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 they all contain a Contact Info tab with standardized fields and an Associated Projects tab. When you open a contact, you will see these two built-in tabs along with any additional tabs set up for your Org. Depending on the contact type(s) chosen for a contact, the available custom tabs may vary.
Contact information can also be downloaded as vCards. Download the contact vCard by clicking the card button in the top right of an open contact, next to the Edit button.
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 follows:
- For Individuals: First Name, Middle Name, Last Name, Prefix, Suffix, Company, Department, Job Title
- For Businesses: Name
- For All: Client Entity ID, Nickname, Primary Language, Phone(s), Email(s), Address(es)
You can choose whether the contact is an individual or a business by toggling between the person and building icons. Individual and business contacts will contain different fields for names.
Client Entity ID
Use the Client Entity ID field to manually assign a unique, alphanumeric ID to a contact. You can use this ID in report columns and criteria, and while searching the Project Hub and Contacts page.
Each Client Entity ID must be unique. If you enter an ID that is already in use by another contact, you’ll see an error message and will be unable to save your changes.
Date of Birth and Date of Death
If the contact type has DOB/DOD enabled in the Contact Setup Advanced tool, then the “Date of Birth” field appears in the Contact Info tab.
If the “Date of Birth” field is filled out, the contact’s age is calculated and appears above the field. Contacts whose date of birth is less than 18 years ago will automatically display an Under 18 tag along the top of their contact card.
Next to the “Date of Birth” field is a Deceased toggle, which users can use to mark the contact as deceased. If a contact is marked as deceased, the “Date of Death” field appears.
When the “Date of Birth” and “Date of Death” fields are both filled out, the contact’s age will be calculated using these two dates and will appear above the “Date of Birth” field. Contacts with Deceased toggled on will be marked with a Deceased tag wherever their contact card appears in Filevine.
Phone Numbers, Emails, and Addresses
The Contact Info tab includes three types of contact information: phone number, email, and address. A contact card can contain multiple phone numbers, emails, and addresses.
Each phone number, email, or address can include a label like “work,” “home,” or “personal mobile.” Choose the label by expanding the dropdown above the field and selecting from the options. (Labels can be customized and added in the Contacts Setup Advanced tool.)
Heads Up!
To prevent issues with text and messaging functionality, always choose the appropriate label when adding phone numbers.
In addition to labels, each phone number, email, and address will have the option to add a note. To add or edit the note, click the sticky note button.
Tip
Use notes to add context for certain contact methods. For example, if a contact is only available at their work phone 10 am - 2 pm, that information could be added in the note for that phone number.
If you have more than one phone number, email, or address in a contact, you can reorder them by clicking the six dots ⋮⋮ on the left side of an item and dragging it to the desired placement.
Additional Tabs
All contacts have a built-in Associated Projects tab, which displays 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.
Contact Types and Tags
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. If desired, you can learn more about these fields—including the comment field, which is specific to contacts. Additionally, Org Admins can customize users’ contact permissions by contact type.
To add a contact type to the contact card, click + Contact Type along the top and select the desired type(s). Added types will display along the top of the card.
Tags can also be added to a contact by Add/Edit Tags at the top of the contact card. Contact tags can be used to help categorize contacts, and are searchable in the Contacts page. If a tag already exists for a contact, it will appear as an option to add as you begin typing.
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