In the Manage Org Phone Numbers Advanced tool, you can add, delete, label, and associate all fax and text numbers within the Org.
Navigate to this advanced tool by clicking on the main menu in the top left corner and selecting Advanced from the dropdown menu. Then, click Manage Org Phone Numbers in the left-hand side menu. If prompted, select the Org where you would like to manage numbers.
The tool displays three tabs:
- Text: where you can view and manage texting numbers
- Fax: where you can view and manage faxing numbers; this tab will only display for fax-enabled Orgs
- Registration: where you can view and submit your SMS registration
Text and fax numbers can be viewed and managed in the Text and Fax tabs of the Manage Org Phone Numbers tool. If you had numbers that were used for both texting and faxing, the numbers will now appear in both tabs, and can be managed separately in their respective tabs.
Beginning November 15th, as a result of improvements to Filevine’s faxing, SMS numbers must be used for either texting or faxing. They cannot be used for both. All numbers that currently appear in both the Text and the Fax tabs must be “de-coupled,” meaning that they must be removed from one of the tabs before November 15th. Learn more about decoupling numbers.
Adding and Deleting
Add a new text or fax number by selecting the tab where you’d like to add the number and clicking on the + Add Text/Fax Number button at the top right. You will be asked to choose an area code. Enter your desired area code and click Add Number and a number with that code will be auto-generated for you. You can also add a new Org number and a new project number from the Mailroom and the project respectively.
You can also delete numbers here by clicking on the trashcan icon to the right of the number.
Note: Once a number has been removed, the same number cannot be added to the Org again, so use caution when deleting.
When you have finished your SMS registration, you can register your numbers in the Text tab. Texting numbers for US recipients must be registered to avoid potential message failures. For US users, any new texting numbers will automatically be registered as part of the creation process.
All unregistered numbers are marked with an Unregistered tag. To register a number, click + Register Number next to that number. If your numbers are tagged as Unregistered and there is no option to register the number, you will need to first register the Org in the Registration tab.
Note: Once a number is registered, it cannot be unregistered except by deleting the number entirely.
Assigning and Moving
You can also use advanced tool to move numbers from one project to another, associate a number with a project, and unassign numbers.
To associate a number with a project, click Assign to a project to the right of the number name. If you don’t see this, you may need to unassign the number from another project first. Numbers can only be assigned to one project at a time. Enter the project name in the Select a Project search box.
To unassign a number from a project, click on Unassign to the right of the project name. The number will then become an Org number and can be reassigned to another project.
The Default Org Number for texting can also be reassigned. If you unassign the Default Org Number, the Org will not be able to receive texts in the mailroom until another number is assigned as the Default Org Number. Because of this, reassigning the Default Org Number should be done with caution.
Labels can be added to any number not assigned to a project by clicking on + Label above the Org Mailroom name. If the number already has a label, the label will appear in this space, and you can click on the label to edit or remove it.
Enter the label you would like for this number and click on the green checkmark.
If a number with a label is associated with a project, the label will not be shown and the number's label will become the name of the project. If that number is unassociated, the label will again be shown.
If a texting number associated with a project remains unused for six months, that number will be automatically released.
After five months of inactivity, you will see a note under that texting number in the Text tab list, which will give the date the number will be released. This note will also appear in the vitals of the associated project.
Once a number is released, the same number cannot be reassigned. If you’d like to continue using the number for the project, simply use the number by sending a text from it.
The third tab in the Manage Org Phone Numbers tool, Registration, shows you the status of your SMS registration. If you are not yet registered, you can also begin your registration here. Learn more about SMS registration.