Filevine’s new Outlook Add-in feature is coming soon. This feature may be subject to change. If you are interested in the Outlook Add-in, contact your Filevine representative to learn more.
Filevine’s Outlook Plug-in integration allows users to complete basic Filevine actions without leaving Outlook. Users are able to send any email to a project, where it will appear in the activity feed, and to comment on emails just as they would in the activity feed.
Once the Outlook Add-in has been added for your Org, select “Setup” in the main menu and you will see “Enable Outlook Add-in” at the bottom of the “My Profile” section.
Click the “Enable Outlook Add-in” button and put in your Filevine password.
The add-in has now been enabled and can be added in Outlook.
The Outlook Add-in can be added in either the online Outlook or the desktop version, though it is recommended that the add-in be used in the desktop version.
In Outlook, follow Microsoft’s instructions to add an add-in. When clicking, “+ Add a custom add-in,” select “Add from URL...” and use the provided url.
Once the add-in has been added, open it, and sign in using your Filevine credentials.
Once you have installed the add-in, it is recommended that you either pin it or create an action shortcut, which will help you access the add-in faster.
In Outlook desktop, you will see the Filevine logo in the top bar next to “Get Add-ins.” Click the logo to open the add-in, and then pin it by selecting the pin icon in the top right corner.
Once the add-in has been pinned, it will remain open as you switch between emails. To un-pin the add-in, click the pin icon again. You can also close the add-in by clicking on the “x” in the top right corner.
In Outlook.com, create an action shortcut to access the app faster. In outlook.com, go to Settings > Mail > Customize actions, and check the box next to the Filevine logo under both “Message surface” and “Toolbar.”
Once these settings have been updated, you will be able to open the add-in by clicking on the dropdown menu at the bottom of any email you are composing or at the top as any email you are reading. Select “Filevine” from the dropdown menu to open the add-in.
Find Your Project
The add-in includes a search bar for the project, vital information about a chosen project, a place to create an Activity feed item and add comments, and the team members and contacts for that project.
When the add-in is first opened, you will see a list of projects, with a search bar at the top. Enter the name of the desired project, and the list of projects will filter accordingly.
Click on the desired project to open it. To switch to another project, click on the magnifying glass icon to the right of the project name.
In a selected project, you will see the project name along the top, a vitals dropdown menu, and three tabs for Activity, Contacts, and team. You can click on the project name to be taken directly to the project in Filevine. Click on Vitals to open the dropdown and view all vitals for the project.
The Activity, Contacts, and Team tabs allow you to send and share emails with the project, depending on whether you are in a “Reading” or “Composing” state.
When reading an email that has already been received or sent, use the activity tab in the add-in to send the email to the project. The Activity tab contains the title of the currently-selected email, a “Send” button, and space to add a comment or task to the email message. “Send” to add the email to your project, or add a comment or task to the item before sending.
When composing an email, the Activity tab will contain an option to add, cc, or bbc the project email, which will add the email to the project’s Activity feed as normal. The email will be sent with the title and text, from you to the project email.
Sending an email to a project send will send the title of the email and all email text. If an email has attachments, the names of the attachments will appear beneath the Activity tab comment space. Click on the attachments you would like to include. Included attachments will have a checkmark next to them.
In Filevine, the email will appear as an orange email icon. This email will not use the project email. The “Sent from” and “Sent to” information will remain the same as in Outlook.
The activity item will also include an .eml file of the email. Click the .eml file in the item and download. The file will open as an email, where you will be able to reply, forward, etc. just as you would normally for an email.
If adding a task or comment, the email will appear as a task or comment activity item, respectively. Comments can be added on these email items in either the add-in or Filevine, and will appear in both. Tasks, mentions, and more can be added in comments the same way that they would normally be added in Filevine. Any tasks or comments will be added by the user “Filevine Integration.”
Add Contacts and Team Members
Once a project has been selected, any of the project’s contacts or team members can be added, cced, or bcced on any email.
In the contacts tab, search for a contact by selecting either name or email from the dropdown next to the search bar, and then entering the search term.
In the team tab, search for a team member by entering their name in the search bar.
Once your desired contact or team member has been identified, click on the “add,” “cc,” or “bcc” button to add them as recipients.