Filevine’s Gmail Add-on integration allows users with Google Workspace to complete basic Filevine actions without leaving their Gmail account. Users are able to send an 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.
Find Your Project
Go to Filevine's app installation page in the Google Workspace Marketplace and hit install. You can also find it in the Marketplace by clicking the plus button in the righthand side panel of your Gmail and then searching "Filevine."
Select the add-on and then click “install” to install the add-on.
When the add-on has been added, it will appear in Gmail’s add-ons menu. This menu appears along the right side of the window in Gmail. If the menu is collapsed, you will see an arrow in the bottom right corner of the screen.
Click this arrow to open the side panel. If the Filevine Add-on has been added, you will see the Filevine icon in the menu along the right side of your screen. Click the icon to open the add-on.
To sign in, you will be asked to choose your login or team domain.
Most users will be either in the United States login or the Canada login, and can click on the matching button. If you have been instructed to use a “team domain” by Filevine, you can search the domain of your team in the textbox below.
Once your login or domain is selected, you have the option to “Sign in to Filevine.”
Click this button and sign in using your Filevine credentials in the opened modal.
Find Your Project
If necessary, choose your Org by selecting “Change” next to the Org picker along the top of the add-on and picking the desired Org from the list. Choose your project by selecting “Change” next to the project picker, right below the Org picker. You can search for the desired project or select from a list of your most recent projects.
Once the project has been selected, you can go directly to that project in Filevine by clicking on the project name. You can view the project’s Vitals in the section below by clicking on the dropdown arrow underneath that section.
Once you’ve selected a project, click on Billing below the project name to add a billing time entry through the add-on. The time entry will be associated with the chosen project.
In the billing screen, fill out the fields just as you would for a time entry in Filevine.
- enter a time in hours, out to two decimal places (for example, an entry of 0.1 would equal 6minutes)
- choose LEDES codes from the dropdowns,
- add a description of the time entry.
When you have filled out the time entry fields to your satisfaction, click Save. The time entry is added to the project’s Billing section. If the project does not have a Billing section, and a Billing section is added, the timer entries will appear in the Billing section at that time. Once the time entry has been added to the project, it can be edited just as other time entries can.
Adding Team Members
To include team members from the project on the email, click “Search Team.” Here you will be able to search for and view team members, along with their email addresses and Filevine usernames, making it easy to add them to emails and activity feed comments.
Sent or Received Emails
Sent or received emails can be sent to the project’s activity feed using the two sections at the bottom of the add-on: Message and Comments.
The “Message” section will display the subject of the email that will be sent and any attachments the email has. Users can choose whether to include attachments in the project’s activity feed item by checking or unchecking the checkbox next to the attachment. If attachments are selected to be included, they will be added as attachments in the activity feed item when the email is sent to Filevine.
In the “Comments” section, you can add text, which will appear in the activity feed as a comment on the email item. You will be able to use Filevine markup language in these comments, like using the @ symbol to task another team member.
When you are finished adding any comments, click “Attach” to send the email to the Filevine project.
Once you have sent the email to the project, any comments you made will appear in the comments section of the add-on, and additional comments can be added to them.
When composing an email, click on the Filevine logo all the way at the right along the bottom of the compose modal to open a Filevine modal.
Here you will have the option to change your Org (if necessary) or project. You can also add the project email here with the click of a button.
Click on the "Add Team Members" or "Add Contacts" buttons to search through the team members or the contacts for the project, and add, cc, or bbc the emails associated with them.
In Filevine, the email will appear in the activity feed as with an email tag. The “Sent from” and “Sent to” information will remain the same as in Gmail.
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 the email has been sent with attachments, these will also be attached to the activity item.
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-on 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.”
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