This article discusses how to manage and handle documents in Filevine. Users can move and copy documents between projects, create share links, and more.
Tip
For customers with AI, learn more about AI document features, like AI Fields and AI Doc Review.
- Where to Take Document Actions
- Access Documents: Preview and Download
- Organize Documents
- Share Documents Internally
- Share Documents Externally
Where to Take Document Actions
For a document attached to a file attachment or document generation field or an activity item in the project, click the caret to open the actions menu in a dropdown.
In the Docs section, when the document is selected, you can find actions in the top right, including in the vertical ellipsis dropdown menu.
Bulk Actions
In the Docs section, you can select multiple documents at a time (use CTRL+select on PC ⌘+select on Mac) to take document actions in bulk.
In the Docs section, you’ll also be able to use document tools that entail combining multiple documents, like Docs Combiner, Bates Stamping, and Doc Zipping.
Access Documents
Documents can be downloaded, previewed, and—for Excel or Word documents—copied to a PDF.
Download
Download a document by selecting the document and clicking the download icon that appears across at the top right. You can also select “download” from the document menu or by clicking the download icon in the preview screen.
In the Docs section, you can select multiple documents or an entire folder for download. If you’ve selected multiple files, you have the option to download the file as zipped or as separate files.
Preview
After selecting a document, select Preview from the document menu to bring up the full previewer. In the Docs section, you can also select the eye icon along the top or in the preview section of the properties flyout. Most text, image, audio, and video files can be previewed in Filevine.
In the previewer, you can view the document in detail, including a thumbnail view of the document and the ability to zoom in and out. Additionally, you can annotate and save docs and image files as PDFs using the PDF Editor tool. The previewer also has a dark mode, making it easier to view in low light environments.
Consult the table in the Supported File Types article to see which file types can be previewed.
Create PDF Copy
The “To PDF” option will appear in the document menu of excel or word documents. Select the desired document and choose To PDF from the dropdown to generate a PDF with the same name. The new PDF will appear in the main folder of the Docs section.
Manage and Organize Documents
Learn more about inter-document tools—document zipping, Bates stamping, and combining—in the Document Tools articles.
Rename
Select Rename from the document menu to rename a document. This will open the “Rename Document” window, where you can edit the document’s name.
Move & Copy
Documents can be moved or copied to a different folder or to a different project entirely. Moving a document transfers that document from the current location to the one you’ve selected, while copying the document creates a copy of the document in the selected new location.
Permission Required
To move a document to a different project, you must be a project Admin on the project you’re moving from.
Select Move/Copy from the document menu to open the “Move Doc” window, where you can move or copy a document from one project or one folder to another. Enter the desired project name or select the folder location. Then, click Copy Doc or Move Doc.
Note
Only files less than 2 GB can be moved and copied.
You can also move or copy documents from one folder to another within the Docs section. Use the six dots ⋮⋮ to click and drag the document to the desired folder. In the modal, choose either Copy Doc or Move Doc.
Tip
To skip the modal step, press Shift while dragging the documents to move them, or press Ctrl (⌘ for Mac) while dragging the documents to copy them.
Note
Moved documents will keep their original upload date, upload user, and tags. A moved document will also keep its version history and any active share links.
Copied documents will not keep any of the information from the original document except tags. Version history and share links will remain with the original document and will not be copied over. The document’s upload information will be generated from the time it was copied and the user who copied it.
Update
Select Update from the document menu to open the “Versions” tab of the properties flyout for the selected document. You can also navigate to this tab by clicking the information icon and then selecting the versions tab in the properties flyout. In this tab, you can view the version history and current version of the document. To upload a new version, click Upload New Version.
Documents can also be edited using Filevine’s native PDF Editor tool, or edited using your preferred editing software through the Docs Utility application. Learn more about document editing.
Tag
Select Tags in the document menu to open the “Add Tags to [Doc Name]” modal. You can also add tags in the Details tab of the properties flyout. To add one or multiple tags, enter the name of the tag and press Enter, or select the tag from the dropdown. Remove tags by clicking the x by the tag name or by backspacing.
When you’re finished adding or removing tags, click Done.
Documents added to file attachment fields or generated by DocGen or Fusion buttons can have their tags autogenerated upon attachment or generation.
Remove
If you are a project Admin, you will also have the option to remove documents from the section. Removing the document will also remove it from any fields, notes, comments, or anywhere else it is currently attached, so exercise caution when removing. Select the document, select Remove from the document menu, and then click Delete in the modal to remove that document from the project.
Share Documents Internally
Note This
Select Note This in the document menu to open the activity drawer, where you can create a new activity item with the document attached. While “note” is the default item type, you can use the menu along the top to make the item a task, portal message, text, or phone call that includes the attached document. Learn more about activity item types.
Chat
Select Add to Sidebar to attach this document as an artifact to an Ask LOIS chat.
Share Documents Externally
Share Links
Select Share Link in the document menu to generate a secure document link that can be shared with users outside of Filevine. You can choose the level of access and expiration date. Learn more about share links.
Vinesign
If your Org has Vinesign connected, you can send a PDF document for electronic signature through Vinesign.
Clicking this option will take you to Vinesign. You'll be asked to place a signature box and indicate recipients before sending.
The Email Document option sends a document from the Filevine project as an email attachment.
Selecting this option will open an Outlook email with the document attached.
Fax
If your Org has fax enabled, you'll also have the option to fax the document directly from Filevine.
Once you click on the fax button, a screen will appear with the needed information to fax the document.
Guest Share
Depending on your firm’s permission and team setup, you may have some external or third party members added to your project with “Guest” level permissions. A guest can only see sections, activity items, and documents that have been explicitly shared with them.
Use this option to share the document with a guest user. Clicking the option in the options menu will open a menu of guest users that you can select from.
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