Filevine’s Contact Management is coming soon. This feature may be subject to change.
Contacts are added to person fields in Filevine, and can be viewed in a contact card module with customizable tabs and fields. Contacts contain built-in tabs as well as custom tabs and fields, which can be created in the Contacts Setup Advanced tool.
Contact cards are customizable, but all contain a contact info tab with standardized fields and an associated project tab. When you open a contact, you will see these two built-in tabs along with any additional tabs set up for your Org. Custom tabs may be dependent on the type or types of contact chosen. Learn more about creating contact types with the Contacts Setup Advanced tool.
Contact Info Tab
The first tab of a contact is the “Contact Info” tab, which is standardized across all Filevine Orgs as well as with other software you might use to store contacts. This tab includes the contact’s name, company, and contact information like phone number and address. The fields are as following:
- For Individuals: First Name, Middle Name, Last Name, Prefix, Suffix, Nickname, Company, Department, Job Title
- For Businesses: Name
- For All: Phone(s), Email(s), Address(es)
In the contacts info tab, you will be able to choose whether the contact is an individual or a business by toggled between the person and building icons. Individual and business contacts will contain different fields for names.
Phone Numbers, Emails, and Addresses
The contacts info tab includes three types of contact information: phone number, email, and address. A contact card can contain multiple phone numbers, emails, and address, and labels like “work,” “home,” and “cell” can be chosen for each contact. Choose the label for contact information by clicking the dropdown to the left of the field and selecting from the options. (Labels can be customized and added in the Contacts Setup Advanced tool.)
In addition to labels, each phone number, email, and address will have the option to add a note, which will appear as a sticky note next to the contact field. The note can be opened to reveal the text. Addresses are also able to be copied all together by clicking on the “copy to clipboard” icon next to the note.
Note fields are useful for adding contextual information for contact information. For example, if a contact is only available at their work phone 10 am - 2 pm, that information could be added in the note of that phone number. Notes can be added by clicking the sticky note plus icon to the right of the field, and can be edited at any time.
If you have more than one phone number, email, or address in a contact, you can reorder them by clicking the ellipsis on the left side of an item and dragging it to the desired placement.
Contact Types and Hashtags
A contact can be one or more “contact types.” Contact types are created and customized in the Contacts Setup Advanced tool. If a contact type is added to a contact, the fields associated with that contact type will be shown on the contact card.
Types can be added to a contact by clicking the plus “+ Add Contact Type” at the top of the contact card and selecting from the dropdown. Added types will display as tags.
Hashtags can also be added to a contact by clicking the blue hashtag icon “# Add Hashtag” at the top of the contact card. Contact hashtags can be used to help categorize contacts, and are searchable in the Address Book. If a hashtag already exists for a contact, it will appear as an option to add as you begin typing.
Associated Projects Tab
All contacts also contain a built-in tab named “Associated Projects” which will display the projects that this contact is associated with.
Aside from the contact info and associated projects tabs, contacts are customizable. Different contacts may have different additional tabs and fields depending on their contact type.
Other tabs in a contact card will be customizable and may change depending on the contact types chosen. Learn more about how to create contact types using the Contacts Setup Advanced tool, or learn about these fields, including the Comment field, which is specific to contacts.
The comment field is a special field that can be added to a custom tab in a contact (or person) field. The field acts as a simplified activity feed within the contact card, and can allow multiple team members to converse about the contact’s information.
Team members can create notes just as they would in the Activity Feed, but cannot create other types of activity feed items, comment on notes, or include attachments the way they would in the Activity Feed.
Team members can add comments just as they would in the activity feed, by entering their comment text and then clicking on the green checkmark to the left of the textbox. Comment fields accept characters, numbers, and symbols, but, unlike activity items, they do not use Filevine’s markdown-inspired formatting. The comment’s author can edit or remove their own comment by selecting either the pencil or the trash can icon.