sign out of either Filevine or Microsoft within the add-in, click the vertical ellipsis ⋮ along the top and select either Sign Out (Filevine) or Sign Out (Microsoft).
Pin the Add-in
To keep the add-in open as you switch between emails, click the pin icon in Outlook (Desktop or web).
To find and launch the add-in more easily while viewing emails in Outlook for web, go to More actions ⋯ in the reading pane actions menu. Select Customize actions.
In the Addins column, select the checkbox next to Filevine. Click Save.
Create a Project
To create a new Filevine project in the Outlook add-in, click + New Project under the search bar.
Heads Up!
If you currently use Lead Docket as your intake system, you should continue using your current intake methods to ensure that your leads are routed correctly.
Fill out the fields as described in the Create a New Project article. The Org will be auto-populated based on the Org currently selected in the project list. When finished, click Create Project.
When selecting the main project contact, you have the option to create a new contact in the add-in if desired. If you create a contact, but do not proceed to create the project, the contact will still exist in Filevine without a project.
Project Snapshot
Search for and select the desired project to see a snapshot of that project’s details, including:
- the project name along the top
- the main project contact
- an option to add time entries
- an option to view project vitals
- tabs for Documents and Contacts
At the top, click the project name to open the project in Filevine, or click Projects to switch to a different project. Click Vitals to view all vitals for the project.
You can create new time entries and add contacts within the project snapshot, if desired.
Add Time
Click Add Time to add a time entry to the project through the add-in.
Fill out the fields just as described in the Time Entries section of the Billing Items article. When finished, click Save.
The time entry is added to the project’s Billing section and can be edited and invoiced alongside other time entries.
Create New Contact
Select the Contacts tab to see a list of all contacts associated with the project. Next to the “Search contacts” field, click the add person icon to add a new contact to the project.
Fill out the fields as desired. The First Name field is required, but the other fields are optional. When finished, click Save.
The contact will be created in the project’s Filevine Org and will be added to the Contacts section of that project. Once the contact is created, you will be able to edit and add to the contact information in Filevine as usual.
Emails
Use the Outlook add-in to send project-related emails to the respective project’s Activity Feed. That way, all correspondence related to a particular project is captured in Filevine. Learn more about sending emails to Filevine.
Calendar Events
Users can also use the Filevine add-in with their Outlook Calendars. When creating or editing an event, the Filevine add-in appears along the righthand side. You can search projects and access their vitals and contacts, just like when viewing or composing Outlook emails.
To add project contacts as attendees, find and select the desired contact. Click Add as required or Add as optional.
If you’ve successfully configured calendar sync, you can add the event to the project calendar by clicking the project email. This action adds the project as an “Optional” attendee.
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